Business Communication at Workplace

B.Communication at Workplace
Contents Introduction What is Communication ? What is Communication at Workplace ? Communication process at Workplace Types of Communication Process Accountability Barriers of Communication Importance & Benefits

Introduction

What would happen if you dont communicate for a whole day ?

So, why does this vital element of todays businesses often get forgotten?

Is the new generation of business failing to communicate effectively to their staff members ?

What is Communication ?

Communication is an exchange of ideas, feelings and information by speaking, writing, symbolic or behavioral.

When does it happen ?

When a person sends or receives information, ideas and feelings with others not only by using spoken or written communication but also nonverbal communication.
Mubarak

Effective communication habits lead to healthy personal and work relationships. The way we communicate with others ultimately determines the quality of our lives. A writer writes not because he is educated but he is driven by the need to communicate, share and to be understood.

What is Communication at Work place?

Workplace is a physical, concrete thing, that is tangible and actually holds people, relationships and goals.
Workplace communication involves speaking, listening, observing and the ability to understand verbal and nonverbal meanings in the communication process. According to the National Communication Association(NCA), 75% of a persons day is spent communicating in some way. This is one of the reasons that effective communication skills are critical as the outcome of our communications affect all aspects of our lives. Our success, professional and personal, depends on it.

 Workplace success depends on the ability to communicate with others. From developing targeted messages to motivating workers and creating messages that keep us safe with increasing productivity and better work environment, leading to career success. Effective workplace communication skills are among the skills we assume every worker picked up along the way. The problem is that not all the communication skills and habits that we picked up at home, school or social circles are appropriate for the workplace. Understanding how to speak, write and manage your nonverbal messages is critical to your success at work. Every communication made says something about the business.

Communication is not one way It is important to remember that communication with an employee is not a matter of one sender and one receiver, but rather an exchange in which you and your employee are both sender and receiver.
This means that for real communication to take place, there must be interaction, with each player participating.

Boss

Employee

Noise

Sender
Start with a meaning/ message to send Encode Send message Interact with feedback
message

Communication Channels
Report/Phone/ Meeting/Computer

Receiver
Receive message Decode and Convert to Meaning Respond

Feedback

Input: The sender has an intention to communicate with another person. This intention makes up the content of the message.

Channel: Message is sent via a channel, which can be made of a variety of materials.

Noise: The channel is subjected to various sources of noise. Eg. Telephonic conversation, where numerous secondary sounds are audible.

Sender The sender Receiver The receiver encodes the message, decodes the incoming Fields of Response message, or In the process, the codes of the sender expression. He and receiver must have at least a certain set in common in"translates" it and thus order to make communication work. On the basis of that body of personal receives the output. knowledge, each member of the audience decodes the message. As members of the audience differ, so are their interpretations of what they hear.

Output The content is decoded by the receiver.

Sender: The sender is the person who is intended to convey its message. Message: It is the information that sender wants to transmits.
Encoding: putting the meaning in codes including words, voice and body language.

Noise or Interference: Things changing the intended meaning.

Physical: external noise such as the car horns or the high sound of radio. It also includes unpleasant smell, the annoying weather, strong perfume smell or distracting behavior of the speaker. Mental: In the human mind, mental models impact or block the meaning of the message.

Linguistic: the different interpretations of words.

Technical: noise in communication channels such as telephone.

Channel: The medium by which the message is transmitted. In an workplace Channel or medium could be Letter, Phone call, Email, etc.

Receiver: Analyzes and translates it to meaning. He basically receives message, decodes and responds. Decoding: Since the message contains codes (verbal and nonverbal), every receiver will interprets and translates it based on his background and previous experiences. Here the Receiver could be Boss or Worker
Feedback: The response that receiver sends to the sender. It shows if the message has been received and understood as intended to be. Here the Feedback can get from Boss or Worker

Types of Communication happening at Workplace

Formal Communication
Communication through officially designated channels of message flow between organization positions Official information exchange Usually found in organizational charts, policy manuals or hierarchical structures

Informal Communication
Episodes of interaction that do not reflect officially designated channels of communication. is inherent and even a necessary aspect of organization life. Creates a relaxed, comfortable climate

Communication process within an organization is characterized and molded by the nature of the organization structure. In general, there are three types of formal communications in an organization:

Vertical Communication Upward Downward

Horizontal Communication Diagonal Communication
U p w a r d D o w n w a r d

Lateral

Upward Communication
Transmission of messages from lower to higher levels (commonly initiated by subordinates with their superiors). Types of messages: performance on the job, job related problems, fellow employees and their problems, subordinates perceptions of organization policies and practices, tasks and procedures.
Benefits

