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1. ORGANIZATIONAL COMMUNICATION.By Mubarak hussain Mubarak

2. Communication “the lubricant of organizations…” The art of being able to structure and transmit a message in a way that another can easily understand and/or accept Using symbols (words) to attempt to create shared meaning (mutual understanding) that will result in an effect on the two of them. Mubarak

4. A subjective approach looks at an organization as activities that people do. Organization consists of the actions, interactions, and transactions in which people engage. Organization is created and maintained through the continually changing contacts people have with one another and does not exist separately from the people whose behavior constitutes the organization.Mubarak

5. Definition of Organizational Communication: A program that focuses on general communication processes and dynamics within organizations. Includes instruction in the development and maintenance of interpersonal group relations within organizations; decision-making and conflict management; the use of symbols to create and maintain organizational images, missions, and values; power and politics within organizations; human interaction with computer technology; and how communications socializes and supports employees and team members. (source: U. S. Department of Education) Mubarak

6. The Communication Process Noise Decodes Decodes Channel Receiver Sender Encodes Encodes Feedback Mubarak

7. Historical Trend Views can be Categorized Org .communication as one aspect of organization Example of Drenth et al (1998) “ The sending and receiving of message by means of symbols and see org. communication as key element of org .climate.” 2. As underlying basis of organization itself Example of Myers and Myers (1982) “ The central binding force that permits coordination among people and thus allows for organized behavior.” Example of Rogers and Rogers ( 1976) “ The behavior of individuals in org. is best understood from communication point of view.” Mubarak

8. Continue Organizations evolved in such a directions that make latter view more important. Changing an organizations confronts have make org comm important to over all organizational functions. Mubarak

9. Span of Organizational Communication Highly diverse and fragmented (Patches) Key distinctions with respect to org. communication involve i. Formal Vs informal ii. Directional (Vertical, Horizontal, Diagonal) iii. Levels iv. Internal vs external focus Mubarak

11. Official information exchange

13. is inherent and even a necessary aspect of organization life.

14. Pro: Creates a relaxed, comfortable climate Mubarak

15. Directional Communication Vertical i. Downward ii. Upward Horizontal Diagonal Diagonal Downward Upward Lateral Mubarak

17. Status and power are not equal among participants in vertical communication

18. The flow of information both up and down the chain of command

19. Downward comm is more prevalent than upward

20. Formal communication

21. Recognized as official

22. Downward Comm is most effective if top managers communicate directly with supervisors and supervisors communicate with their staff (Larkin & Larkin: 1994) Mubarak

24. Types of messages: job instructions, job rationales, procedures and practices information, feedback, and indoctrination. (Katz & Kahn, 1978)

25. Pro- efficient (fast) Con- managerial control

26. Problems:

27. information overload

28. lack of openness - withhold information even if sharing is important

29. filtering - some information is left out

30. message can be distorted by adding personal interpretation

31. the fewer the number of authority levels through which communication must pass, the less information will be lost or distortedMubarak

33. 71 percent reported that their organization tried to keep employees well informed.

34. 65 percent agreed that they had been given sufficient information to perform their jobs.

35. 51 percent agreed that their organization’s downward communication was candid (honest) and accurate.

36. Found employees want to hear more organizational news from top executivesMubarak

37. Level of certainty (Jablin 1980) Top managers should communicate directly with immediate supervisors; Immediate supervisors should communicate with their direct reports; and On issues of importance, top managers should then follow-up by communicating with employees directly. Mubarak

38. Upward Communication Transmission of messages from lower to higher levels of the organization ( comm initiated by subordinates with their superiors) Types of messages: performance on the job, job related problems, fellow employees and their problems, subordinates perceptions of org policies and practices, tasks and procedures Pro: managers learn what’s going on employees gain from the opportunity to communicate upward promotes morale among all employees facilitates downward communication Con: not enough superiors encourage subordinate Problems similar to those for downward communication Mubarak

41. Filters – ideas/concerns are modified as they get transmitted upward

42. Time – managers give the impression that they don’t have the time to listen to employees.Mubarak

44. Trend of flatten org have enhance its importance

45. Informal communication

46. Does not follow the chain of command

47. Not recognized as officialMubarak

48. Pro: direct contact among managers Integrate roles, task forces, and project teams management information systems create a culture of openness, honesty, trust, and mutual obligation facilitates problem solving Con: Not efficient (time consuming) Mubarak

50. in the interest of efficiency and speed.

