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Functions of Communication

Communication
The transference and the understanding of meaning.

Communication Functions
1. Control member behavior.
2. Foster motivation for what is to be done.
3. Provide a release for emotional expression.
4. Provide information needed to make
decisions.

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Elements of the Communication Process

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Elements of the Communication Process
➢ The sender
➢ Encoding
➢ The message
➢ The channel
➢ Decoding
➢ The receiver
➢ Noise
➢ Feedback

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The Communication Process
➢ Channel
– The medium selected by the sender through which the
message travels to the receiver.
➢ Types of Channels
– Formal Channels
• Are established by the organization and transmit
messages that are related to the professional activities of
members.
– Informal Channels
• Used to transmit personal or social messages in the
organization. These informal channels are spontaneous
and emerge as a response to individual choices.

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Interpersonal Communication
➢ Oral Communication
– Advantages: Speed and feedback.
– Disadvantage: Distortion of the message.
➢ Written Communication
– Advantages: Tangible and verifiable.
– Disadvantages: Time consuming and lacks feedback.
➢ Nonverbal Communication
– Advantages: Supports other communications and
provides observable expression of emotions and
feelings.
– Disadvantage: Misperception of body language or
gestures can influence receiver’s interpretation of
message.
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Grapevine
➢ Grapevine Characteristics
– Informal, not controlled by management.
– Perceived by most employees as being more
believable and reliable than formal communications.
– Largely used to serve the self-interests of those who
use it.
– Results from:
• Desire for information about important situations
• Ambiguous conditions
• Conditions that cause anxiety

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Computer-Aided Communication
➢ E-mail
– Advantages: quickly written, sent, and stored; low cost
for distribution.
– Disadvantages: information overload, lack of emotional
content, cold and impersonal.
➢ Instant messaging
– Advantage: “real time” e-mail transmitted straight to
the receiver’s desktop.
– Disadvantage: can be intrusive and distracting.

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Computer-Aided Communication (cont’d)
➢ Intranet
– A private organization-wide information network.
➢ Extranet
– An information network connecting employees with
external suppliers, customers, and strategic partners.
➢ Videoconferencing
– An extension of an intranet or extranet that permits
face-to-face virtual meetings via video links.

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Knowledge Management (KM)

Knowledge Management
A process of organizing and distributing an
organization’s collective wisdom so the right
information gets to the right people at the right time.

Why KM is important:
Intellectual assets are as important as physical assets.
When individuals leave, their knowledge and experience
goes with them.
A KM system reduces redundancy and makes the
organization more efficient.

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Choice of Communication Channel

Channel Richness
The amount of information that can be transmitted
during a communication episode.

Characteristics of Rich Channels

1. Handle multiple cues simultaneously.
2. Facilitate rapid feedback.
3. Are very personal in context.

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Barriers to Effective Communication

Filtering
A sender’s manipulation of information so that it will
be seen more favorably by the receiver.

Selective Perception
People selectively interpret what they see on the
basis of their interests, background, experience, and
attitudes.

Information Overload
A condition in which information inflow exceeds an
individual’s processing capacity.
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Barriers to Effective Communication (cont’d)

Emotions
How a receiver feels at the time a message is received
will influence how the message is interpreted.

Language
Words have different meanings to different people.

Communication Apprehension
Undue tension and anxiety about oral
communication, written communication, or both.

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Communication Barriers Between Men and
Women

➢ Men talk to: ➢ Women talk to:

– Emphasize status, – Establish connection
power, and and intimacy.
independence. – Criticize men for not
– Complain that women listening.
talk on and on. – Speak of problems to
– Offer solutions. promote closeness.
– To boast about their – Express regret and
accomplishments. restore balance to a
conversation.

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“Politically Correct” Communication
➢ Certain words stereotype, intimidate, and insult
individuals.
➢ In an increasingly diverse workforce, we must be
sensitive to how words might offend others.
– Removed: handicapped, blind, and elderly
– Replaced with: physically challenged, visually impaired,
and senior.
➢ Removing certain words from the vocabulary
makes it harder to communicate accurately.
– Removed: death, garbage, quotas, and women.
– Replaced with terms: negative patient outcome,
postconsumer waste materials, educational equity, and
people of gender.
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Cross-Cultural Communication
➢ Cultural Barriers ➢ Cultural Guide
– Semantics – Assume differences until
similarity is proven.
– Word connotations
– Emphasize description
– Tone differences
rather than interpretation
– Differences among or evaluation.
perceptions
– Practice empathy.
– Treat your interpretations
as a working hypothesis.

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Communication Barriers and Cultural Context

High-Context Cultures
Cultures that rely heavily on nonverbal and subtle
situational cues to communication.

Low-Context Cultures
Cultures that rely heavily on words to convey
meaning in communication.

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