Culture and Communication

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Culture and Communication

• Lecture 1

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Key Aspects of Communication

• Communication is
• The process by which information is exchanged
  between a sender and receiver.
• The sharing of information between two or more
  individuals or groups to reach a common
  understanding (but not necessarily agreement).
• Effective Communication is
• Effective communication occurs when the right
  people receive the right information in a timely
  manner.

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Communication Process
SENDER
RECEIVER
Feedback
Thinking Encoding Transmitting Perceiving
Decoding Understanding
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A Model of Communication Process
Sender Thinking Encoding Transmitting
Receiver Perceiving Decoding Understanding
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Forms of Communication

• The basic forms of communications are
• Non-Verbal Communication
• Verbal Communication

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Types of Non-Verbal Communication

• Facial expressions and eye behaviours
• Gestures and postures
• Vocal characteristics
• Personal appearance
• Touching behaviour

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Verbal Communication

• Speaking and Writing
• Listening and Reading

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Communication Channels

• Communication by Chain of Command refers to the
  lines of authority and formal reporting
  relationships.
• Downward Communication
• Upward Communication
• Horizontal Communication
• Communication outside the organization
• Informal internal communication
• Informal external communication

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Informal Communication

• An organizations informal communication network
  is called grapevine
• Often it is verbal, but written notes, electronic
  mail and fax messages can contribute to the
  transmission.
• Organizations have several grapevine systems,
  some of which may be loosely coordinated.
• It may transmit information relevant to the
  performance of the organization as well as
  personal gossip.

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Communication Barriers

• Between People
• - Differences in perception
• - Incorrect Filtering
• - Language Problems
• - Poor Listening
• - Differing emotional states
• - Differing backgrounds

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Communication Barriers

• Within Organisations
• - Information overload
• - Message Complexity
• - Message Competition
• - Differing Status
• - Lack of Trust
• - Inadequate Communication Structures
• - Incorrect choice of Medium
• - Physical Distractions
• - Closed Communication Climate

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Overcoming Barriers

• Perception
• Encode and transmit appropriately
• Check understanding
• Ask questions
• Noise
• Consider physical surroundings
• Keep noise to minimum
• Stop noise

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Overcoming Barriers

• Emotions
• Control emotion
• Filtering
• Treat errors as learning experience
• Create and support a two-way communication
• Trust and Credibility
• Be open and honest
• Get facts straight
• Send clear and correct messages
• Become an expert in your field

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Overcoming Barriers

• Information overload
• Check quantity of message sent
• Do not talk for too long
• Use questioning
• Simplify procedures
• Break down into parts
• Not listening
• Do not let your mind wander
• If you dont understand , ask question
• Do not assume you know

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How to Improve Communication

• Perception
• Precision
• Credibility
• Control
• Congeniality

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Personal Approaches to Improve Communication

• Take the Time
• Be Accepting of the Other Person
• Say What You Feel
• Listen Actively

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Organizational Approach

• Choosing the Correct Medium
• 360 Degree Feedback
• Employee Survey
• Suggestion Systems

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Task 1

• One of the goals of communications is to
  influence employees to achieve organizational
  objectives. As the Manager, discuss what are the
  major barriers that may jeopardize your effort to
  keep your staff and customers happy.