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Functions of Communication in Engineering

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Communication is vital for engineering management. It is the sharing of information through symbols and messages and can occur between various parties within an organization. Communication s…

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Christian Paul Samog-oy
  • Communication Process and Feedback
  • Importance of Communication in Engineering Management
  • Channels of Communication
  • Nature and Purpose of Communication
  • Nonverbal Communication
  • Communication as a Management Function
  • Barriers to Communication
  • Techniques to Enhance Communication

1. How important is communicating as a function of engineering management?

The achievement of the objective of the engineering organization will depend on


the performance of the human and non-human elements attached to it.
Employees will perform according to the dictate of their minds. Management
using communication is very important if not, trouble may be forthcoming, if it is
not yet arrived.

2. What is communication? How many it be done?


It is a process of sharing information through symbols, including words and
message. Communication may happen between superior and subordinate,
between peers, between a manager and a client or customer, between an
employee and a government representative.

3. For what purposes may communication be used in the organization?


In management, communication must be made for a purpose. Also, may be used
to serve any of the following functions:
(1) Informative functions – that the info’s provided through communication may
be used for decision making at various work levels in the organization.
(2) Motivation Function – used as a means to motivate employees to commit
themselves to the organization.
(3) Control Function – for plan reports and policies.
(4) Emotion Function – provides a means to decrease the internal pressure
affecting individual.

4. What are the steps in the communication process?


 Develop an Idea
 Encode
 Transmit
 Receive
 Decode
 Accept
 Use
 Provide Feedback

5. What is a communication channel? How may each of the channel types be described?
In an organization, information flows forward, backwards and sideways. This flow
of information is called communication. Communication channels refer to the way
this information flows within the organization.
 Face-to-Face or Personal Communication
Face-to-face or personal communication is one of the richest channels of
communication that can be used within an organization. Physical presence, the
tone of the speaker's voice and facial expressions help recipients of a message
interpret that message as the speaker intends.
 Broadcast Media Communications
TV, radio and loud speakers all fall within the broadcast media communication
channel. These types of media should be used when addressing a mass
audience.
 Mobile Communications Channels
A mobile communication channel should be used when a private or more
complex message needs to be relayed to an individual or small group.
 Electronic Communications Channels
Electronic communication channels encompass email, Internet, intranet and
social media platforms. This channel can be used for one-on-one, group or mass
communication.
 Written Methods of Communication
Written communication should be used when a message that does not require
interaction needs to be communicated to an employee or group. Policies, letters,
memos, manuals, notices and announcements are all messages that work well
for this channel.

6. What is meant by noise?


The goal of noise management is to maintain low noise exposures, such that
human health and well-being are protected. The specific objectives of noise
management are to develop criteria for the maximum safe noise exposure levels,
and to promote noise assessment and control as part of environmental health
programmes.

7. What is decoding? How may it be successfully achieved?


Decoding means translating the message from the sender onto a form that will
have meaning to the recipient. If the receiver knows the language and
terminology used in the message, successful deciding may be achieved. Also,
the receiver understands the purpose and the background situation of the
sender, decoding will be greatly improved.

8. What are the forms of communicating? How is one different from the other?
Communication consist of 2 major forms:
(1) Verbal – those transmitted through hearing or sight. Also, categories in to 2
classes: oral and written.
(2) Non-verbal – through body language as well as the use of the time, space,
clothing, appearance etc.
9. How may barriers to communication be classified? What is the possible affection of
emotion to this?
The barriers to communication may be classified given as:
(1) Physical Barriers
(2) Personal Barriers
(3) Sematic Barriers
Emotions cloud the communications ability to judge correctly the real meaning of
messages received. People with different values will find it hard to communicate
each other.
10. How may communication barriers be overcome?
Communication barriers may be overcome through the following
recommendations:
(1) Use feedback to facilitate understanding and increase the potential for
appropriate action.
(2) Repeat messages in order in order to provide assurance that they are
properly received.
(3) Use multiple channels so that accuracy of the information may be enhanced.
(4) Use simplified language that is easily understandable and which eliminate the
possibility of people getting mixed up meanings.

