Communicati

on
Abraham C. Bangayan, MLS, JD
 What is
Communicati
on?
Communication is defined as the transfer

of information including feelings, and

ideas from one person to another. The goal

of communication is to have the receiver

understand the message as it was intended.

Do we always need words
to communicate
effectively?
“Communication is a requirement for survival

and growth not only of people but also of

organizations. Modern organizations consider

communication as an important factor in

motivating their employees to improve

productivity and to meet competition.”

Importance of Communication
Individual members of the organization will know important concerns such as:

What Is the Organization all about

What Are the objectives of the organization
What Are their roles in achieving it
How Are we going to achieve it
Who Are the members of the organization
Why Do we need to achieve it
It is also through communication that the
organization can relate with its external
environment which include customers,
employees, colleagues, suppliers,
competitors and the government.

An effective communication system

provides management with answers to
questions related to what motivates its
workers to perform effectively, what
products or services the customers want,
what products or services the suppliers
are providing, and many others.
 Components of an effective
communication

The Channel The Sender The Receiver

The
The message The feedback Environment
1. The Communication Source or
Sender is a person who makes the
attempt to send a message which could
be spoken, written, in sign language, or
nonverbal to another person or a group
of persons. The degree of attention the
message will receive will depend on
the perceived authority and experience
of a sender.
2. The Message is a purpose or an
idea to be conveyed in a
communication event.
How the message received is influenced
by the following factors:
Clarity of the Alertness of the
message Receiver
Messages that are clear, concise, and well-articulated The receiver’s mental and physical state—such as their focus,
reduce misunderstandings and increase the likelihood of fatigue, or stress level—can impact how well they absorb and
accurate interpretation. When a message is ambiguous, interpret the message. A distracted or tired receiver may miss key
the receiver may fill in the gaps with their own details, while an alert and attentive receiver is more likely to
assumptions, leading to possible miscommunication. Complexity and
understand the message as intended.
Organization of
lengthy of the
the info
message
How information is structured within the More complex or lengthy messages may
message influences comprehension. Well- require greater mental effort to process,
organized messages with logical flow make increasing the potential for confusion. If a
it easier for the receiver to follow, whereas message is overly detailed or technical, it
poorly organized messages can be can overwhelm the receiver, reducing the
challenging to decode, leading to chance of it being fully understood.
misinterpretation.
The message has two components:

2. The feeling or emotional

1. The thought or component of the message
conceptual component
of the message
This part of the message conveys the
This is the informational content of the message emotions, tone, and attitudes underlying the
—the facts, ideas, or concepts being conveyed. It
represents the literal meaning or intent behind
words. It includes elements like empathy,
the words and focuses on the logical, clear enthusiasm, concern, or frustration, which can
communication of ideas to ensure that the influence how the message is perceived by the
receiver understands the subject matter. receiver. The emotional component shapes
the overall tone and can impact the
effectiveness and reception of the message.
3. The Channel is the medium through which

the message travels. It consists of various types

in an Organization which are as follows:

1. face-to-face

2. mobiles

3. e-mail / online platforms

4. written memos and letters

5. posted notices

6. bulletins
4. The Receiver the person receiving a
message. He must be able to interpret and
understand the message.
For effective communication, the receiver must
be able to understand the message’s content
and intent accurately. Interpretation depends
on the receiver’s ability to decode both the
informational and emotional elements of the
message, which are influenced by factors such
as language, tone, context, and prior
knowledge. Successful communication
requires that the receiver not only
comprehends the literal message but also
grasps the underlying intentions and emotions
to respond appropriately.
5. The Feedback refers to the process of

communicating how one feels about

something another person has done or

said. A feedback provides a clue to the

sender of information whether the

message he sent was received as intended.

6. The environment in communication
refers to the surrounding conditions,
context, or setting in which messages
are sent and received. This includes
physical factors, such as location,
noise level, and comfort, as well as
social and cultural aspects, like
relationships between participants,
organizational culture, and societal
norms. The environment can
significantly impact how messages are
interpreted and can either facilitate or
hinder effective communication
BASIC METHODS OF
INTERPERSONAL
COMMUNICATION
Verbal Communication
 The major means of sending messages.
 The delivery of the message is quick and it provides the opportunity for a quick feedback.
 One major disadvantage of verbal is the distortion of the message when it passes to several people.

Written Communication
 Includes memos, notice-boards, letters, email, faxes, internal newspaper and instant messages.
 The delivery of the message is quick and it provides the opportunity for a quick feedback.
 One major disadvantage of verbal is the distortion of the message when it passes to several people.

Non-Verbal Communication
 Communication that takes place through facial expressions, body movements, eye contact, and other
physical gesture is referred to as nonverbal communication. This type of communication reveals what
the sender really mean or thinking.
Functions of Communication
in the Organization
Information Function
 Communication provides information needed in Decision making.

Motivation Function
 Communication is a means used to encourage commitment to organizational objectives. .

Control Function
 communication clarifies duties, authority, and responsibilities, thereby permitting control.

Emotive Function
 communication clarifies duties, authority, and responsibilities, thereby permitting control.
Basic Goals of effective communication
Effective communication is a way to achieve certain goals consists of the following:

● To gain goodwill
● To inquire
● To inform
● To persuade
BARRIERS TO
COMMUNICATION
1.) Filtering – refers
to the manipulation
of information so
that it will be seen
more favorably by
the receiver.
2.) Selective perception
– receivers selectively
see and hear messages
based on their needs,
motivations, experience,
background, and other
personal characteristics.
3.) Information Overload –
condition in which
information inflow exceeds
an individual’s processing
capacity.
4. Emotions – receiver’s
feelings affect his ability to
understand any message
sent to him.
5.) Language – words do
not always mean the same
thing to different people,
which pose a barrier to
communication.
6.) Communication
Apprehension – refers to
undue tension and anxiety
about oral
communication, written
communication, or both.
7.) Absence of feedback –
without feedback, the sender
will not know if the message
was received at all and it does
not provide the sender the
opportunity to correct
misimpressions about the
message sent.
8.) Physical Separation –
refers to interferences to
effective communication
occurring in the
environment where the
communication is
undertaken.
9.) Lack of Credibility
of the Sender – if the
sender has low
credibility, the
message, even if it gets
through, will likely be
ignored.
Kinds of communication flow

A. Downward Communication – 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
●Various techniques used in downward communication are:

1. Letters, meetings, and telephone or cellphone

2. Manuals

3. Handbooks

4. Newsletter
Kinds of communication flow
B. Upward Communication – messages from persons in lower level positions to persons in higher positions. Its purposes
are:

1. To provide feedback to higher-ups

2. To inform higher-ups of progress towards goals

3. To relay current problems

●Techniques used:

1. Performance reports

2. Suggestion system

3. Informal gripe sessions

4. Open-door policy

5. Exit interviews
Kinds of communication flow

B. Upward Communication – messages from persons in lower level positions to

persons in higher positions. Its purposes are:

1. To provide feedback to higher-ups

2. To inform higher-ups of progress towards goals

3. To relay current problems

Kinds of communication flow

C. Horizontal Communication – messages sent to individuals or groups from

another or 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