managerial communication

1. UNIT-2

2. 1. Managing Organization Communication
2. formal and Informal Communication
3. Intrapersonal Communication
4. Models for Inter Personal Communication
5. Exchange Theory.

3.  Managerial communication is a function which
helps managers communicates with each other as
well as with employees within the organization.

4. Communication helps in the transfer of information
from one party also called the sender to the other
party called the receiver.
1. The message has to be clear and well understood
in effective communication.
2. The team members should know what their
manager or team leader intends to communicate.
3. helps in the smooth flow of information among
managers working towards a common goal.

5. 1. Interpersonal Communication -
Interpersonal communication generally takes
place between two or more individuals at the
workplace.
2. Organizational Communication -
Communication taking place at all levels in the
organization refers to organizational
communication.

6.  Communication is necessary for the exchange of ideas amongst
employees within the organization
 Managerial communication is essential at the workplace to
achieve targets within the desired time frame
 Effective communication also reduces duplicacy of work
 Managers must communicate with their team members to
understand and address their grievances and problems
 Managerial communication also helps managers set goals and
targets for themselves and organization
 Managerial communication plays a crucial role at the times of
crisis
 Employees feel secure and develop a sense of ownership
towards organization

7.  Verbal Communication
 Written Communication
 Body Language
 Organizational Communication
 Formal Communication
 Informal Communication
 Direction of Communication Flow
 Upward Communication
 Downward Communication

8.  Individuals need to take care of their body
language while communicating. Make sure you
exude positive body language while
interacting with your fellow workers and
team members.

9.  Facial Expressions, Hand movements and
Gestures
 Do not carry a frown on your face. Smile more often.
This way people would love interacting with you and
pay attention to whatever you intend to communicate.
 Hand movements also play an important role in
effective managerial communication. The speaker
must not fiddle with things while speaking. It is
essential for managers to make an eye contact
with team members for the desired impact.

10.  Verbal communication is one of the most common
ways of communicating at the workplace
 Body Language
 Facial Expressions, Hand movements and
Gestures
 Written modes of communication
 Emails need to be self explanatory with a relevant
subject line
 Communication also takes place through circulars
and notices.

11.  Partiality and workplace politics are the major barriers to effective
communication at the workplace.
 Managers must not be partial to any of their team members
 As responsible managers one must stay away from nasty politics
at workplace.
 Listen carefully what the other person has to say before jumping
to conclusions
 Do not address your team members just for the sake of it. Take
care of your pitch and tone.
 Do not address employees during lunch hours or when they are
about to leave for the day
 Prefer not to interact verbally.
 Do not communicate separately with your team members as
information might not reach in its desired form.

13. GRAPEVIN

14. • gossip - noun- light informal conversation for
social occasions
1. a report (often malicious) about the behavior of other
people
2. a person given to gossiping and divulging personal
information about others
• gossip - verb -wag one's tongue; speak about
others and reveal secrets or intimacies
1. talk socially without exchanging too much information

16. Grapevine is an informal communication,
unorganized and unofficial channelof
communication in an organization. When the formal
channels fail or do not work properly and some over-
smart people spread rumors, false and irresponsible
statement or half-truths in all the directions. It is
called communication on the grapevine channel.

17. • Grapevine communication, information spreads very
fast in all directions as this vine of grapes spreads.
• Grapevine means a source of secret information. It
is kind of horizontal communication, which takes
place within a group, between persons of equal
status.
• Grapevine is an integral part of the communication
system in an organization. This is the highly
sensitive channel as it is a great boon as well as a
curse.

18.  The grapevine consists a complex network of
informal contacts between the workers at all
levels, wherever there are human beings, there is
grapevine.
 grapevine is the natural activity of workers and
denotes a basic human weakness.

20.  The Wheel,
 The Cluster,
 The Chain and
 Free Flow.

22. In this type of grapevine, one person is
predominant. He transmits grapevine to different
persons or group of persons. He is at the center
and various lines of communication become the
stokers of the wheel. Every person in the wheel
becomes the causative factor for starting another
wheel.

24. The cluster like grapes, have several groups of
people linked together by a cluster or chain of
communication.

26. Chain is the most common pattern in which
information passes through a series of people
linked together in the organization.

28. Most of the rumors or idle gossip is spread by
random, free flow or haphazard network, which
includes a number of people who are not
necessarily linked by any organizational thread.

30. • Grapevine communication brings about a strong
bond among peer groups. It develops because of
the involvement of the persons connected with an
organization. It gives mental satisfaction to the
participants and gradually reduces emotional
outbursts and reactions. It keeps the employees
anticipating and acts as a buffer against
Shockwaves. It is fast and can supplement formal
channels. It provides informal feedback on the
changes contemplated by the Management.

