BASIC GOALS OF EFFECTIVE COMMUNICATION
Communication is not just about transferring message from one person to
another. In organizations communication must be be made effective.. Being effective
however, is not an end but rather a means to end. Effective communication is really a
way to achieve certain goals which consist of the following:
1. To gain goodwill
2. To inquire
3. To inform
4. To persuade
It can be expected that when communication goals are achieved, accomplishing
the organizational objectives will be a matter of course.
BARRIERS TO COMMUNICATION
There are times when the receiver is not bale to properly receive or understand
the message as intended by the sender. This is due to a variety of barriers that may
empede the communication effort. These barriers consist of the following:
1. Filtering – refers to the manipulation of information so that it will be seen more
favorably by the receiver. Telling what the boss wants to hear is filtering.
2. Selective perception – receivers selectively see and hear messages based on
their needs, motivations, experience, background and other personal
characteristics. People have different perceptions of reality, what they see is
what they call reality.
3. Information overload refers to the condition in which information inflow exceeds
an individual’s processing capacity. When this happens, the person is no longer
able to understand clearly whatever information is sent to him
4. Emotions – the receiver’s feelings affect ability to understand an y message sent
to him. He cannot receive a message as clearly as when he is not angry, excited,
or afraid.
5. Language – words do not always mean the same thing to different people. This
poses a barrier to communication.
6. Communication Apprehension refers to the undue tension and anxiety about oral
communication, written communication, or both. There are people who find it
extremely difficult to talk with others face to face or even carry a telephone
conversation.
7. Absence of feedback – feedback is an essential component of effective
communication. When feedback is received by the sender, he can make some
clarification if he thinks the receiver did not clearly understand what the sender
means.
8. Physical Separation refers to the interference to effective communication
occurring in the environment where the communication is undertaken. These are
actually physical barriers which include the following:
1. Distances between people
2. Walls
3. An office that is not conducive to communication
4. An intimidating person posted near the door
5. Wrong timing
Telephones, cell phones, and email are useful tools in bridging the physical gap,
but face to face communication is still more effective.
9. Lack of Credibility of the Sender – depending on the credibility of the sender,
messages can get through the channel to the receiver.
KINDS OF COMMUNICATION FLOW
The flow of communication in organization takes different directions. It consists of
the following:
1. Downward
2. Upside
3. Horizontal
Downward Communication refers to message flows from higher levels to lower
levels. Their purposes are:
1. To give instructions
2. To provide information about policies and procedures
3. To give feedback about performances
4. To indoctrinate or motivate
The various techniques used in downward communication are:
1. Letters, meetings and the telephone or cellphones
2. Manuals
3. Handbooks
4. Newsletters
Upward Communication refers to messages from persons in lower level positions
to persons in higher positions. Its purposes are:
1. To provide feedbacks to higher-ups
2. To inform higher-ups of progress towards goals
3. To relay current problems
The techniques used in upward communication are:
1. Performance reports
2. Suggestion systems
3. Informal gripe sessions
4. Open-door policy
5. Exit interviews
Horizontal Communication refers to messages sent to individuals or groups from
another of the same organizational level or position. Its purposes are:
1. To coordinate activities between departments
2. To persuade others at the same level of organization
3. To pass on information about activities or feelings
The techniques appropriate for horizontal communication are:
1. Memos
2. Telephone or cellphones
3. Picnics
4. Dinners and other social affairs
IMPROVING COMMUNICATIO IN ORGANIZATIONS
Ineffective communication can affect people involved in it negatively. It can cause
hurt feelings, and waste of time and valuable resources. To avoid such unwanted
effects, the following tips could be useful:
1. The message should be improves so it could be easily understood.
2. The receiver must improve his skill in understanding the message sent to him.