MGMT CH12
Written communication
Memos, letters, reports, notes, and other circumstances in which the written word is used to transmit meaning
Advantages of oral communication
Promotes prompt feedback and enter change in the form of questions or agreement, facial expressions, and gestures, easy, can be done with little preparation, sender does not need pencil and paper, computer or equipment
Accurate information
Provides a valid and reliable reflection of reality
Complete information
Provides manager with all the information that he or she needs
Advantages of written communication
Quite accurate and provides permanent record of exchange, Cinder can collect and assimilate the information and can revise before sending, receiver can't take time to carefully read and refer repeatedly
Data
Raw figures and fax reflecting a single aspect of reality
Organizational barriers
Semantics, different perceptions, status or power differences, noise, overload, language differences
To wake communication
The communication process continues with the roles reversed I.e. Sender encode message and transmit it to receivers, receivers encode messages and transmit back to original sender's
Communication network
The pattern through which the members of a group communicate Reoccurring patterns of communication among members of a group or work team Wheel, Y, chain, Circle, all channel
Effective communication
The process of sending a message in such a way that the message received is as close in meeting as possible to the message intended For information to be useful it must be accurate, timely, complete, and relevant
Communication
The process of transmitting information from one person to another
Informational technology (IT)
The resources used by an organization to manage information that it needs to carry out its mission
Regulating information flow
The sender or receiver take steps to ensure that overload does not occur
Intranents
A communication network similar to the Internet but operating within the boundaries of a single organization
Extranets
A communication network that allows selected outsiders limited access to an organization's internal information system or Intranent
Executive Support Systems (ESS)
A quick reference, easy access application of information systems specially designed for instant access by upper level managers
Transaction processing systems (TPSs)
An application of information processing for basic day-to-day business transactions
Management Information Systems (MIS)
An information system that supports and organizations managers by providing daily reports, schedules, plans, and budgets
Management by wandering around
And approach to communication that involves the managers literally wandering around and having a spontaneous conversations with others
Grapevine
And informational communication network among people in an organization
Decision support systems (DSSs)
And interactive system that locates and presents information needed to support the decision making process
Nonverbal communication
Any communication exchange that does not use words or uses words to carry more meaning than the strict definition of the words themselves
Timely
Available in time for appropriate managerial action
Horizontal communication
Communication that flows laterally within the organization; involves colleagues and peers at the same level of the organization and may involve individuals from several different organizational units
Vertical communication
Communication that flows up and down the organization, usually along formal reporting lines; takes place between managers and their superiors and subordinates and may involve several different levels of the organization
Individual Barriers
Conflicting or inconsistent signals, credibility about the subject, reluctance to communicate, poor listening skills, predispositions about the subject
The communication process
Consist of a cinder encoding meaning in transmitting it to one or more receivers, who receive the message and decode it into meaning
Upward communication
Consists of messages from subordinates to superiors
Information
Data represented in a way or form that has meaning
artificial intelligence (AI)
Deconstruction of computer systems, both hardware and software, to imitate human behavior - that is, to perform physical tasks, you thought processes, and learn
Oral communication
Face to face conversation, group discussions, telephone calls, and other circumstances in which the spoken word is used to transmit meaning
Interpersonal communication
Focuses on communication among a small number of people Oral and written
Barriers
Identified at both the individual and organizational levels, both individual and organizational skills can be used to overcome barriers
Disadvantages of oral communication
In accuracy, noise, forgetting part of the message, seldom time for thoughtful, considerate response for introducing many new fax, no permanent record, few people enjoy speaking to large audiences
Relevant information
Information that is useful to managers in there particular circumstances for their particular needs
Disadvantages of written communication
Inhibit feedback and interchange, delivery is difficult and complex, misunderstanding may take several days to recognize and rectify, both sender and receiver must have access to electronic system, more time-consuming than oral communication
Following up
Involves checking in at a later time to be sure the iMessage has been received and understood
Information systems
Transaction processing systems (TPPs), management information systems (MISs), decision support systems (DSSs), executive support systems (ESS), artificial intelligence (AI)
Richness associated with different media
Understanding when to use particular types of communication
How can the communication process be manage to recognize and overcome barriers?
• managing the communication process entails recognizing the barriers to effective communication and understanding how to overcome them Three useful organizational skills can also enhance communication effectiveness, following up, regulating informational flow, and understanding the richness of different media