32. • Grapevine, is definitely dangerous to the health of
an organization if allowed to grow without
monitoring. Grapevine channel distorts or
exaggerates the content of a message. It has the
potential to spread unnecessary gossip. It may
result in character assassination and personal
vilification of individuals. It may provoke sudden
unwanted and unexpected reactions from
emotionally unstable people.

33. • Grapevine channels can be moderated but not
eliminated. A transparent administration policy,
employee-friendly attitude, fruitful peer group meetings,
inter-action sessions, parties and outings where all
those connected with the organisation participate are
some of the strategies to monitor grapevine and use it
to the advantage of the organization. Business houses
and industries adopt one or several of these strategies
to keep grapevine under reasonable control so that it
does not degenerate into a rumour mill and promote
unwanted gossip sessions among the employees.

38. Intrapersonal Communication is defined as the
communication process within an individual.
The way that society communicates in our complex
daily lives may only be understood after we are
able to comprehend that communication utterly
relies on our particular perceptions.

39.  Self-conception(self-awareness)
 Belief(true or false, good or bad)
 Values(right or wrong)
 Attitude(learned idea of the person and it is generally consistent
with value)
 Perception(understanding of both within and outside
world)
 Expectation(futuristic oriented message )
 Internal discourse(thinking, concentrating and analyzing
within one self)
 Solo-vocal(one shouts loudly for clarifying one-self or
rehearsing)
 Solo-written communication(writing for oneself )

41.  It is an exchange of information between two or
more people. It is also an area of study. Related
skills are learned and can be improved.
During interpersonal communication there is
message sending and message receiving.

42.  Communication is a social process involving
understanding and transfer of information from
one person to others.

46.  Employees at all levels spend majority of their day
communicating
 The major skill upon which employees depend is
communication
 Unless employees can communicate with their
fellow employees, boss and supervisors they are
doomed to failure as effective managers

47.  Whatever media used employees use 70-90% of
their waking hours communicating.
 Only too often People do not say what they mean
and do not mean what they say.
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48.  The power of idea largely depends on two things.
 The swiftness and clarity with which it is received.
 The ease with which it is recalled.

49. WRITTEN COMMUNICATION
 Includes letters, faxes memos
 Some experts believe that communicating with
this medium ensures that intended message will
reach to the receiver every one will read the same
words so everyone will get the same message.

50.  TELECOMMUNICATIONS
 It includes telephones, intercom and other voice
communication.
 Can be more effective because they use 45 % of
message capability(7 verbal and 37 tonal)
THIRD PARTY COMMUNICATION
 Worst of four methods.
 Not only the message coveys the meaning author
intends but also the message may be interpreted
differently by the receiver
 It leads to ambiguity and confusion.

51. FACE TO FACE
 It is the best way to communication in most cases
 Offers full range of communication.
 Sender can impart desired meaning and receiver can
ask questions or ask if clarification is needed.
 However the effectiveness of medium depend s on
kind of message and characteristics of listener.
GESTURAL COMMUNICATION.
This type of communication is done without the use of
speech .Thoughts are communicated through bodily
movements.

52.  SENDER OR SOURCE
 ENCODING
 CHANNEL
 DECODING
 RECEIVER
 FEEDBACK

53. WHAT WIFE SAYS TO THE HUSBAND
……….go to the store, lay down the mulch,
wash and wax the car, get the kids to school rent some
videos, and finish the rest of dishes
What husbands hear
Go blah blah blah lay down blah blah blah and
Blah blah blah get blah blah blahs some blah blah
blah rest.

54. HOW DOES SALES THINKS
We need 10 more people
It will lead to greater sales
Hence greater profit.
HOW DOES HR THINKS
We need to cut sales staff by 10
It will reduce cost
Hence increase profit
 SOLUTION
Effective interpersonal communication

55.  accurate self perception increases the likelihood
of accurate interpersonal communication.
 realistic perception of others is a key element in
solving problems jointly and working with others.
TENDENCIES CAUSING PERCEPTIONAL
DISTORTIONS ARE:

56.  Stereotyping-typically classifying a group on basis
of a bias
 The halo effect-positive impression of someone
 Implicit personality theory-assumption that traits
go together

57. THEORY OF BALANCE BY DARWIN
 There is a tendency to maintain balance in our
body, structure and attitude.
 In case of imbalance balance is regained through
cooperation with our peers and family.
EMPHATIC LISTENING
 We are either speaking or preparing to speak.

