Following this presentation you will: - Understand what is meant by ‘Effective Communication’. - Identify different communication media. - Understand the barriers to communications and how to overcome them.

1. BUSINES
S&MANA
GEMENTby: Shadi A. Razak 1
Communication

2. Objectives
• Understand what is meant by ‘Effective
Communication’
• Discuss different communication media
• Understand the barriers to communications
and how to overcome them
• Analysis the different communication
networks
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3. Structure
• Effective communication
• Communication media
• Informal communication
• Barriers to effective communication
• Communication networks
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4. Effective Communication
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Effective Communication

5. Effective Communication
• ‘The exchange of information between two or
more entities with feedback on the exchanged
information’
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Effective Communication

6. Effective Communication
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Effective Communication

7. Effective Communication
• Effective communication impact:
– Staff motivation
– Labour productivity
– Speed of decision making
– Response to market changes
– Reduce the risk of errors
– Effective coordination and collaboration between
departments
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Effective Communication

8. Communication Media
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Effective CommunicationCommunication Media

9. Communication Media
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Effective CommunicationCommunication Media
• There is wide range of communication media
in an organisation:
– Oral communication
– Written communication
– Electronic communication
– Visual communication

10. Oral Communication
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Effective CommunicationCommunication Media
• Allow two-way communication and feedback.
• Examples:
– One-to-one conversation
– Interviews
– Group meetings
– Team briefing

11. Oral Communication
• They are:
– Direct
– Customizable
– Easy to understand
– Questionable easily
• But also:
– Passive
– Affected by noise
– Forgotten quickly
– Pre-Request careful
listening
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Effective CommunicationCommunication Media

12. Visual Communication
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Effective CommunicationCommunication Media
• Support oral, written and electronic
communication
• Examples:
– Diagrams
– Pictures
– Charts
– Videos

13. Visual Communication
• They are:
– Interactive
– Demands attention
– Easy to remember
– Creates greater
interest
• But also:
– Needs close
attentions
– Not always clear
– Too fast sometimes
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Effective CommunicationCommunication Media

14. Electronic Communication
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Effective CommunicationCommunication Media
• Based on electronic exchange of information
• Usually it encompass written records
• Sometimes it include oral communication
• Examples:
– E-mail (Internet)
– Fax
– Video Conferencing

15. Electronic Communication
• They are:
– High speed
– Interactive
– Ignore boundaries
– Good image for
external
communication
• But also:
– Relies on receiver
– Expensive
(Hardware)
– Diminishes personal
contact
– Technology
dependency
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Effective CommunicationCommunication Media

16. Written Communication
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Effective CommunicationCommunication Media
• Based on the principle of documentation
• Examples:
– Letters
– Memos
– Reports
– Minutes of meeting

17. Written Communication
• They are:
– Permanent records
– More structured
– Easy to distribute
– Can be referred to
you again
• But also:
– Difficult to read
– Feedback slower
– Absence of body
language
– May be
misinterpreted
– Costly and time
consuming
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Effective CommunicationCommunication Media

18. Informal Communication
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Effective CommunicationCommunication MediaInformal Communication

19. Informal Communication
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Effective CommunicationCommunication MediaInformal Communication
• ‘Unofficial channels of communication that
exist between informal groups within an
organisation’

20. Informal Communication
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Effective CommunicationCommunication MediaInformal Communication
• They are:
– Helpful in creating a
sense of belonging
– Useful to test new
ideas from
management
– Useful in clarifying
official messages in
more personal way
• But also:
– Wastes valuable
working time
– Spreads gossip and
rumours
– Personal and group
resist to
management

21. Barriers to Communication
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Effective CommunicationCommunication MediaInformal Communication
• Any factor that prevents a message being
received or correctly understood.
• More clear in large businesses and
international business as well.
• Reasons for them:
– Failure in one of the stages of the communication
process
– Poor attitudes of either sender or receiver
– Physical reasons
Communication Barriers

22. Barriers to Communication
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Effective CommunicationCommunication MediaInformal Communication
• Examples of failure in one of the stages :
– Inappropriate communication medium for the
message
– Forgetting a part of a long and complex message
– Poor understanding of unclear or misleading
message
– Excessive use of technical language
– Too much information (TMI)
– Communication channel length
Communication Barriers

23. Barriers to Communication
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Effective CommunicationCommunication MediaInformal Communication
• Examples of poor attitudes :
– Sender not trusted
– The use of Intermediaries
– Sender poor perception of the receiver
Communication Barriers

24. Communication Networks
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Effective CommunicationCommunication MediaInformal CommunicationCommunication BarriersCommunication Networks
• The internal communication of an organisation
can be organised in different ways :
– The chain network
– The vertical network
– The wheel network
– The Circle network
– The integrated network

25. Communication Networks
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Effective CommunicationCommunication MediaInformal CommunicationCommunication BarriersCommunication Networks
• Centralised networks :
– Fast in learning new procedures
– Fast in solving simple problems
– Slow in solving complex problems
– Innovation is Low
– Communicate few messages
– Low in motivation

26. Communication Networks
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Effective CommunicationCommunication MediaInformal CommunicationCommunication BarriersCommunication Networks
• Decentralised networks :
– Slow in learning new procedures
– Slow in solving simple problems
– Fast in solving complex problems
– Innovation is High
– Communicate many messages
– High in motivation

27. Summary
• Understood what is meant by ‘Effective
Communication’
• Discussed different communication media
• Understood the barriers to communications
and how to overcome them
• Analysed the different communication
networks
by: Shadi A. Razak 27
Effective CommunicationCommunication MediaInformal CommunicationCommunication BarriersCommunication Networks