MANAGERIA
L SKILLS
MODULE 5
🔵 1. Sender’s Phase
This is where the communication process begins. The sender is the
individual or entity who wants to convey a message to another person
or group.
a. Idea
The communication process starts when the sender conceives an
idea.
This is an internal mental process — the sender identifies something
they want to share, inform, instruct, persuade, or express.
For example, a team leader thinks, “I need to inform my team about
tomorrow’s presentation.”
b. Encoding
Once the idea is formed, the next step is to encode it.
Encoding means transforming the idea into a message using symbols
such as words, gestures, pictures, or voice tone that are
understandable to the receiver.
The form of the message depends on several factors: the relationship
between sender and receiver, urgency, medium available, and the
sender’s communication skills.
In our example, the leader encodes the message as: “Please be ready
with your presentation slides by 10:00 AM tomorrow.”
c. Transmitting Message
After encoding, the message must be transmitted to the receiver
using a channel or medium.
Channels can be verbal (face-to-face, telephone, meetings) or written
(emails, memos, reports), and increasingly digital (messages, video calls).
The effectiveness of the channel depends on the clarity, noise level, and
appropriateness of the medium.
In the example, the leader sends this message via email or a team
WhatsApp group.
🔵 2. Receiver’s Phase
The next part of the communication cycle is centered on the receiver, who
is the intended audience for the message.
a. Decoding
Upon receiving the message, the receiver decodes it — this is the process
of interpreting and understanding the encoded message.
Decoding is influenced by the receiver’s experience, knowledge, language skills,
and emotional state.
If the receiver interprets the message the same way the sender intended,
communication is successful.
In the example, the team member reads the message and understands they
must complete their slides by the specified time.
b. Encoding Feedback
After interpreting the message, the receiver often responds, which is
known as feedback.
To send feedback, the receiver must again encode their response into a
message.
Feedback is essential because it closes the communication loop,
confirming whether the original message was understood.
In the example, the team member replies, “Sure, I will have the slides
ready by 9:30 AM.”
🔁 Feedback Loop
a. Transmitting Feedback
The feedback is transmitted back to the sender using the same or
different channels.
It can be immediate (in face-to-face communication) or delayed (in
email communication).
In some cases, feedback is non-verbal, such as a nod, smile, or
confused expression.
b. Decoding Feedback
The original sender now becomes the receiver of the feedback.
They decode the feedback to determine whether the original
communication was successful or if further clarification is needed.
In the example, the team leader reads the response and understands
the team member has acknowledged the deadline and is on track.
📈 Importance of Each Step
Idea and Encoding: Miscommunication often starts here. If the idea is
vague or not encoded well, the receiver may misinterpret it.
Channel/Medium: Using the wrong medium can distort the message.
For example, discussing confidential information over a loudspeaker
isn't wise.
Decoding: This step is subjective — people interpret messages based
on their experiences and biases.
Feedback: Feedback helps ensure that the message was received as
intended. It also helps correct misunderstandings and refine future
communication.
💡 Real-World Example
Let’s consider a real-world scenario in a business context:
Scenario: A Marketing Manager wants to inform the Design Team to
update a product brochure.
Idea: The manager thinks, "The brochure needs updated product
specifications and a new layout."
Encoding: The manager writes an email detailing what changes are
needed.
Transmission: The email is sent via company email to the design head.
Decoding: The design head reads and interprets the requirements.
Encoding Feedback: The design head replies, confirming the changes
and timeline.
Transmission of Feedback: The email is sent back to the manager.
Decoding Feedback: The manager reads the confirmation and feels
assured that the task will be completed.
1. Web-based Communication
Explanation:
• Enables communication through websites, social media, chat
systems, and web apps.
• Accessible from any device with internet access.
• Facilitates quick updates, announcements, and data sharing.
Example:
• A company using Slack or Microsoft Teams for daily
communication and file sharing among team members.
2. Video Conferencing
Explanation:
• Allows real-time audio and visual communication between
individuals in different locations.
• Reduces travel costs and time.
