How people should coordinate with the other employees of the organisation. How communication is a key factor in any organisation.

1. Coordination and
Communication

2. Presented by:-
• Parvej Alam
• Prashant Dey
• Prathama Singh
• Prranata Aishwarya
• Puja Upadhyay
• R. K. Adarsh
• Rakesh Kumar Singh

4. Communication
Communication is defined as sharing of message,
facts, opinions, ideas/attitude and emotions
between sender and receiver .
American Management Association defines,
‘Communication is any behaviour that results in an
exchange of meaning’.
Peter Little defines communication as,
‘Communication is the process by which
information is transmitted between individuals
and/or organizations so that an understanding
response result’.

5. Elements In The
Communication Process
Message Encoding Medium
Decoding By
Receiver
ReceiverFeedback
NoiseSender

6. Sender: The party sending the message to
other party. The sender initiates the
communication. In an organization, the sender will
be a person ,with information, needs, or desires
and a purpose for communicating them to one or
more other people.
Medium: The communication channel through
which the message pass from the sender to the
receiver.
Message: The set of symbols that sender
transmits.

7. Encoding: Since communication is the object
of encoding, the sender attempts to establish
“mutuality” of meaning with the receiver by
choosing symbol , usually in the form of words
and gestures , that the sender believes to
have same meaning for the receiver.

8. Decoding: The process by which the receiver
interprets the message and translate it into
meaningful information. The receiver must first
perceive the message and then interpret it.
Receiver: The person or group of person
whose senses perceive the sender’s
message. The message must be crafted with
the receiver’s background in mind . If the
message has not reached the receiver then
communication has not taken place.

9. Noise: Factor that disturbs, confuses, or otherwise
interferes with communication. Noise can arise
along communication channel/ medium. Noise can
be internal(when the receiver is not paying
attention) or external(when the message is distorted
by other sound in the environment).Noise can occur
at any stage in the communication medium . It is
particularly troublesome in the encoding or decoding
stage.
Feedback: The part of the receiver response
communicated back to the sender.

10. METHODS /TYPES OF
COMMUNICATION

11. Formal Oral Upward
Informal Written Downward
ExpressionStructure Direction
Horizontal
Diagonal

12. According to Structure communication can be
divided into –
1. Formal Communication
2. Informal communication

14. Formal Communication
Formal communication is that which takes
place within line of authority. Observing the
norms and conditions is necessary to the
hierarchy.
In whichever direction this communication
flows, its movers are always planned ,dictated
and guided.
E.g. Formal meetings, formal letters

15. Informal Communication
Informal communication occurs when people
come together and talk about their working
conditions , family and co-workers etc.
May be conveyed by gesture, nod,
smile etc.
E.g. Talking with friends, gossips,
rumours

16. Difference between Formal and
Informal communication
FORMAL COMMUNICATION INFORMAL COMMUNICATION
Its slow because it has a
prescribed path
Has no particular path.
It serves organizational needs Its serves both social and
organizational needs
Status or position of parties are
important
Status or position is irrelevant
Precise and pronounce words
correctly, No slangs
Contains shorten version of words
or slang words
Too rigid Its too flexible

17. According to Expression communication can
be divided into :
1.Oral communication
2.Written communication

18. Oral Communication
• Everything is oral. It is quick, simple and
comparatively more effective.It involves
exchange of messages with the help of
spoken words.
• Oral communication may take place :
i) By face to face contacts
ii)Through mechanical devices

19. Oral communication can be seen in :
• Interviews
• Negotiation

20. Written communication

21. • Written communication is transmitted by
words in the form of letters, memos,
circulars, bulletins, reports, iinstruction
card, manuals, magazines, handbooks etc.
• Written communication generally moves
downward.
• It’s a record of spoken words.