Managers learns whats going on Employees gain the opportunity to communicate upward Promotes morale among all employees Facilitates downward communication

Downward Communication
Flows from upper to lower (such as manager to employer or superior to subordinates). Types of messages: job instructions, procedures and practices information and feedbacks. Efficient (fast) Problems: Information overload Lack of openness - withhold information even if sharing is important Filtering - some information is left out Message can be distorted by adding personal interpretation The fewer the number of authority levels through which communication must pass, the less information will be lost or distorted

Horizontal Communication
Flow of messages across functional areas at a given level of an organization (this permits people at same level to communicate directly). The flow of information between colleagues and peers Trend of flatten org have enhance its importance Informal communication

Facilitates problem solving

Does not follow the chain of command Not recognized as official

Diagonal Communication
Communication that cuts across both work areas (functions) and organizational levels. In the interest of efficiency and speed. Important when members cannot communicate through upward, downward, or horizontal channels.

Levels of Communication
Communication is frequently divided into following levels
Interpersonal communication
Group level communication Organizational level communication

Inter-organizational level communication

Mass communication (Address to large group or public)

Communication Network
Sets of employees who have stable contact through which info is generated and transmitted.
Types of Communication networks

Chain Network Communication flows according to the formal chain of command, both upward and downward.

Wheel Network All communication flows in and out through the group leader (hub) to others in the group
All-Channel Network Communication flows freely among all members of the work team

Communication Network & Rate of Effectiveness

Chain Wheel All-Channel

Criteria Speed Accuracy Emergence of leader Member satisfaction Moderate High Moderate Moderate Fast High High Low Fast Moderate None High

Grapevine
The Social network of informal communication through which messages flow throughout the organization. helps people to interpret the organization conveys information that formal system leaves unsaid When grapevine allows employees to know about a management decision almost before it is made, management must be doing something right.

Accountability

Who is accountable ?
Everyone in the organization is accountable for the effectiveness of their own communication. This especially applies to those who manage others.

Accountability of Bosses
As a boss, you are constantly advising, informing, explaining, discussing, reviewing, counseling, guiding, suggesting, persuading, convincing, coaching, humoring, and responding.

By having frequent direct contact with the employees, listening to what they say and having honest two-way communication with them. You are far more likely to be the boss they deserve, respect and trust. And you are far more likely to identify issues before they become problems and solve before they become crises.

Accountability of Workers
Good communication between management and employees helps a company operate as a whole rather than a collection of parts, like the circulatory system of a healthy body.
Should have good Communication Skill. Attend Regular staff meetings . Should stay on commitment . Regular contact with staff member.

Making communication worthwhile.

Following Up.

Barriers...!

 What are Barriers? Types of barriers? Physical Semantic Psychological

 Physical Barriers
They are related to defects in the system.
These barriers can be easily removed with minimum efforts Distance: Sometimes distance acts as a barrier to effective communication. Physical noise: Physical noise which creates disturbance in the environment act as barriers in communication. Defect in the medium: There may be defect in the communication devices being used.

Semantic Barriers
Semantic means pertaining to or arising from the different meaning of words or other symbols. Language. Eg. The word valuable Salt is a valuable ingredient
value refers to the necessity of salt.

This is a valuable diamond bracelet. value refers to the price.

Socio-Physiological Barriers
All persons are not skilled communicators. It is useful to understand how barriers develop in individuals and what problems occur. Factors like time, place and circumstances of a particular communication also influence our understanding and response. Emotions Communication can involve tension, fear, anger and other emotions which hamper ability to speak clearly

Measures to improve
Develop techniques for delivering an effective report in a meeting Learn to speak one-on-one with a co-worker regarding a problem

Build and motivate a work team

Discover how to give instructions that cant be misunderstood

Importance...
Effective communication is required at various levels and for various aspects in an organization such as;

For manager - employee relations For motivation and employee morale For increased productivity For employees

Benefits

 Build consensus for decisions

Develops good relationships among the team members. Build loyalty in a supportive climate.

Unleash creativity within yourself and others by building on each other's ideas.
Motivate others to work more effective

Improves information transfer

Improve teamwork. Key for Success

Mubarak

Hence...

 Communication is one of the basic functions of management in any organization and its importance can hardly be overemphasized.

It is a process of transmitting information, ideas, thoughts, opinions and plans between various parts of an organization.
It is not possible to have human relations without communication. However, good and effective communication is required not only for good human relations but also for good and successful business.

Good communication is stimulating as black coffee, and just as hard to sleep after.

Communicate positively and truly.