51. Important when members cannot communicate through upward, downward, or horizontal channels.Mubarak

52. COMMUNICATION WITHIN THE BRAIN: Our brain is a collection of separate parts that must learn to work together. To help explain this, neurophysiologist, Dr. Paul Maclean, who heads the federal government laboratory of brain evolution, has developed the concept of an evolutionary "triune" brain structure in his revolutionary book, The Triune Brain in Evolution. Mubarak

53. 5-Steps of Communication Identify your Purpose; Analyze Your Audience. Choose Your Idea. Collect data to support your Idea. Organize your Message. Mubarak

54. Levels Of Communication Communication is frequently divided into following levels Interpersonal communication Group level communication Organizational level communication Inter-organizational level communication Mass communication (information to lots of people at once ) Mubarak

56. External communication covers how a provider interacts with those outside their own organization. This may be with the public, employers, community organizations, local authorities, job centers, careers offices, funding bodies, specialist agencies and other training providers. Mubarak

57. Communication Networks Sets of employees who have stable contact through which information is generated and transmitted. Types of Communication networks Chain Network Communication flows according to the formal chain of command, both upward and downward Wheel Network All communication flows in and out through the group leader (hub) to others in the group All-Channel Network Communication flows freely among all members of the work team Mubarak

58. Communication Networks and How They Rate on Effectiveness Criteria Chain Wheel All-Channel Criteria Moderate Speed Fast Fast High Accuracy High Moderate Moderate Emergence of leader High None Moderate Member satisfaction Low High Mubarak

60. conveys information that the formal system leaves unsaid“When the grapevine allows employees to know about a management decision almost before it is made, management must be doing something right.” Mubarak

61. One Way Vs Two Way Communication Person A Person B 3. Communication channel Sender 1. Intended meaning 2. Encoding Receiver 4. Decoding 5. Perceived meaning 10. Intended meaning 9. Decoding (receiver) Sender 6. Intended meaning 7. Encoding 8. Communication channel Two-way communication if B sends feedback to A One-way communication Mubarak

63. Distortion

64. Lack of Subject Knowledge

65. Ambiguous, Muddled Messages

66. Semantics(The study of language with special concern for the meanings of words and other symbols.)

67. Rumors

68. Stress

69. Information overload

70. Failing to Communicate /Loss of Transmission

71. Hesitation to be candid

72. Narrow viewpoints

73. The message is delivered to the wrong audienceMubarak

75. Misreading non-verbal elements

76. Avoiding non-verbal elements

77. Status differences

78. Distorted perception

79. Organizational culture

80. Slowed communications

81. Boundary differences

82. Cultural, Linguistic, and Diversity Barriers

83. Not Listening/Selective hearing

84. Lack of basic communication skills.Mubarak

85. Psychological Barriers Perception Selectivity/exposure filtering out of unpleasant things and focusing on or recalling things not heard. Retention filtering of things that feel good, and the tendency to forget those things that are painful. Experiential Barriers The difficulty in understanding things not personally experienced. Emotions Communication can involve tension, fear , anger and other emotions and can hamper ability to speak clearly Emotions influence both what is said and what is heard. Never blame someone else for a problem Defensiveness Adjustments people make to avoid acknowledging personal inadequacies that might reduce their self-esteem Mubarak

87. Communication Objective Guidelines

88. Memos

89. Letters

90. Reports

91. Bulletin board notices

92. Posters

93. Computers/e-mail

94. FaxMubarak

95. Effectiveness of Communication Related to timing Related to choice of channel Related to message structure Related to delivery style Related to mode Mubarak

96. Requisites for a promotable Executive Ability to Communicate Ambition- Drive College Education Sound Decision Making Skills Good Appearance Ability to get things done with and through people. Capacity for Hard work Mubarak

97. 7 Csin Communication/5Cs in verbal and 7 in written Completeness Conciseness Consideration Concreteness Clarity Courtesy Correctness Mubarak

98. Completeness Provide all necessary information. Answer all questions asked. Give something extra, when desirable. Mubarak

99. Conciseness Eliminate wordy expressions. Include only relevant material. Avoid unnecessary repetition. Mubarak

100. Consideration Focus on ‘you’ instead of ‘I’ or ‘we’. Show audience benefit or interest in receiver. Emphasize positive ,pleasant facts. Mubarak

101. Concreteness Use specific facts and figures. Put actions in your verbs. Choose vivid, image building words. Mubarak

102. Clarity Choose precise, concrete and familiar words. Construct effective sentences, and paragraph. Mubarak

103. Courtesy Be sincerely tactful, thoughtful, and appreciative. Use expressions that show respect. Choose non discriminatory expressions. Mubarak

104. Correctness Use the right level of language. Check accuracy of figures, facts and words. Maintain acceptable writing mechanics. Mubarak

105. Person to person communication in organization Male to male. Male to female. Female to female. Female to male. Mubarak

106. Male to male. More formal. Relevant to job. Mubarak

107. Male to female. Sympathetic. Relevant to job. Mubarak

108. More social. Less relevant to job. Female to female. Mubarak

109. Female to male. More courteous. More relevant to job. Mubarak

110. Good communication is stimulating as black coffee, and just as hard to sleep after. Anne Morrow: American Writer and aviation pioneer (1906-2001) Mubarak

111. Communicate positively and truly. Thanks Mubarak