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