58.  Ask…….are we ignoring?
 Are we pretending?
 Are we selectively listening?
 Are we listening attentively?
 Are we indulging in emphatic listening?

59.  Interpersonal communication cannot make up
for ineffective actions or half hearted efforts
because
 Superficial words could easily be sensed
 Character and integrity generates trust and
communicates most

60.  Taking responsibility for the every word uttered.
 Activating the brain before activating the mouth.
 Thinking of the impact words will have.

61.  Apologizing seriously in case of mistakes.
 Keeping commitments .
 Attending to little things.
 Engaging mind before mouth.
 Criticizing action behavior instead of personality.

62.  Smile always.
 Be appreciative.
 Pay attention.
 Practice active listening.
 Bringing people together.
 Resolve conflicts.
 Communicate clearly using simple language.
 Step in others shoes.
 Avoid complaining.

63.  Exchange theories view social order as the
unplanned outcome of acts of exchange between
members of society.

64.  It is a social psychological and sociological perspective
that explains social change and stability as a process of
negotiated exchanges between parties.
 Social exchange theory posits that human relationships
are formed by the use of a subjective cost-benefit analysis
and the comparison of alternatives.
 The theory has roots in economics, psychology and
sociology. Social exchange theory features many of the
main assumptions found in rational choice theory and
structuralism

65.  People who are involved in the interaction are rationally seeking
to maximize their profits.
 Most gratification among humans comes from others.
 People have access to information about social, economic, and
psychological aspects of their interactions that allows them to
consider alternative, more profitable situations relative to their
present situation.
 People are goal oriented in a freely competitive system.
 Exchange operates within cultural norms.
 Social credit is preferred over social indebtedness.
 The more deprived the individual feels in terms of an act, the
more the person will assign value to it.
 People are rational and calculate the best possible means to
compete in rewarding situations. The same is true of punishment
avoidance situations.

66.  Mate selection research,
 marital stability research,
 marital satisfaction research,
 family violence research,
 parenting research,
 role differentiation research,
 work relationships research, and
 family relationships research.

67. 1. Rational-choice
2. Anthropological-exchange theory.

68.  it is sometimes known, rational-action theory
locates the source of order in the personal
advantage individuals gain through co-operative
exchange.
 Can be traced as far back as classical political
economy of the eighteenth century.
EX: Adam Smith's theory of the division of labour,
expounded at the start of The Wealth of Nations
(1776)

69.  claims that both order and the pursuit of individual
advantage are effects of the underlying ritual and
symbolic nature of the thing exchanged.
 has grown out of the fact that market institutions in
non-industrialized societies are typically more
rudimentary than those found in modern
economies. Exchange does exist, but it contains
an important element of obligation, whereas
market transactions are by definition based on
choice.

70.  POWER DEPENDENCE RELATIONS
 MATRICES

71.  there are two types of power: fate control and
behavior control. Fate control is the ability to affect
a partner’s outcomes.
 Behavior control is the power to cause another’s
behavior to change by changing one’s own
behavior.

72.  People develop patterns of exchange to cope with
power differentials and to deal with the costs
associated with exercising power.
 These patterns describe behavioral rules or norms
that indicate how people trade resources in an
attempt to maximize rewards and minimize costs.

73.  There are Reciprocity, Generalized Exchange, and
Productive Exchange. In a direct exchange,
reciprocation is confined to the two actors. One
social actor provides value to another one and the
other reciprocates. There are three different types
of reciprocity:
 Reciprocity as a transactional pattern of
interdependent exchanges
 Reciprocity as a folk belief
 Reciprocity as a moral norm

74.  Anthropology
 Relationships
 Interracial marriage
 Business
 Work settings
 Citizenship behavior

75.  Emotions produced by exchange are involuntary,
internal responses.
 Individuals attempt to understand what in a social
exchange situation produces emotions
 The mode of exchange determines the features of the
exchange task and influences the attribution of the
emotion produced.
 The attribution of emotions resulting from different
exchange modes impact the solidarity felt with
partners or groups.
 Through these emotional processes, networks can
develop group properties.

76. Katherine Miller outlines several major objections to or problems with the
social exchange theory as developed from early seminal works.
 reduces human interaction to a purely rational process that arises
from economic theory.
 favors openness as it was developed in the 1970s when ideas of
freedom and openness were preferred, but there may be times
when openness isn’t the best option in a relationship.
 assumes that the ultimate goal of a relationship is intimacy when
this might not always be the case.
 places relationships in a linear structure, when some relationships
might skip steps or go backwards in terms of intimacy.