22. Difference between Oral
and Written
communication:
ORAL COMMUNICATION WRITTEN COMMUNICATION
Feedback is quick and
instantaneous
Feedback is delayed
Flexible and faster Rigid slow and elaborate
No Permanent Record Authentic and credible records
Economical Expensive and stable
For shorter messages For long messages
Ex. Face to face group meetings Ex. Letters ,memo,reports,
manuals etc.

23. According to direction , communication is
divided into:
1.Upward communication
2.Downward communication
3.Horizontal communication
4.Diagonal communication

24. G.M.
Manager Manager Manager
Workers Workers Workers
Horizontal
Upward Downward

25. Upward Communication
It is a communication from the subordinates
to their seniors in an organization.

26. Downward Communication
It is a communication from the senior level
employees to their subordinates in an a
organization.

28. Horizontal Communication
It is a communication between the subordinates
who are working at same level of organization.
More informal than either downward and upward.

29. Advantages:
• Improves quality of team work.
• Ensures greater efficiency and better
results
• Eliminate misunderstanding, envy,
pretty jealousies among people of equal
status.

30. Disadvantages:
• Horizontal communication takes place so
frequently than communication between
supervisor and subordinates.
• There may be conflicts between horizontal
and vertical communication.

31. Diagonal Communication
It is a communication between people who are
neither in the same department nor at same
level of hierarchy.

33. Barriers to effective
communication
i) Differences in perceptions:
People who have different backgrounds of
knowledge and experience often perceive
the same phenomenon from different
perspective.
ii) Language Differences :
Language difference are often related to
differences in individual perceptions.
Differences in symbolic meanings and
meaning of the words used in
communication.

34. iii) Inadequate Information :
Managers do not provide enough
information to decode.
iv)Noise :
Noise is any factor that disturbs , intrudes
or interferes with the communication.
v) Inconsistent non-verbal communication
:
Body movement, gestures, clothing,
distance, primary medium of
communication etc are all factors that
influence communication.

35. vi)Distrust :
The credibility of a message, is to a large
extent, a function of the credibility of the
sender in the mind of the receiver.
vii) Technological barriers
Receiver does not have the ability or
technological capability to decode the
message.

37. Disadvantages of Ineffective
communication

38. Coordination

40. Co-ordination
Co-ordination involves the development of units
of purpose and the harmonious implementation
of plans for the achievement of desired ends.
A group action under team spirit and proper
integration can provide creative force ensuring
success.
Considered as the essence of management of
interdependent activities in work situation.
Management has to secure effective
coordination of human efforts and non human
resources.

41. Orderly synchronization of fitting together of the
interdependent efforts of individuals in order to
attain a common goal.
Similarly modern enterprises consists of a
number of departments such as production,
purchase, sales, finance, personnel etc.
There is a need for all of them to properly time
their interdependent activities and to work
effectively
For e.g., In a hospital, the activities of doctors,
nurses, work attendants and lab technicians
must be synchronized if the patient is to receive
good care.

42. Principles/Requisites for
Effective
Co-Ordination
1. Early Start :
There should be coordination even in the
early stages of planning and policy making .
for e.g. there should be mutual consultation
among the concerned officials while preparing
the plan itself.

43. 2. Direct Contact :
• Coordination is easier by direct personnel
contact among the people concerned.
One special advantage of a direct personnel
contact is that the concerned persons can
discuss among themselves the ideas, ideal
goals and views and avoid
misunderstandings.

44. 3. Continuity:
Coordination is the basis of an organization
structure; as long as the enterprise
continues to function, coordination is a
must.
Coordination must start from the stage of
planning and should go on all the time as it
is a continuous process.

45. 4.Dynamism:
Coordination should not be rigid.
Achievement of coordination itself modifies
the strength of the contending forces and
will create new conditions.

46. 5.Simplified Organization:
Principle which facilities effective
coordination is the simplified organization
structure
The operations and functions which are
closely related and connected may be put
under the charge of one executive.

