1. Managing Contemporary Information System
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2. Reason for Communication
People found there was a real need to communicate.
With that communication they realized their lives were better and more pleasant.
They started to observe what were the best ways to communicate .
After centuries of development, study and analysis modern day communication has revolutionized the way we send, share, connect, exchange, speak and impact people in today’s world.
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3. Communication as a Process
Is a process in which people share information, ideas, and feelings.
We use it to persuade, influence, inform, share, discover, and uncover information.
Involves not only the spoken and written word but also body language, personal mannerisms and style- anything that adds meaning to a message.
It is vital in all areas of our lives.
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4. Communication as a Process
It is an exchanging of information
through a common protocol.
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5. FEATURES PERSONAL PROCESS OCCURS BETWEEN PEOPLE
INVOLVES CHANGE IN BEHAVIOUR
MEANS TO INFLUENCE OTHERS
EXPRESSION OF THOUGHTS AND
EMOTIONS THROUGH WORDS & ACTIONS.
TOOLS FOR CONTROLLING AND MOTIVATING PEOPLE.
IT IS A SOCIAL AND EMOTIONAL PROCESS
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6. Effective and efficient communication:
Effective communication
Occurs when the intended meaning of the sender is identical to the interpreted meaning of the receiver.
Efficient communication
Occurs at a minimum resource cost.
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7. Functions of Communication
Control
Motivation
Emotional Expression
Information
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8. The Communication Process Basic Model5.
Feedback travels
to sender 1.
Sender has idea 2.
Sender encodes idea in message 3.
Message travels over channel 4.
Receiver decodes message 6.
Possible additional feedback to receiver
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9. Elements of Communication
Sender-Receivers
the people
Messages
ideas and feelings to be shared
Symbols ( something that stands for something else)
verbal, concrete, abstract, nonverbal
Channels
the route traveled by a message
sound and sight (listen and look at each other)
the media (radio, records, television, newspapers, magazines)
Feedback
the response
Noise
the interference
Setting
Where the communication occurs
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10. The Communication Process Expanded Model
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11. Communication Fundamentals
Direction:
Downward
Upward
Crosswise
Networks:
Formal vs. Informal
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12. Types of Communication
Downwards Communication : Highly Directive, from Senior to subordinates, to assign duties, give instructions, to inform to offer feed back, approval to highlight problems etc.
Upwards Communications: It is non directive in nature from down below, to give feedback, to inform about progress/problems, seeking approvals.
Lateral or Horizontal Communication: Among colleagues, peers at same level for information level for information sharing for coordination, to save time.
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13. HIERARCHY LEVEL
Downward Comm.
Upward Comm.
Horizontal Comm.
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14. Types of Communication
Intrapersonal
It occurs within a person. Occurs within us, involves thoughts, feelings, and the way we look at ourselves.
Interpersonal
Communication where one person is interacting with another on a one-to-one basis (usually informal)
Small-group
A few people who meet to do a job or solve a problem.
Small enough for all to interact
Public
A person sends a message to an audience.
Ethical
That is honest, fair and considerate of other’s rights.
Intercultural
Message sent to a group of people who share a distinct set of norms.
When two or more people from different cultures interact.
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15. COMMUNICATION NETWORKS
Formal Network : Virtually vertical as per chain go command within the hierarchy. Informal Network Free to move in any direction may skip formal chain of command. Likely to satisfy social and emotional
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16. Communication Networks
Wheel
All Channels
Chain
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17. Additional Types of Communication
Formal and Informal
Diagonal
Persuasive
Vertical
Verbal and Non – verbal
Visual
Written
Internal and external
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18. Formal Communication
Communications which are routed through what have been known as ‘official channels,’
Ex: a written memorandum from a managing director to his / her departmental heads to call a meeting.
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19. Informal Communication
Information is passed on by word of mouth among interested colleagues who have received it from various sources e.g. visits.
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20. Grapevine Grapevine Characteristics
Informal, not controlled by management.
Perceived by most employees as being more believable and reliable than formal communications.
Largely used to serve the self-interests of those who use it.
Results from:
Desire for information about important situations
Ambiguous conditions
Conditions that cause anxiety
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21. Diagonal Communication
There is no obvious line of authority through which a middle manager may want a service or job to be done.
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22. Persuasive Communication
Information given with the idea to change
or alter:
an opinion
A thought
idea
belief
conviction
Principle
ECT.
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23. Vertical Communication
The principal channel for routing directions, instructions and policies from top decision makers down through the organization to the people, who at various levels will implement them.
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24. Verbal Communication
Includes speaking to another person over the telephone, face to face etc, in a discussion, debate, interview, presentation etc.
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25. Non-verbal Communication
There is no spoken language e.g., eye contact, body language, sign language etc.
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26. Nonverbal Communication
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27. Visual Communication
There's an old saying that "a picture is worth a thousand words."  Life would indeed be difficult without paintings, photographs, diagrams, charts, drawings, and graphic symbols.  These are some of the reasons why SHOWING is such an important form of communication.
Most people understand things better when they have seen how they work.
Involved, complex ideas can be presented clearly and quickly using visual aids.
People retain information longer when it is presented to them visually.
Visuals can be used to communicate to a wide range of people with differing backgrounds.
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28. Visual Communication
Visuals are useful when trying to condense information into a short time period.
Visual aids--used imaginatively and appropriately--will help your audience remember more. Consider the following:
People think in terms of images, not words, so visuals help them retain and recall technical information.
Visuals attract and hold the attention of observers.
Visuals simplify technical information.
Visuals may be useful in presenting technical information to a non-technical audience.
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29. Written Communication
When the message being sent is displayed in writing, e.g. , letters, fax etc.
Written materials often bear the greatest burden for the communication of new ideas and procedures.  Effective writing is the product of long hours of preparation, revision and organization. 
Clear, vigorous writing is a product of clear, vigorous thinking.  Clarity is born of discipline and imagination.
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30. Internal and External Communication
There are various methods of internal communication, which can be used in an organization.  These include notices, bulletins, newsletters, fax, letters, telephone, memos, communication by computer, face to face, reports, memorandums etc.
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31. Barriers to communication
Noise
Inappropriate medium
Assumptions/Misconceptions
Emotions
Language differences
Poor listening skills
Distractions
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32. TO OVERCOME BARRIERS: Learn to use feedback well.
Be sensitive to receiver’s point of view.
Listen to UNDERSTAND!
Use direct, simple language, or at least use language appropriate to the receiver.
Use proper channel(s). Learn to use channels well.
Learn to use supportive communication, not defensive communication.
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33. References
Mary Ellen Guffey, Business Communication: Process and Product, 5e
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