organizational behav

ior

Communication
Lecture by Mr. Ahmad Zakariya
Department of Management Sciences
National University of Modern
Languages, Lahore Campus
 After
After studying
studying this
this chapter,
OBJECTIVES
chapter,
you
you should
should be
be able
able to:
to:
1. Describe the communication process.
2. Contrast the advantages and disadvantages of
oral versus written communication.
LEARNING

3. Compare the effectiveness of the chain, wheel,

and all-channel networks.
4. Identify the factors affecting the use of the
grapevine.
5. Discuss how computer-aided technology is
changing organizational communication.

© 2005 Prentice Hall Inc. All rights reserved. 10–2

 After
After studying
studying this
this chapter,
O B J E C T I V E S (cont’d)
chapter,
you
you should
should be
be able
able to:
to:
6. Explain the importance of channel richness to
improving communication effectiveness.
7. Identify common barriers to effective
communication.
8. Describe the potential problems in cross-
LEARNING

cultural communication.

© 2005 Prentice Hall Inc. All rights reserved. 10–3

 Functions
Functions of
of Communication
Communication

Communication
The transference and the understanding of meaning.

Communication
CommunicationFunctions
Functions
1.1. Control
Controlmember
memberbehavior.
behavior.
2.2. Foster
Fostermotivation
motivationfor
forwhat
whatis
isto
tobe
bedone.
done.
3.3. Provide
Provideaarelease
releasefor
foremotional
emotionalexpression.
expression.
4.4. Provide
Provideinformation
informationneeded
neededto
tomake
make
decisions.
decisions.

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

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 The
The Communication
Communication Process
Process Model
Model

Communication Process
The steps between a source and a
receiver that result in the transference
and understanding of meaning.

E X H I B I T 10–1
E X H I B I T 10–1

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 The
The Communication
Communication Process
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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 Direction
Direction of
of Communication
Communication

Downward

Lateral

Upward

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 Interpersonal
Interpersonal Communication
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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 Intonations:
Intonations: It’s
It’s the
the Way
Way You
You Say
Say It!
It!

Change your tone and you change your meaning:

Placement of the emphasis What it means
Why don’t I take you to dinner tonight? I was going to take someone else.
Why don’t I take you to dinner tonight? Instead of the guy you were going with.
Why don’t I take you to dinner tonight? I’m trying to find a reason why I
shouldn’t take you.
Why don’t I take you to dinner tonight? Do you have a problem with me?
Why don’t I take you to dinner tonight? Instead of going on your own.
Why don’t I take you to dinner tonight? Instead of lunch tomorrow.
Why don’t I take you to dinner tonight? Not tomorrow night.

Source: Based on M. Kiely, “When ‘No’ Means ‘Yes,’ ” Marketing, October 1993, pp. 7–9. Reproduced in A. Huczynski E X H I B I T 10–2
and D. Buchanan, Organizational Behaviour, 4th ed. (Essex, England: Pearson Education, 2001), p. 194.
E X H I B I T 10–2

© 2005 Prentice Hall Inc. All rights reserved. 10–10

 Three
Three Common
Common Formal
Formal Small-Group
Small-Group Networks
Networks

E X H I B I T 10–3
E X H I B I T 10–3

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 Small-Group
Small-Group Networks
Networks and
and Effectiveness
Effectiveness
Criteria
Criteria

NETWORKS
Criteria Chain Wheel All Channel

Speed Moderate Fast Fast

Accuracy High High Moderate
Emergence of a leader Moderate High None
Member satisfaction Moderate Low High

E X H I B I T 10–4
E X H I B I T 10–4

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 Grapevine
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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 Suggestions
Suggestions for
for Reducing
Reducing the
the Negative
Negative
Consequences
Consequences of of Rumors
Rumors

1. Announce timetables for making important decisions.

2. Explain decisions and behaviors that may appear
inconsistent or secretive.
3. Emphasize the downside, as well as the upside, of current
decisions and future plans.
4. Openly discuss worst-case possibilities—it is almost never
as anxiety-provoking as the unspoken fantasy.

Source: Adapted from L. Hirschhorn, “Managing Rumors,” in L. Hirschhorn (ed.), E X H I B I T 10–5

E X H I B I T 10–5
Cutting Back (San Francisco: Jossey-Bass, 1983), pp. 54–56. With permission.
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 Computer-Aided
Computer-Aided Communication
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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 Emoticons:
Emoticons: Showing
Showing Emotion
Emotion in
in E-Mail
E-Mail
Electronic mail needn’t be emotion free. Over the years, a set of
symbols (emoticons) has evolved that e-mail users have developed for
expressing emotions. For instance, the use of all caps (i.e., THIS
PROJECT NEEDS YOUR IMMEDIATE ATTENTION!) is the e-mail
equivalent of shouting. The following highlights some emoticons:

E X H I B I T 10–6
E X H I B I T 10–6

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 Computer-Aided
Computer-Aided Communication
Communication (cont’d)
(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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 Choice
Choice of
of Communication
Communication Channel
Channel

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

Characteristics
Characteristicsof
ofRich
RichChannels
Channels
1.1. Handle
Handlemultiple
multiplecues
cuessimultaneously.
simultaneously.
2.2. Facilitate
Facilitaterapid
rapidfeedback.
feedback.
3.3. Are
Arevery
verypersonal
personalinincontext.
context.

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 Information
Information Richness
Richness of
of Communication
Communication
Channels
Channels

Low channel richness High channel richness

Routine Nonroutine

Source: Based on R.H. Lengel and D.L. Daft, “The Selection of Communication Media as an Executive Skill,”
Academy of Management Executive, August 1988, pp. 225–32; and R.L. Daft and R.H. Lengel, “Organizational
Information Requirements, Media Richness, and Structural Design,” Managerial Science, May 1996, pp. 554–72. E X H I B I T 10–7
E X H I B I T 10–7
Reproduced from R.L. Daft and R.A. Noe, Organizational Behavior (Fort Worth, TX: Harcourt, 2001), p. 311.
© 2005 Prentice Hall Inc. All rights reserved. 10–19
 Barriers
Barriers to
to Effective
Effective Communication
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.
© 2005 Prentice Hall Inc. All rights reserved. 10–20
 Barriers
Barriers to
to Effective
Effective Communication
Communication (cont’d)
(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
Communication Barriers
Barriers Between
Between Men
Men and
and
Women
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
“Politically Correct”
Correct” Communication
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.
© 2005 Prentice Hall Inc. All rights reserved. 10–23
 Source: The Far Side by Gary Larson
© 1994 Far Works, Inc. All rights E X H I B I T 10–8
E X H I B I T 10–8
reserved. Used with permission.
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 Cross-Cultural
Cross-Cultural Communication
Communication
 Cultural Guide
Barriers
– Assume
Semantics
differences until similarity is proven.
– Word
Emphasize
connotations
description rather than interpretation or
– evaluation.
Tone differences
– Practice empathy.
– Differences among perceptions
– Treat your interpretations as a working hypothesis.

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 Communication
Communication Barriers
Barriers and
and Cultural
Cultural Context
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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 High-
High-
vs.
vs.
Low-
Low-
Context
Context
Cultures
Cultures

E X H I B I T 10–10
E X H I B I T 10–10

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