MGMT - Communication

Gatekeeper

Has a strategic position in the network that allows him or her to control information moving in either direction through a channel.

All-channel network

All members communicate with all other members The most decentralized network. . Allows for a free flow of info and usually there is no formal leader. The all-channel network often is found in informal groups where there is no formal structure, leader, or task.

Written Communication Disadvantages

Inhibits feedback and interchange due to burden of the process of preparing a physical document. Zero emotion No feedback right away. Considerable delay can occur in clarifying message meanings.

Effective communication

Effective communication is the process of sending a message in such a way that the message received is as close in meaning as possible to the message intended.

Written Communication Advantages

Is accurate and leaves a permanent record of the exchange. Organization of thoughts. Leaves for thought and consideration, can be referenced. Is easy to use and can be done with little preparation.

Cosmopolite

Links the organization to the external environment by, for example, attending conventions and trade shows.

Disadvantages to Telecommunications

Reduction in face-to-face meetings leads to depersonalization Reduction of office social structures it can add to stress because workers are never unavailable for work demands. Another risk is that electronic communication comes at the expense of face-to-face meetings and conversations, making it hard to build a strong culture, develop solid working relationships, and create a mutually supportive atmosphere of trust and cooperativeness. Can create Dysfunctional employee behaviors Telecommuting disadvantages: lack of face-to-face contact, strong personal relationships, falling behind professionally, and losing out in organizational politics.

Liaison

Serves as a bridge between two groups, tying them together and facilitating the communication flow needed to integrate group activities. The go-between.

Function of communication networks

Structure flow/communication content Support organizational structure, culture, beliefs, value systems

Oral Communications Disadvantages

Suffers from problems with inaccuracy in meaning and details. Leaves no time for thought and consideration and no permanent record of what was said.

More Effective Listening Skills

stays active, focused pays attention asks questions keeps an open mind assimilates information

Source (Communication Process)

. The source is the individual, group, or organization interested in communicating something to another party. The source is responsible for preparing the message, encoding it, and entering it into the transmission medium.

Transmission

. Transmission is the process by which the symbols are sent to the receiver. The medium is the channel or path by which the encoded message travels from the source to the receiver. Communications media range from an interpersonal medium, such as talking or touching, to a mass medium, such as a newspaper, magazine, or television broadcast. Different media have different capacities for carrying information. The choice of medium has important implications for the encoding and decoding of the message.

Elements of Nonverbal Communication

1) Facial Expressions 2) Physical Movements and Body Language 3) Environmental Elements includes all the human and environmental elements associated with human communication that are not expressed verbally. The human elements include facial expressions and physical movements, which may be habitual or consciously or subconsciously performed. Environmental like the office space carpet draperies send a message

Workplace Changes Due to Technology Innovation

1. Computerized information processing systems - organization 2. New types of telecommunication systems - never leave work b/c of phone. Telecommunication - Working from home. Can't tell if they're doing all their work. The boss doesn't really know you. Conference calls solve the problem. 3. The Internet 4. Organizational intranets and extranets 5. Combinations of all these

Improving Org Factors in Communication

1. Reduce noise (rumor grapevine) - can be used to advantage. 2. Foster informal communication 3. Develop a balanced information network - some formal, some informal. Management by wandering around - best type b/c get to know the ppl. Nonverbal communication

Steps in the Communication Process

1.The communication process begins when one person (the sender) wants to transmit a fact, idea, opinion, or other information to someone else (the receiver). 2.The sender encodes the message. 3.The message is then transmitted to the receiver through a channel (for example, a memo or phone call). 4.The message is received by the receiver and decoded. 5.The message may prompt the receiver to initiate a message of his or her own, and the cycle continues. Noise, anything that disrupts the process, can occur anywhere along the communication path. Other contemporary examples of noise include erasing a telephone message tape before a message is heard and addressing an email message to the wrong recipient.

Roles in an Organizational Network

1.The roles people play in organizational communication networks are described in terms of their contributions to the functioning of the network. An understanding of these roles can help both managers and group members facilitate communication.

3 Purposes of Organizational Communication

Achieve coordinated action - I need to get the data from you so we need to communicate Information sharing - the managers needs to share info with their employees (not too much but not too little) Express feelings and emotions - can't hide how you feel, but be appropriate and don't make them feel bad.

The Communication Process

Communication is a social process in which information is exchanged or a common understanding is established between two or more parties. The process is social because it involves two or more people. It is a two-way process and takes place over time rather than instantaneously. There are several elements in the basic communication process Feedback occurs when the receiver responds with a message to the source to verify the communication.

Communication Networks

Communication links individuals and groups in a social system

Characteristics of Communication Networks

Communication networks form spontaneously and naturally as interactions among workers continue. Four factors influence the development of communication networks. Networks rarely are permanent 1. Task is crucial to the choice of a network pattern 2. Environment affects the frequency and types of interactions among members 3. Personal factors and group performance factors influence communication networks Networks strongly influence group effectiveness 4. Electronic groups that have little face-to-face communication are an emerging trend

Digital Info Processing and Telecommunications

Communications-related changes in the workplace are occurring at a rapid clip. Many recent innovations are based on new technologies—computerized information processing systems, telecommunication systems, the Internet, organizational intranets and extranets, and various combinations of these technologies. A radical change in work and personal relationships caused by new office technology may disrupt normal ways of accomplishing tasks, thereby reducing productivity. Other potential problems include information overload, loss of records in a "paperless" office, and the dehumanizing consequences of using electronic equipment.