47. 6.Clear – Cut Objective:
Another requisite for securing effective
coordination in an enterprise is a clear – cut
objective.
The managers of different departments
should be clearly aware of the objective of
the enterprise.

48. 7. Clear Definition of Authority and
responsibility:
Clear-cut authority helps in reducing conflicts
among the different officers and also helps in
carrying out their job with unity of purpose.

49. 8. Effective Communication:
Through communication, individual and
department differences can be resolved.
Effective communication helps in discussing
changes ,adjustments in the programm and
the future.
For proper coordination, here is also a need
for effective communication.

50. 9.Effective Leadership:
By effective leadership , coordination of the
activities of the people at all stages is
ensured.
Creates confidence in the subordinates and
enhances their morale.

51. 10. Effective Supervision:
Effective supervision is required in
coordination because supervisor can easily
detect the deviation from planned course of
action and immediate corrective steps may be
taken.

52. Features/Characteristics of
coordination
1. Coordination is an orderly arrangement of
group efforts.
2. Provides unity of action in pursuit of
common purpose.
3. Unity of action is considered to be the heart
of coordination process.

53. 4.Aims at achieving the common purpose of
the orderly synchronisation of the efforts of
the subordinates.
5.Is a process ,where by, an executive
develops an orderly pattern of group effort
for accomplishing the common objectives of
the enterprise.

54. Types Of Coordination
1. I – Type
(a) Internal
(b) External
2. II – Type
(a) Vertical
(b)Horizontal

55. 1. I – Type
a) Internal Coordination :- Coordination
among the employees in the same
department/section, among workers and
managers at different levels, among branch
offices, plants is called internal coordination.
b)External Coordination :- Coordination with
customers ,suppliers, governments and
outsiders with whom the enterprise has
business connections is called external
coordination.

56. 2. II – Type:
a)Vertical Coordination:- Coordination of the
activities of manager ,deputy manager ,
superintendent and below him is called
vertical coordination.
b) Horizontal Coordination:- Coordination
among different departments of the enterprise
such as production, sales purchasing, finance,
personnel etc., is horizontal coordination.

57. Importance of Coordination
It expresses the principle of organization. It
is a key function .
It is regarded as the essence of managerial
function.
It is the end result of managerial function.

58. All departments , sections etc. , are duly
welded into one united and integrated whole
, working to achieve common goals.
Thus we have unity of direction and unity of
objective. Coordination tones up general level
of employee morale and job satisfaction .

59. Problems Involved in
Coordination
Difficulties of Coordination
Large business enterprises which consist of
number of departments find hard to
collaborate with each other due to the
differences in their attitudes.

60. Differences in orientation towards
particular goals:
i)Member of different departments develop their
views about how best to advance towards the
goal in the interest of the organization .
ii)To sales people , product variety may take
precedence over product quality .
iii) Marketing managers may regard design as the
most important for organization’s success , while
accountants may see cost control as most
essential.

61. Differences in time orientation:
i) Some members of an organization ,such as
production managers will be more concerned
with problems that have to be solved
immediately within a short period of time .
ii) Others , like members of research and
development teams may be concerned with
problems that may take years to solved.

62. Differences in interpersonal orientation:
i) In some activities of orientation ,such as
production , there may be relatively more
formal ways of communication and decision
making.
ii) In other activities such as R&D ,
communication and decision making may be
informal.

63. Differences in formality of structure:
i) Each unit in the organization may have
different methods and standards for
evaluating progress towards for evaluating
progress towards objectives as rewarding
employees.
For e.g., In a production department, where
quality and are rigidly controlled , the
evaluation and reward process might be quite
formal, while in the personnel department ,
standard of performance may be much loosely
defined.

64. SummaryWe studied the following topics in these slides:
What is Communication?
Elements of Communication
Methods/Types of Communication
Barriers in Communication
Advantages and disadvantages of
communication
What is meant by co-ordination ?
Tools/Prerequisite of co-ordination.
Types of co-ordination.
Need for and problems in co-ordination