Building communication What is communication? The Transmission of messages Which requires at least 2 participants Factors of communication: –The Message - The content of the communication –The Medium - The method of passing on information –The code - The system of signs or sounds used –The Channel - Sound waves or light waves

–Interference - Noise which can affect transmission of information –Feedback - information on how information was received –Context - Framework in which communication takes place

Forms of communication Verbal communication A great deal of our life is taken up with verbal communication. They can be: –Face to face talks –Television, radio, films. –Speeches –Seminars, discussions

Non Verbal of communication Written Gestures/signs –sign language Facial expressions Posture –Can be interpreted as: friendly /aggressive Interested/bored

Written Communication They are in written forms Letters, memos, reports, manuals, s etc It is authentic form of communication It is the accurate form of communication

Barriers to communication Physical Barriers –Distance (physical distance like Janakpur and Gorkha) –Noise (external factor that interferes message) –Physical arrangement ( like wall between sender and receiver)

Psychological Barriers Selective perception (-selective attention, distortion, retention and hear what they want to) Filtering (sender manipulates information in order the receiver want to perceive) Distrust (inconsistent message) View points (biases create barrier) Defensiveness (when the message is threatening)

Semantic Barriers Language (same word can have different meaning to different people) Jargon (unfamiliar jargon and technical language disrupts communication)

Organizational Barriers Information overload (too much information in short period of time) Poor planning (poor encoding channel selection) Complex structure (communication travels through different layers) Timing (when information is not provided on time)

Structure of communication Communication can flow vertically or laterally. The vertical dimension can be further divided into downward and upward directions. upward communication downward communication lateral communication

Upward communication: It flows to a higher level in the organization to give the information about the progress and the problems of the organization. Managers also rely on upward communication for ideas on how things can be improved. For examples: performance reports prepared by the employees will be reviewed by the top level people.

Downward communication: It flows from the higher level of people to the lower level. If the managers communicate with his subordinates to assign works, to provide job instruction, to discuss about the plans and policies, then downward communication will be used. Similarly, if the management sends letter to its employee to inform about the changes made in the management process, then downward communication will be applied.

Lateral communication: It flows among the same level of people. lateral communication saves time and also facilitate coordination. These days, much organizations are customer focused. So they want prompt and accurate information to satisfy its customers. Thus, for this purpose, lateral communication is applied.