• Essential for remote working and global collaboration.
Example:
• A project manager in India conducting a project review
meeting with clients in the USA using Zoom or Google
Meet.
3. E-mails
• Explanation:
• Instantaneous written communication across the globe.
• Professional and formal medium.
• Useful for record-keeping, sharing documents, and official
communication.
• Example:
• HR sending an email to employees about new company policies
or job confirmations.
4. Reports
Explanation:
• Structured documents that present information clearly and
formally.
• Helps in tracking progress, analyzing data, and decision-making.
• Often used monthly, quarterly, or annually.
Example:
• A finance department preparing an Annual Financial
Report to present to stakeholders.
5. Presentations
Explanation:
• Popular method for delivering information visually and verbally.
• Often includes slides, videos, charts, and graphs.
• Engages audience better with multimedia.
Example:
• A marketing team using PowerPoint to present a new product
strategy to the board.
6. Forum Boards
Explanation:
• Online message boards for posting and discussing information.
• Supports asynchronous communication.
• Ideal for sharing resources, asking questions, and collecting
feedback.
Example:
• An internal employee portal where staff can post suggestions or
ask technical queries, similar to a Q&A board or intranet
forum.
✅ a. Planning a Meeting
Effective meetings don’t happen by accident—they’re the result of good
planning.
Define the purpose: What is the meeting about? Is it to inform,
brainstorm, decide, or assign tasks?
Set the agenda: List topics to be discussed, with time limits.
Choose the right participants: Only those relevant to the agenda
should be invited.
Decide on the format: Physical or virtual (Zoom, Teams, etc.)
Send invitations: Include date, time, location, agenda, and expected
outcomes.
✅ b. Meeting Process
Opening: Chairperson welcomes and states the purpose.
Discussion: Each agenda item is taken up, discussed, and
resolved.
Note-taking: Minutes are recorded.
Time management: Stick to schedule.
Decision-making: Clear outcomes should emerge.
Closure: Summarize points and assign action items.
✅ c. Evaluation of Meetings
After the meeting, evaluate:
Was the objective met?
Was the time used efficiently?
Were all voices heard?
Was follow-up clearly defined?
✅ a. Characteristic Features of Successful Teams
Clear goals: Everyone knows the mission.
Defined roles: Tasks and responsibilities are well-distributed.
Open communication: Feedback and ideas are encouraged.
Mutual respect: Trust and collaboration are present.
Accountability: Members take responsibility.
Supportive leadership: A leader who empowers rather than
controls.
A GD is a structured conversation among participants on a given
topic, judged on communication, reasoning, leadership, and teamwork.
✅ Key Aspects:
Initiation: Starting the discussion with a strong point.
Participation: Active but not dominating.
Content: Relevant facts, examples, logical reasoning.
Team behavior: Listening, turn-taking, encouraging quieter members.
Conclusion: Summarizing or giving a balanced closure.
Effective Presentation Includes:
Preparation: Know your topic and your audience.
Structure: Introduction – Body – Conclusion.
Visual Aids: Use slides, charts, videos appropriately.
Body Language: Maintain eye contact, smile, use gestures.
Voice Modulation: Vary tone, pitch, and speed to maintain interest.
Handling Questions: Be calm, listen fully, and respond clearly.
✅ a. Elements of an E-mail Message
To: The main recipient(s).
Cc: Others who need to be informed.
Bcc: Hidden recipients (used to protect privacy).
Subject line: Must be clear and concise (e.g., “Meeting Agenda – 12 April”).
Greeting/Salutation: “Dear Mr. Sharma,” or “Hello Team,”
Body: Main content (structured, polite, direct).
Closing: “Regards,” “Sincerely,” etc.
Signature: Name, designation, contact details.
✅ b. Creating Professional E-mails
Use formal language and proper grammar.
Be brief but informative.
Avoid slang, emojis, or ALL CAPS.
Ensure clarity in the call-to-action: what you expect the recipient to
do.
Proofread before sending.
Attach documents correctly and mention them in the message.