CHAPTER 6

2. Motivation function

Communication is also oftentimes used as a means to motivate employees to commit themselves to the organization's objectives.

1. Information function

Information provided through communication may be used for decision-making at various work levels in the organization.

4. Emotive function

When feelings are repressed in the organization, employees are affected by anxiety, which, in turn, affects performance. Whatever types of emotions are involved, whether satisfaction, dissatisfaction, happiness, or bitterness, communication provides a means to decrease the internal pressure affecting the individual.

3. Control function

When properly communicated, reports, policies, and plans define roles, clarify duties, authorities and responsibilities. Effective control is, then, facilitated.

Semantics

is the study of meaning as expressed in symbols

COMMUNICATION

"A process of sharing information through symbols, including words and message."

2. Non-Verbal communication

- is a means of conveying message through body language, as well as the use of time, space, touch, clothing, appearance, and aesthetic elements.

3. Transmit

After encoding, the message is now ready for transmission through the use of an appropriate communication channel. Among the various channels used include the spoken word, body movements, the written word, television, telephone, radio, an artist's paint, electronic mail, etc. Proper transmission is very important so the message sent will reach and hold the attention of the receiver. To achieve this, the communication channel must be free of barriers, or interference (sometimes referred to as noise).

1. Personal Barriers

Are hindrances to effective communication arising from a communicator's characteristics as a person, such as emotions, values, poor listening habits, sex, age, race, socioeconomic status, religion, education, etc. Emotions cloud the communicator's ability to judge correctly the real meaning of messages received. People with different values will find it hard to communicate with each other. Poor listening habits of a receiver frustrate the communication efforts of a sender

1. Verbal communication

Are those transmitted through hearing or sight.

3. Semantic Barriers

Interference with the reception of a message that occurs when the message is misunderstood even though it is received exactly as transmitted. Words, pictures, or actions are symbols that suggest certain meanings. When the wrong meaning has been chosen by the receiver, misunderstanding occurs. Such error constitutes a barrier to communication.

A. Oral communication

Mostly involves bearing the words of the sender, although sometimes, opportunities are provided for seeing the sender's body movements, facial expression, gestures, and eye contact. Sometimes, feeling, smelling, tasting, and touching are involved.

B. Written communication

Preferred over the oral communication because of time and cost constraints. When a sender, for instance, cannot meet personally the receiver due to some reason, a written letter or memo is prepared and sent to the receiver. The written communication, however, has limitations and to remedy these, some means are devised. Perfume advertisers, for instance, lace their written message with the smell of their products. In the same light, the now popular musical Christmas card is an attempt to enhance the effects of the written note.

2. Physical Barriers

Refer to interferences to effective communication occurring in the environment where the communication is undertaken. The very loud sound produced by a passing jet temporarily drowns out the voice of a guest delivering a speech. Such distraction does not allow full understanding of the meaning of the entire message and is an example of a physical barrier. - include distances between people, walls, a noisy jukebox near a telephone, etc. An office that is too tidy may sometimes inhibit a person from meeting the occupant of the office facetoface. A menacing pet dog (or secretary) posted near the door may also prevent a person from directly communicating with the object person behind the door.

8. Provide Feedback

The last step in the communication process is for the receiver to provide feedback to the sender. Depending on the perception of the receiver, however, this important step may not be made. Even if feedback is relayed, it may not reach the original sender of the message. This may be attributed to the effects of any of the communication barriers

1. Develop an idea

The most important step in effective communication is developing an idea. It is important that the idea to be conveyed must be useful or of some value

4. Receive

The next step in the communication process is the actual receiving of the message by the intended receiver. The requirement is for the receiver to be ready to receive at the precise moment the message relayed by the sender. The message may be initially received by a machine or by a person. In any case, communication stops when the machine is not turned or tuned on to receive the message, or the person assigned to receive the message does not listen or pay attention properly.

6. Accept

The next step is for the receiver to accept or reject the message. Sometimes, acceptance (or rejection) is partial. An example is provided as follows: A newly-hired employee was sent to a supervisor with a note from his superior directing the supervisor to accept the employee into his unit and to provide the necessary training and guidance

7. Use

The next step is for the receiver to use the information. If the message provides information of importance to a relevant activity, then the receiver could store it and retrieve it when required. If the message requires a certain action to be made, then he may do so, otherwise, he discards it as soon as it is received. All of the above mentioned options will depend on his perception of the message.

2. Encode

The next step is to encode the idea into words, illustrations, figures, or other symbols suitable for transmission. The method of transmission should be determined in advance so that the idea may be encoded to conform with the specific requirements of the identified method

5. Decode

The next step means translating the message from the sender into a form that will have meaning to the recipient. If the receiver knows the language and terminology used in the message, successful decoding may be achieved