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Effective Managerial Communication

Communication is fundamental for organizations and involves sending and receiving messages between individuals. Effective communication requires a sender, message, and receiver. Barriers like differing interpretations, psychological factors, and organizational structures can interfere with communication. Managers must communicate goals and instructions clearly to coordinate work and decision-making. Two-way formal and informal communication helps coordination, cooperation, and boosts employee morale.

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895 views10 pages

Effective Managerial Communication

Communication is fundamental for organizations and involves sending and receiving messages between individuals. Effective communication requires a sender, message, and receiver. Barriers like differing interpretations, psychological factors, and organizational structures can interfere with communication. Managers must communicate goals and instructions clearly to coordinate work and decision-making. Two-way formal and informal communication helps coordination, cooperation, and boosts employee morale.

Uploaded by

parmeet singh
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
  • Communications Process
  • Communication Intro
  • Importance of Communication
  • Types of Communication
  • Major Barriers to Communication
  • Measures to Improve Communication

COMMUNICATION

Communication is fundamental to the existence and


survival of humans as well as to an organization. It is a
process of creating and sharing ideas, information, views,
facts, feelings, etc. among the people to reach a common
understanding. Communication is the key to the
Directing function of management.

A manager may be highly qualified and skilled but if he


does not possess good communication skills, all his
ability becomes irrelevant. A manager must communicate
his directions effectively to the subordinates to get the
work done from them properly.

Communications Process

Communications is a continuous process which mainly


involves three elements viz. sender, message, and
receiver. The elements involved in the communication
process are explained below in detail:

1. Sender
The sender or the communicator generates the message
and conveys it to the receiver. He is the source and the
one who starts the communication
2. Message
It is the idea, information, view, fact, feeling, etc. that is
generated by the sender and is then intended to be
communicated further.

3. Encoding
The message generated by the sender is encoded
symbolically such as in the form of words, pictures,
gestures, etc. before it is being conveyed.

4. Media (Medium)
It is the manner in which the encoded message is
transmitted. The message may be transmitted orally or in
writing. The medium of communication includes
telephone, internet, post, fax, e-mail, etc. The choice of
medium is decided by the sender.

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It is the process of converting the symbols encoded by the
sender. After decoding the message is received by the
receiver.

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He is the person who is last in the chain and for whom the
message was sent by the sender. Once the receiver
receives
the message and understands it in proper perspective and
acts according to the message, only then the purpose of
communication is successful.

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Once the receiver confirms to the sender that he has
received the message and understood it, the process of
communication is complete.

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It refers to any obstruction that is caused by the sender,
message or receiver during the process of communication.
For example, bad telephone connection, faulty encoding,
faulty decoding, inattentive receiver, poor understanding
of message due to prejudice or inappropriate gestures,
etc.

Importance of Communication

1. The Basis of Co-ordination


goals, modes
The manager of totheir
explains and also
the employees the organizational
the interpersonal relationships amongst them.
achievement
provides coordination between various employees This and
also departments. Thus, communications act as a basis
for coordination in the organization.
2. Smooth Working
A manager coordinates the human and physical elements
of an organization to run it smoothly and efficiently.
This coordination is not possible without proper
communication.

3. The Basis of Decision Making


Proper communication provides information to the
manager that is useful for decision making. No
decisions could be taken in the absence of information.
Thus, communication is the basis for taking the right
decisions..

4. Increases Managerial Efficiency


The manager conveys the targets and issues instructions
and allocates jobs to the subordinates. All of these
aspects involve communication. Thus, communication
is essential for the quick and effective performance of
the managers and the entire organization.

5. Increases Cooperation and Organizational Peace


The two-way communication process promotes co-
operation and mutual understanding amongst the
workers and also between them and the management.
This leads to less friction and thus leads to industrial
peace in the factory and efficient operations.
6. Boosts Morale of the Employees
Good communication helps the workers to adjust to the
physical and social aspect of work. It also improves good
human relations in the industry. An efficient system of
communication enables the management to motivate,
influence and satisfy the subordinates which in turn
boosts their morale and keeps them motivated.

