SALEEM ULLAH KHAN

08-ECT-22

Effective Communications

The Communications Process

Communication is much more than that; it is about conveying information, feelings and ideas to others and getting them to accept and understand what the sender meant, and to make that communication a part of their own thoughts.

No modern manager follows the principle of mushroom management, keeping subordinates in the dark and feeding them manure.
Communications process is only the passing of information to other.

Communication is not easy, because people are involved and people are variable and unpredictable. Engineering problems can usually be communicated more exactly because of the use of standardized symbols and drawings, which form of common vocabulary of engineers. Managers spend 90 percent of time in communications, it is important that they communicate well

Information And Ideas Can Be Communicated By Three Main Methods:

1.

2.

3.

Written such as letters, reports, specifications, proposals and published articles. Spoken as in face-to-face discussions, presentations and meetings. Visual which is often used in conjunction with one of the above, such as body language used in face-toface discussions or meetings; slides used in presentations; and videos

The Message Being Communicated Usually Consists Of Two Parts:

1.
2.

The report, which gives information.

The command, which indicates how the message should be received and defines the relationship between the sender and the receiver.

For Example: The message is it is raining may be considered to be only a report, a statement.

This is intended to tell the receiver of the message that it, the rain, is undesirable, perhaps because the will need to postpone their game of tennis or will get wet on their way to lunch. Similarly, the innocent statement this is expensive.

The communication process takes several steps as below:

The sender formats the message before transmitting it to the receiver. Formatting can take several forms, such as spoken word or body language.

The formatted message is transmitted and must be unformatted by the receiver before it can be understood.
The response from the receiver to the sender is important feedback, since it indicates to the sender whether the message has been correctly received

Formal versus Informal Communication

. Formal communication refers to communication that follows

the official chain of command or is Part of the communication required to do ones job Informal communication is organizational communication that is not defined by the Organizations

Informal communication systems permit employees to satisfy their needs for social interaction. Informal communication systems can improve an organizations performance by creating alternative, and frequently faster and more efficient, channels of communication

Communications flow

Communication must flow up and down the organization as well as sideways. Before communication takes place several questions need to be clearly answered such as: What is to be communicated? When is communication to take place? Where is communication to occur? Why is it necessary to communicate? How is communication to occur?

Common Methods For Downward Communication

Downward communication is a vertical communication that flows from a higher level to one or more lower levels in the organization Down the organization line.

On a one-to-one basis between the manager and subordinate. Through representatives, who then pass on the message to their groups.

The effectiveness of downward communication can be increased by using multiple channels, by repeating the message, and by encouraging feedback.

Common Methods For Upward Communication Are:

Upward communication is the vertical flow of communication from a lower level to one or more higher levels in the organization.

Up the formal organization chain. On a one-to-one basis between the subordinate and manager. Through surveys of group concerned, this may be anonymous. Via a formal system such as a suggestion scheme.

Upward communication can be distorted if:

Subordinates filter information that they send upward.

Managers do not expend enough effort to encourage upward communication

Communication Has Four Main Objectives

To share a vision and to ensure that everyone is clear about the goal and the purpose. This may be directed at people within the organization as well outside such as share holders and customers. To ensure that all are pulling in the same direction with coordinated effort. The aim of communication is to break barriers, such as exit between team and departments. Informal communication, such as occur around the coffee machine, play an important role in this.

To motivates individuals and team, to influence attitude and to build trust between team members and their leader. To ensure that errors in decision making are reduced. The quality of decision is depending on the information it is biased on. Upward and downward communication is essentials to ensure that the best possible information is available at all levels for effective decisions making

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