ACHARYA INSTITUTE OF TECHNOLOGY

Affiliated to Visvesvaraya Technological University, Belagavi, Govt. of Karnataka.

Approved by AICTE, New Delhi and Accredited by NAAC
Acharya Dr. S. Radhakrishnan Road, Acharya P.O, Soladevanahalli, Bangalore – 560107

DEPARTMENT OF MASTER OF BUSINESS ADMINISTRATION

MANAGERIAL COMMUNICATION
24MBA106

Submitted to

Dr. Juin Choudhury

Department of MBA, Acharya Institute of Technology

Submitted by
ASWIN S
AIT24AMBA028

Student Signature with Date Faculty Signature with Date Marks

(AY 2025-26)
COMMUNICATION IN MANAGEMENT

Meaning & Definition of Communication

Communication is the process of exchanging information, ideas, thoughts, feelings, and

emotions through speech, writing, signals, or behavior. It is a fundamental element that
facilitates understanding and cooperation among individuals and groups.

Role of Communication
The role of communication in management is crucial as it:
 Facilitates decision-making
 Enhances coordination among teams
 Promotes effective leadership
 Aids in conflict resolution
 Fosters a positive organizational culture

Classification of Communication
Communication can be classified based on different criteria:
1. Based on Channels: Verbal, Non-verbal, Written, Visual
2. Based on Direction: Upward, Downward, Lateral, Diagonal
3. Based on Formality: Formal, Informal
4. Based on Purpose: Informative, Persuasive, Directive, Expressive

Purpose of Communication
The primary purposes of communication include:
 Information dissemination
 Instruction and guidance
 Motivation and inspiration
 Feedback and evaluation
 Relationship building

Communication Process
The communication process involves the following key elements:
1. Sender: Originator of the message
2. Message: Information to be communicated
3. Encoding: Conversion of message into symbols or language
4. Channel: Medium through which the message is transmitted
5. Receiver: The person who receives and interprets the message
6. Decoding: Interpretation of the encoded message
7. Feedback: Response from the receiver
8. Noise: Any interference that distorts the message
Characteristics of Successful Communication
Effective communication possesses the following characteristics:
 Clarity: Clear and understandable message
 Conciseness: Brief and to the point
 Consistency: Logical and coherent
 Feedback: Active feedback loop
 Empathy: Consideration of the receiver's perspective
 Appropriate Medium: Suitable channel for message delivery

Importance of Communication in Management

Communication is vital in management as it:
 Enhances leadership effectiveness
 Improves team collaboration
 Facilitates change management
 Supports strategic planning
 Strengthens employee engagement

Communication in a Cross-Cultural Setting

In a globalized business environment, cross-cultural communication is essential. It involves:
 Understanding cultural differences
 Adapting communication styles
 Overcoming language barriers
 Promoting cultural sensitivity
 Building inclusive workplaces

Barriers to Communication
Common barriers to effective communication include:
 Physical Barriers: Noise, distance, and environmental factors
 Language Barriers: Jargon, technical language, and linguistic differences
 Emotional Barriers: Stress, mistrust, and personal biases
 Perceptual Barriers: Misinterpretation and assumptions
 Organizational Barriers: Hierarchical structure and information overload
 Cultural Barriers: Differences in values, beliefs, and norms

Modes of Oral Communication

1. Face-to-Face Communication:
o Personal conversations
o Meetings and interviews
o Group discussions
2. Telephonic Communication:
o Phone calls
o Voice messages
3. Video Conferencing:
o Online meetings via Zoom, Google Meet, etc.
o Webinars
 4. Presentations and Public Speaking:
o Lectures
o Speeches
o Seminars
5. Formal and Informal Communication:
o Formal: Business meetings, interviews, official speeches
o Informal: Casual conversations with friends or colleagues

Listening as a Communication Skill

Listening is a vital part of communication, ensuring effective understanding and response.
Approaches to Listening:
1. Active Listening: Focused, attentive, and responsive listening.
2. Passive Listening: Hearing without fully engaging with the content.
3. Critical Listening: Evaluating and analyzing the information for accuracy and logic.
4. Empathetic Listening: Understanding the speaker’s emotions and perspectives.