Types of Communication

1. Formal Communication
Formal communications are the one which flows through
the official channels designed in the organizational chart.
It may take place between a superior and a subordinate, a
subordinate and a superior or among the same cadre
employees or managers. These communications can be
oral or in writing

Formal communication may be further classified as


Vertical communication and Horizontal communication.

Vertical Communication
VerticalCommunications as the name suggests
vertically upwards or downwards through formal
flows
channels. Upward communication refers to
the flow of
communication from a subordinate to a superior whereas
downward communication flows from a superior to a
subordinate.

Application for grant of leave, submission of a progress


report, request for loans etc. are some of the examples of
upward communication. Sending notice to employees to
attend a meeting, delegating work to the subordinates,
informing them about the company policies, etc. are some
examples of downward communication.

Horizontal Communication
Horizontal or lateral communication takes place between
one division and another. For example, a production
manager may contact the finance manager to discuss the
delivery of raw material or its purchase.

2. Informal Communication
Any communication that takes place without following
the formal channels of communication is said to be
informal communication. The Informal communication is
often referred to as the ‘grapevine’ as it spreads
throughout the organization and in all directions without
any regard to the levels of authority.

The informal communication spreads rapidly, often gets


distorted and it is very difficult to detect the source of
such
communication. It also leads to rumors which are not true.
People’s behavior is often affected by the rumors and
informal discussions which sometimes may hamper the
work environment.

However, sometimes these channels may be helpful as


they carry information rapidly and, therefore, may be
useful to the manager at times. Informal channels are also
used by the managers to transmit information in order to
know the reactions of his/her subordinates.

Major Barriers to Communication:

The communication barriers may prevent communication


or carry incorrect meaning due to which
misunderstandings may be created. Therefore, it is
essential for a manager to identify such barriers and take
appropriate measures to overcome them. The barriers to
communication in organizations can be broadly grouped
as follows:

1. Semantic Barriers
These are concerned with the problems and obstructions
in the process of encoding and decoding of a message
into words or impressions. Normally, such barriers result
due to use of wrong words, faulty translations, different
interpretations, etc.
For example, a manager has to communicate with
workers who have no knowledge of the English language
and on the other side; he is not well conversant with the
Hindi language. Here, language is a barrier to
communication as the manager may not be able to
communicate properly with the workers.

[Link] Barriers
Emotional or psychological factors also act as barriers to
communication. The state of mind of both sender and
receiver of communication reflects in effective
communication. A worried person cannot communicate
properly and an angry recipient cannot understand the
message properly.

Thus, at the time of communication, both the sender and


the receiver need to be psychologically sound. Also, they
should trust each other. If they do not believe each other,
they cannot understand each other’s message in its
original sense.

[Link] Barriers
The factors related to organizational structure, rules and
regulations authority relationships, etc. may sometimes
act as barriers to effective communication. In an
organization with a highly centralized pattern, people
may not be encouraged to have free communication.
Also, rigid rules
and regulations and cumbersome procedures may also
become a hurdle to communication.

[Link] Barriers
The personal factors of both sender and receiver may act
as a barrier to effective communication. If a superior
thinks that a particular communication may adversely
affect his authority, he may suppress such
communication.

Also, if the superiors do not have confidence in the


competency of their subordinates, they may not ask for
their advice. The subordinates may not be willing to offer
useful suggestions in the absence of any reward or
appreciation for a good suggestion.

Measures to improve communication effectiveness are


as follows:

1. Communication of Clarification of the idea.


2. Communication should be according to the needs of
the receiver.
3. Consulting others before communication.
4. Awareness about the language, tone and body postures
and gestures.
5. Convey information useful to the receiver.
6. Ensure proper feedback.
7. Follow up
communications.
8. Be a good listener.

Common questions

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Communication facilitates coordination by clearly conveying organizational goals, strategies, and the relationships between different roles. This ensures that all employees are aligned with the organization's objectives. Effective communication fosters cooperation among employees and departments, which can lead to increased efficiency, reduced friction, and improved productivity. It directly supports the organization in achieving a harmonious working environment and streamlined operations .

Communication is fundamental to organizational management as it facilitates coordination among employees and departments, ensuring smooth operations. Through effective communication, managers can convey organizational goals and the means of achieving them, which is crucial for decision-making. Without proper communication, decision-making processes are impaired since they rely heavily on the information communicated within the organization .