11. What techniques may be used in communication?


These are the techniques use for the type of flow of the message:
(1) Download Communication – letters, meetings, telephones, manual,
handbooks and newsletter.
(2) Upward Communication – formal grievance procedures, employee attitude
and opinion surveys, suggestion system, open door policy, informal gripe
sessions, task forces and exit interviews.
(3) Horizontal Communication – memos, meetings, telephones, picnics, dinner
and other social affair.

12. What is a management information system? What are its purposes?


Management information system is defined as organized method providing past,
present and projected information on internal operations and external intelligence
for use in decision making.
The purpose of management information system:
(1) To provide a basis for the analysis of early warning signals that can be
originate both externally and internally.
(2) To automate routine clerical operations like payroll and inventory reports.
(3) To assist managers in making routine decisions like scheduling orders,
assigning orders to machines and retendering supplies.
(4) To provide information necessary for management to make strategic or non-
programmed decisions.

Common questions

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Understanding noise in communication is vital as it encompasses any interference that distorts or interrupts message comprehension. Noise management in environmental health focuses on maintaining low noise levels to protect health, paralleling communication noise management by reducing factors that impact effective message exchange and clarity .

Communication channels in an organization include face-to-face, broadcast media, mobile communications, electronic communications, and written methods. Face-to-face communication is ideal for rich, interactive exchanges, broadcast media for addressing large audiences, mobile communications for private or complex messages, electronic channels for convenience and documentation, and written methods for formal, non-interactive messages .

Effective communication in engineering management is crucial as it ensures that objectives are achieved through the coordinated performance of both human and non-human elements. By facilitating information flow through different channels and serving various functions such as informative, motivational, control, and emotional, communication enhances decision-making and organizational commitment, and reduces internal pressures among employees .

Barriers to effective communication can be categorized into physical, personal, and semantic barriers, with emotions affecting the clarity of message interpretation. Strategies to overcome these barriers include using feedback, repeating messages for clarity, employing multiple channels, and simplifying language to prevent misunderstandings .

The critical stages of the communication process are: developing an idea, encoding, transmitting, receiving, decoding, accepting, using the information, and providing feedback. Feedback is crucial as it confirms the message is understood as intended and facilitates any necessary corrective action to ensure effective communication .

Mobile communication channels can be effectively utilized for strategic communication by facilitating immediate and confidential exchanges, especially for complex and sensitive messages. They enable real-time decision-making and coordination, personalized interactions, and ensure that key stakeholders are kept informed and engaged, maintaining the flow of critical information efficiently within an organization .

A Management Information System (MIS) is an organized method for providing past, present, and projected information on internal operations and external intelligence to support decision-making. It automates routine operations, aids in timely and routine decisions, provides analysis for early warning signals, and supports strategic decision-making by ensuring managers have access to necessary information .

Non-verbal communication, which involves body language, time, space, clothing, and appearance, plays a crucial role by complementing verbal communication and providing cues that aid in interpreting messages. It differs from verbal communication, which occurs through auditory or visual channels and includes oral and written forms, by conveying emotions and attitudes that words alone may not fully express .

Feedback provides assurance that the message is correctly received, allowing for necessary clarifications and confirmations. Repetition enhances communication accuracy by reinforcing the message, increasing retention, and preventing misunderstandings, thus enhancing overall communication effectiveness within organizations .

Upward communication techniques, such as formal grievance procedures, employee surveys, suggestion systems, and open-door policies, contribute to improving organizational climate by encouraging openness, feedback, and inclusivity. They provide managers with insights from ground-level employees, improving decision-making by incorporating diverse perspectives and boosting employee morale and engagement .

1. How important is communicating as a function of engineering management? The achievement of the objective of the engineeri
 Broadcast Media Communications TV, radio and loud speakers all fall within the broadcast media communication channel. Th
9. How may barriers to communication be classified? What is the possible affection of emotion to this? The barriers to comm

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