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Communication and its processes

  1. Communication and its processes Done by:- ANSHUMAN GOUDA{180804130151} PRITAM MOHANTY {180804130145} SASWATI PATTJOSHI{180804130148} DEVIKA PARIDA{180804130155}
  2. content  Introduction about communication  Role of communication  Elements of communication  Communication process  Elements of communication process  Forms of communication  Barriers in communication process  Effective communication
  3. COMMUNICATION  Communication is the process of sharing our ideas, thoughts, and feelings with other people and having those ideas, thoughts, and feelings understood by the people we are talking with. When we communicate we speak, listen, and observe.  Communication is the process of transmitting information and understanding. It is the transference of meaning between individuals and the means of reaching, understanding and influencing others.  Skill to communicate depends on the capacity of an individual to convey ideas and feelings to another to evolve a desired response. In management, communication is a mixture of personal attributes and organizational aspects.
  4. Role of communication  Helps in fostering motivation  Aids in the function of control  Provides information for making decisions  Coordination among departments  To fill current inner tensions, or needs. The six current needs we each try to fill are... to feel respected by Self and others to give or get credible information  to cause or prevent inner and/or interpersonal change - including changing or maintaining the emotional distance between us and others to vent one’s feeling to create excitement (reduce numbness or boredom)
  5. ELEMENTS OF COMMUNICATION  Verbal communication – Verbal communication (vocal included) contributes to 45% of our communication. It involves the use of language and meaning (either oral or written).  Non-verbal Communication – Non verbal communication is the conscious and unconscious body movements in communication that couple with physical and environmental surroundings. Non verbal communications are those which are not expressed orally or in writing and includes human elements associated with communication.
  6. COMMUNICATION PROCESS  The communication process is a simple model that demonstrates all the factors that can affect communication.  The communication process is the inter -relationship between several inter-dependent components.  It consists of a whole series of related actions and reactions which together result in the sharing of meaning.
  7. ELEMENTS OF COMMUNICATION PROCESSES  Sender – It is the person who intends to make contact with the objective of passing the message to other persons.  Message – This is the subject matter of the communication which is intended to be passed to the receiver from the sender.  Encoding – The process of converting the message into communication symbols.  Channel – Message encoded into symbols are transmitted by the sender through a channel.
  8.  Receiver - the person or group whom the message is directed.  Decoding – The receiver translates the words and symbols used in the message into idea and interprets it to obtain its meaning.  Feedback – It is the way of judging the effectiveness of the message.
  9.  An information source.  The message, which is both sent by the information source and received by the destination.  A transmitter.  The signal, which flows through a channel.  A carrier or channel, which is represented by the small unlabeled box in the middle of the model.  Noise, in the form of secondary signals that obscure or confuse the signal carried.  A receiver.  A destination Presumably a person who consumes and processes the message
  10. Shannon's (1948) Model of the communication process
  11. Forms of communication  Communication in organizations can be broadly classified into formal and informal communication.  Formal communication takes place through the system in organization. In this, hierarchy has a very important role to play and the parties communicating should adhere to the procedures in the system. In organizations, formal communication is effected in upward (subordinate to superior), downward (superior to subordinate) and horizontal (between same levels) directions.  Informal communication (grapevine) in an organization is very active and powerful. Nature of communication through this medium is oral and the speed with which the message is spread through this network is tremendous.
  12. Barriers in communication process Interpersonal Barriers  Perception and perceptual selection processes Semantics (language)  Channel selection  Inconsistent verbal and nonverbal communication. Organizational Barriers  Information overload  Technical and in-group language Status differences  Task and organization structure requirements Absence of formal communication channels
  13. Effective communication  A good working definition for effective communication is to share meaningand understanding between the person sending the message and the person receiving the message.  The successof an individual in a team depends greatly on the extent to which he can engage in effective communication.  Effective communication is an essential component of organizational success at all levels. Numerous employee surveys have found that many problems in any organization can be traced back to one primary cause: poor communication.  Faulty communication in organizations can lead to lowered efficiency and effectiveness at the organizational as well as individual level. Also most of the interpersonal friction can be traced to faculty communication.
  14.  Good communication is necessary for all organizations as management functions in organizations are carried out through communication.  Communication is considered effective when it succeeds in evoking a desired response from the other person.  Communication, to be effective, cannot be a haphazard process. It has to be planned and executed so that it evokes the desired response.  Poor communication results in poor performance – When there is poor communication in an organization, there can be any number of negative outcomes, including errors, productivity declines, distrust, lower morale, confusion, absenteeism, and general dissatisfaction.
  15. Improving Communication Effectiveness Technique for sender  Feedback, perhaps the most important of these, is facilitated by two way communication.  The sender should be aware of the meanings that different receivers might attach to various words.  The sender should try to maintain credibility. This can be accomplished by not pretending to be an expert when one is not, by "doing one's homework" and checking facts, and by otherwise being as accurate and honest as possible.  The sender should try to be sensitive to the receiver's perspective. A manager who must tell a subordinate that she has not been recommended for a promotion should recognize that the subordinate will be frustrated and unhappy. The content of the message and its method of delivery should be chosen accordingly.
  16. Technique for receiver  Being a good listener requires that the individual be prepared to listen, not interrupt the speaker, concentrate on both the words and the meaning being conveyed, be patient, and ask questions.  Another technique for the receiver is to be sensitive to the sender's point of view. Suppose that a manager has just received some bad news that his position is being eliminated next year. Others should understand that he may be disappointed, angry, or even depressed for a while. Thus, they might make a special effort not to take too much offense if he snaps at them, and they might look for signals that he needs someone to talk to.
  17. ACKNOWLEDGEMENT I would like to express my special thanks of gratitude to my teacher Mr. GIRISH PRASAD RATH who gave us the golden opportunity to stand before you and present our topic.