Formal communication follows official channels as dictated by organizational structure, facilitating clear and structured message transmission between different levels of hierarchy (e.g., vertical communication). It ensures consistency and official record-keeping. Informal communication, or 'grapevine,' moves more freely and rapidly across levels without formal boundaries, providing quick information dissemination and feedback. It can foster camaraderie and adaptability. However, its unofficial nature can lead to rumors or inaccuracies .

Communication plays a pivotal role in enhancing managerial efficiency by ensuring clear dissemination of targets, instructions, and job allocations, facilitating smooth and effective organizational operations. It also boosts employee morale by allowing workers to adjust to work conditions, fostering good human relations, and enabling management to motivate and satisfy employees. An efficient communication system keeps employees informed and engaged, which is crucial for boosting morale and maintaining motivation .

Feedback is critical in the communication process as it confirms the receiver's understanding of the message, ensuring successful communication. It enables the sender to assess how well the message was interpreted and allows for corrections if misunderstandings occur. Feedback can also enhance the clarity and robustness of interactions by providing insights into the receiver's reactions and perceptions, leading to improved communication strategies and stronger managerial relationships .

Noise impacts communication by obstructing or distorting message transmission, which can lead to misunderstanding or non-compliance. In organizational settings, noise can arise from physical barriers like bad telephone connections, or cognitive factors like preconceived judgments and biases. For instance, a faulty internet connection during a virtual meeting can hinder message clarity, while personal biases might distort message interpretation. Minimizing noise involves ensuring clear, direct, and receptive communication channels and actively managing disruptions .

Psychological soundness in communication is important because emotional states and mental attitudes significantly affect message interpretation and response. A sender who is stressed or anxious may not convey messages clearly, and a receiver who is distracted or upset might misunderstand the message. Trust and mutual respect between parties further enhance understanding, reducing misinterpretations. Sound psychological conditions ensure more effective exchanges by allowing messages to be clearly articulated and understood, thereby enhancing overall communication success .

Barriers to communication, such as semantic, psychological, organizational, and personal barriers, can significantly impede management effectiveness. Semantic barriers might cause misunderstandings due to language issues, while psychological barriers can arise from emotional states affecting message clarity. Organizational barriers like strict hierarchies may limit open communication, and personal barriers, such as power dynamics, can hinder information flow. Overcoming these barriers is essential for accurate information exchange, which directly influences management practices and organizational efficiency .

The choice of communication medium affects message clarity and effectiveness significantly. Media like email or written communication provide a detailed and permanent record, which is useful for complex information that requires precision. Oral communication allows for real-time feedback and immediate clarification, which is essential for urgent or nuanced discussions. The selected medium should align with the message's nature, audience, and urgency to optimize understanding and reduce misinterpretation. Poor choice may lead to delays, distortions due to lack of engagement, or information overload, thereby diminishing communication effectiveness .

Organizations can implement several strategies to overcome communication barriers. Measures include clarifying ideas before communication, tailoring communication to the receiver's needs, consulting with others, and being aware of language, tone, and non-verbal cues. Effective follow-up, demanding proper feedback, and being a good listener are also crucial. Additionally, creating an open environment for communication and training employees on communication skills can further enhance effectiveness .

COMMUNICATION Communication is fundamental to the existence and survival of humans as well as to an organization. It is a
2. Message It is the idea, information, view, fact, feeling, etc. that is generated by the sender and is then intended to b
the message and understands it in proper perspective and acts according to the message, only then the purpose of communic
2. Smooth Working A manager coordinates the human and physical elements of an organization to run it smoothly and efficient
6. Boosts Morale of the Employees Good communication helps the workers to adjust to the physical and social aspect of work.
communication from a subordinate to a superior whereas downward communication flows from a superior to a subordinate. App
communication. It also leads to rumors which are not true. People’s behavior is often affected by the rumors and informal
For example, a manager has to communicate with workers who have no knowledge of the English language and on the other sid
and regulations and cumbersome procedures may also become a hurdle to communication. 4.Personal Barriers The personal facto
6.Ensure proper feedback. 7.Follow up communications. 8.Be a good listener.

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