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Michelina Viggiani

2. Communication
(coming from the Latin word "communis", meaning to share)
IS
a process in which people exchange information, news,
ideas, feelings and also create and share meaning through
an accepted code of symbols.
• in general is a means of connecting people or places
• in business is a key function of management
Michelina Viggiani

3. Methods of communication
One-way communication • Information flows only in one direction –from the sender
to the receiver with no feedback (memo, fax, email,
letter)
• A much common way of communication because it is
faster and easier for the sender and there is no trouble
from disagreement.
• There may be mistakes in transmission of information.
Two-way communication
• A process in which information flows in two-directions –
the receiver provides feedback and the sender receptive
to the feedback. (Phone call, in person )
• It is more accurate and fewer mistakes in transmission.
• But it is time-consuming and more difficult for the sender
Collaborative communication
• Team meetings, consulting, decision making, group
problem solving
Michelina Viggiani

4. What are the most common ways
we communicate?
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Michelina Viggiani

5. NONVERBAL - VERBAL COMMUNICATION
• Nonverbal Communication - all elements of communication that do
not involve words.
Four basic types:
Proxemics - an individual’s perception and use of space
Kinetics - study of body movements, including posture
Facial & Eye Behaviour - movements that add cues for the
receiver
Paralanguage - variations in speech, such as pitch, loudness,
tempo, tone, duration, laughing, & crying
• Verbal Communication - The encoding of messages into words,
either written or spoken
Michelina Viggiani

6. Communication Process
encode decode
Sender Medium Receiver
Feedback
The communication process is the guide
toward realizing effective communication.
Michelina Viggiani

7. Communication Key Elements
• Source/Sender – an individual, group, or organization
who initiates the communication and is initially responsible
for the success of the message
• Message – what information to communicate
• Encoding – sender translates the message into symbols
or language
• Medium/Channel – pathway through which an encoded
message is transmitted to a receiver
Michelina Viggiani

8. • Decoding - The processing stage where the receiver interprets the
symbols sent by the sender, translates the message and tries to
make the symbols meaningful
• Receiver – the individual or group to whom the message is directed
• Feedback - is initiated by the receiver who decides what message
to send to the original sender ( Feedback eliminates misunderstandings, allows the
sender to evaluate the effectiveness of the message)
• Noise – refers to anything that interferes at any stage of the
communication process
Michelina Viggiani

9. Communication Key Elements
• Source/Sender – an individual, group, or organization
who initiates the communication and is initially responsible
for the success of the message
• Message – what information to communicate
• Encoding – sender translates the message into symbols
or language
• Medium/Channel – pathway through which an encoded
message is transmitted to a receiver
Michelina Viggiani

10. Characteristics of effective
communications
Effective communication requires the
message to be:
• Clear and concise
• Accurate
• Relevant to the needs of the receiver
• Timely
• Meaningful
• Applicable to the situation
Michelina Viggiani

11. Communication Barriers
• Physical separation
• Status differences
Factors that block or
• Sex differences
significantly distort • Cultural diversity
successful • Language
communication • Educational level
• Attitude
• Timing
• Understanding of
message
Noise • Trust
Michelina Viggiani

12. Michelina Viggiani

13. Communication media
• Written communication media:
(Letters ,Memos, Reports, Forms , Notice boards and Internal magazines or
(Letters ,Memos, Reports, Forms , Notice boards and Internal magazines or
newspapers, E-mail, Faxes, notices ,Circulars, Newsletters, Reports, Proposals,
Research papers, Bulletins, Brochures, Manuals, In-house journals )
• Oral communication media
(Face-to-face discussions, telephone conversations, formal presentations,
meetings, seminars, group discussions, interviews (employment/press), video
conferences, voice conferences etc.)
• Electronic communication media
(Paging devises, laptop computers, E-mail, fax machines, electronic notice boards
etc.)
Michelina Viggiani

14. Information Richness of Communication Media
Michelina Viggiani

15. Communication Media
Face-to-Face :
• Has highest information richness
• Can take advantage of verbal and nonverbal signals
• Provides for instant feedback
• Management by wandering around takes advantage of this with informal talks
to workers
• Video conferences provide much of this richness and reduce travel costs and
meeting times
Spoken Communication Electronically Transmitted
• Has the second highest information richness
• Telephone conversations are information rich with tone of voice, sender’s
emphasis, and quick feedback, but provide no visual nonverbal cues
Personally Addressed Written Communication
• Has a lower richness than the verbal forms of communication, but still is
directed at a given person.
• Personal addressing helps ensure receiver actually reads the message—
personal letters and e-mail are common forms
Michelina Viggiani

16. New Technologies for Communication
• Informational databases
• Electronic mail systems
• Voice mail systems
• Fax machine systems
• Cellular phone systems
Michelina Viggiani

17. Tips for Effective Use of New
Communication Technologies
Provide
social
interaction
opportunities
Strive for
message Build in
completeness feedback
opportunities
Michelina Viggiani

18. “Communication is not only the essence
of being human, but also a vital
property of life.”
John A. Piece
Michelina Viggiani

19. Michelina Viggiani