Advantages to Telecommunications

Computerized data storage, retrieval, transmission systems Improves productivity Increases idea sharing/knowledge sharing While electronic communication helps workers stay in touch and is convenient, Another advantage of electronic communication is the increased efficiency of workers.

Individual Barriers to Effective Communication

Conflicting or inconsistent signals - mixed messages. Credibility about the subject - expert on "e/t" when they really aren't. Reluctance to communicate - ppl. Who are aren't good at communicating or don't want to share info with others. Poor listening skills - (Predispositions about the subject)

Decoding

Decoding is the process by which the receiver of the message interprets its meaning. If the receiver attaches a different meaning to the symbols than that intended by the source, a misunderstanding is likely to occur.

Overcoming Barriers to Communication - Individual Skills

Develop good listening skills Encourage two-way communication Be aware of language and meaning Maintain credibility Be sensitive to receiver's perspective Be sensitive to sender's perspective Fix problems quickly.

Interpersonal Relations Issues in Communications

Different words mean different things in different languages. Some nonverbal communications may be interpreted differently in other languages/countries. Communication systems - be aware of how you're talking. Language: Different word meanings Nonverbal communication Coordination; Time zones Communication systems

The Circle network

Each member communicates with the people on both sides but with no one else Only talk to person next to you to get to the another person Closed network. communicate with the people on each side of them, but not with any others. The circle communication pattern often exists in task forces or ad hoc committees.

The Chain network

Each member communicates with the person above and below, except for the individuals on each end who communicate with only one person Offers a more even flow if info although those at either end interact with only 1 person. members communicate with the person above and below them on either side, except for the individual on each end, who communicates with only one person. This network is typical of communication in a vertical hierarchy, in which most communication travels up and down the chain of command.

Encoding

Encoding is the process by which the message is translated from an idea or thought into transmittable symbols. The symbols may be words, numerals, pictures, sounds, or physical gestures and movements. The source and the receiver must attach the same meaning to the symbols used in the communication to avoid decoding errors.

Overcoming Barriers to Communication - Organizational Skills

Follow up Regulate information flows Understand the richness of media

Oral Communication

Informal conversations, task-related exchanges, group discussions, formal speeches Face-to-face conversations, group discussions, telephone calls, having a meeting, and other situations in which the spoken work is used to express meaning.

The Wheel network

Information flows between the person at the end of each spoke and the person in the middle Provides for information flow between each outside person and the person in the middle usually the leader it's a centralized network b/c 1 person receives and disseminates all the info. Outside members do not directly communicate with one another.

Written Communication

Letters, memos, reports, manuals, forms

Cluster Chain

Many people tell a few

Nonverbal Communication

Memos, letters, reports, notes, and other methods in which the written word is used to transmit meaning. Human elements: facial expressions, body language Environmental Elements: office design, building architecture Facial expression Inflection and tone of voice Only a small portion of the message content is due to the words in the message.

Noise

Noise is any disturbance in the communication process that interferes with or distorts the intended communication. Noise can be introduced into the signal at virtually any point in the process. Channel noise is associated with the medium.

Gossip Chain

One person tells many

Share Information

Org goals, task directives, results of efforts, decision making

Oral Communication Advantages

Promotes prompt feedback and interchange in the form of verbal questions and responses. Convey feelings. Is easy to use and can be done with little preparation.

Organizational Barriers to Effective Communication

Semantics - words that have multiple meanings. (Status or power differences) Different perceptions Noise Overload Language differences

Stages of organizational communication link development

Task-related communication links Small group communication networks Larger organizational networks

Isolate

Tend to work alone, with little interaction or communication with others. (won't see a lot of this.)

Primary Organizational Communication Methods

The environment is crucial when communicating. Written - can't express emotions and feelings in writing. They need to be said out loud. Audience (physical or not physical presence) Nature of the message (urgency and secrecy) Costs of transmission

Receiver

The receiver of the message may be an individual, a group, or an individual acting as the representative of a group or an organization. The receiver may choose whether or not to decode the message, to make an effort to understand it, and to respond.

Feedback

The receiver's response to the message constitutes the feedback loop of the communication process. Feedback verifies the message, that is, tells the source that the message has been received and understood.

Today's Office of the Future

Virtual offices link mgrs, clerical employees, professional workers, sales personnel, suppliers, customers While electronic communication helps workers stay in touch and is convenient, Another advantage of electronic communication is the increased efficiency of workers. it can add to stress because workers are never unavailable for work demands. Another risk is that electronic communication comes at the expense of face-to-face meetings and conversations, making it hard to build a strong culture, develop solid working relationships, and create a mutually supportive atmosphere of trust and cooperativeness. Can create Dysfunctional employee behaviors Telecommuting disadvantages: lack of face-to-face contact, strong personal relationships, falling behind professionally, and losing out in organizational politics. A recent visitor to DisneyWorld in Florida noted that most of the visitors using a free Internet café were on the machines to catch up with office work. It seems that technology has even invaded our family vacations!

Less Effective Listening Skills

is passive, laid back is easily distracted asks no questions has preconceptions disregards information

Communication

the social process in which two or more parties exchange information and share meaning. In other words transmitting information from one person to another.