How to Be a Better Listener:

 Maintain eye contact
 Avoid distractions
 Show interest through nodding or verbal affirmations
 Do not interrupt
 Ask clarifying questions
 Provide feedback

Process of Listening:
1. Receiving: Hearing the sound or message.
2. Understanding: Comprehending the meaning.
3. Evaluating: Judging the message’s value or significance.
4. Responding: Giving feedback or reacting appropriately.
5. Remembering: Retaining information for future reference.

Nonverbal Communication
Meaning:
Nonverbal communication involves conveying messages without spoken words, using body
language, facial expressions, gestures, and other visual cues.
Classification of Nonverbal Communication:
1. Kinesics: Body movements, gestures, posture, facial expressions.
2. Proxemics: Use of personal space and distance.
3. Paralanguage: Tone, pitch, volume, and speech rate.
4. Haptics: Use of touch to communicate.
5. Appearance: Physical appearance, clothing, grooming.
6. Chronemics: Use of time in communication (punctuality, time management).
7. Oculinids: Eye contact and eye movements.
Purpose of Writing
The purpose of writing varies depending on the context. Common purposes include:
1. To Inform: Share facts, instructions, or data (e.g., reports, memos).
2. To Persuade: Influence opinions or encourage actions (e.g., proposals, marketing
content).
3. To Entertain: Engage the reader through stories, anecdotes, or creative content.
4. To Express: Communicate personal thoughts, feelings, or reflections (e.g., journals,
emails).
5. To Request or Inquire: Seek information or assistance (e.g., business letters, emails).

Clarity in Writing
Clarity ensures that the reader easily understands the message. Key aspects include:
 Simple Language: Avoid jargon and complex words unless necessary.
 Concise Sentences: Eliminate unnecessary words for brevity.
 Logical Structure: Organize content in a coherent sequence.
 Active Voice: Use active voice for directness (e.g., “The manager approved the
report” instead of “The report was approved by the manager”).
 Defined Purpose: Know what you want to convey before writing.

Principles of Effective Writing

1. Clarity: Make the message easy to understand.
2. Conciseness: Be brief without losing the message’s essence.
3. Coherence: Ensure smooth flow with logical transitions.
4. Correctness: Use proper grammar, punctuation, and facts.
5. Completeness: Provide all necessary details for understanding.
6. Consistency: Maintain the same tone, style, and format.
7. Audience Awareness: Tailor the message to the reader’s needs.

Approaching the Writing Process Systematically: The 3X3 Writing Process for Business
Communication
The 3X3 writing process consists of three stages:
1. Pre-Writing (Planning):
 Analyze: Determine the purpose and audience.
 Anticipate: Consider the reader’s expectations and reactions.
 Adapt: Choose the right tone and style.

2. Writing (Drafting):
 Organize: Structure ideas logically (introduction, body, conclusion).
 Compose: Write the first draft focusing on content, not perfection.
 Develop: Expand ideas with clear explanations and examples.

3. Revising (Editing and Proofreading):

 Review: Check for clarity, coherence, and conciseness.
 Edit: Correct grammar, punctuation, and spelling errors.
 Proofread: Ensure the document is polished and professional.
Business Letters
1. Employee Review Letter
Purpose: Provide feedback on an employee’s performance.
Key Elements:
 Introduction (purpose of the review)
 Performance assessment (strengths, areas for improvement)
 Goals and expectations
 Positive closing remarks

2. Recommendation Letter
Purpose: Endorse an individual’s skills, character, or qualifications.
Key Elements:
 Introduction (relationship to the individual)
 Specific achievements and skills
 Personal attributes relevant to the recommendation
 Strong endorsement with a closing statement

3. Thank You Letter

Purpose: Express gratitude formally.
Key Elements:
 Polite greeting
 Clear expression of thanks (specific details)
 A brief note on how the gesture impacted you
 Warm closing