Managerial Communication

By
V.A.A.Syed Ahamed
ISBR B-School,
Chennai.
 Unit 1
Communication is an exchange of facts, ideas, opinions or emotions by two or more persons –
Newman and Summer.
Significance of communication
1. Decision making
2. Execution
3. Leadership
4. Coordination
5. Motivation
6. Cooperation
7. Industrial relations

Process of communication
8. Sender
9. Message
10. Encoding
11. Channel
12. Decoding
13. Receiver
14. Feed back
Principles of communication
1. Clarity – idea and expression
2. Completeness
3. Conciseness – limited time on understanding messages
4. Consideration – sender must show consideration for the receiver for better understanding
5. Courtesy – gives respect, avoid unpleasant words
6. Correctness – correct facts, by sending at correct time.
7. Confidence
8. Competitiveness

Types of communications
9. limits of communications
1. Internal communications – within organization
2. External communications –
2. Based on directions
1. Vertical communications
2. Horizontal communications
3. Diagonal communications
3. Based on authenticity
formal communications
informal communications – grapevine
4. Based on the topic involved
personal communications
official communications
Barriers to communications
1. Organizational barriers
1. Unsound objectives
2. Organizational structure
3. Structural relationship
4. Org policies, rules and regulations
2. Personal barriers
1. Lack of time
2. Lack of awareness
3. Socio psychological barriers
1. Barriers due to positions
2. Attitudes and opinions
3. Emotions
4. Perception
5. Inattention
6. Premature evaluation
7. Poor retention
8. distrust
4. Semantic barriers – bad express, vague assumptions and technical language.
5. Media barriers – noise, time and distance, wrong media.
 Unit 2
business letters

Structure or parts of a letter

1. Headings
2. Date and reference number
3. Inside address
4. Salutation
5. Body of the letter
1. Subject and reference
2. Opening paragraph
3. Main paragraph
4. Closing paragraph
6. Complimentary close – yours faithfully, etc.
7. Signature
8. Other details – encl: copy to ……
 Unit 3
executive communication

Report
A report is a communication from some one who has some information to someone who wants to
use that information. A report is a basic management tool used in decision making.

Structure of report
1. Introductory parts
1. Title page
2. Tables of contents
3. List of illustrations
4. Abstract or summary of the report
2. Body of the report
1. Introduction
2. Discussion or description
3. Conclusions
4. recommendations
3. Conclusion
1. References
2. Bibliography – the work consulted by the writer.
3. Glossary – list of technical word used in report
4. Appendices – statistical chart, data and diagrams
5. index
Informal report – person to person with statement of facts on a single page.
Formal report – prepared in a prescribed form and presented

Writing research report

1. Size and physical design – 8 ½” x 11’ paper
2. Procedure
3. Layout
4. Treatment of quotations
5. Footnotes
1. Documentations style – reference pattern
2. Punctuation and abbreviation in footnotes
6. Use of statistics, charts and graphs
7. The final draft
8. Bibliography
9. Preparation of index

Technical report
10. Summary of the study
11. Nature of the study
12. Methods employed
13. Collection of data
14. Analysis of data and findings
15. Conclusions
16. Bibliography
17. Technical appendices
18. index
 Unit 4
Non verbal communication- facial expression, body gestures.
1. Personal appearance
2. Postures – communicate by way of standing, sitting or lying. Church, temple, dinner parties etc.
3. Body language
3. Emblems - V sign for victory
4. Illustrators – gestures that illustrate – point out we use forefinger
5. Regulators – movement regulate by expression from eyes to slow down the sound pitch
6. Adapters - gestures to show accepted
7. Affect displays – facial expressions for direct communications to show emotions

4. Use of charts, diagrams and tables

Audio - visual means of communications

8. Films
9. Slides
10. Projectors
11. Graphs
12. Cartoons strips
13. Pictures and diagrams etc.
Face to face communication
Telephonic communication
speak politely
use message pad, pen etc
don’t shout
don’t speak very low
avoid idle time etc.

Unit 5
Conduct the meeting
1. Meeting preparation
2. Information gathering
3. Prepare agenda
h Meeting date, time, location
h General information
h Agenda/minutes approvals
h Agenda items with background/goals
h Old/New Business
h Summary/ Assignments
4. Distribute the agenda
5. Coverage of meeting
6. Prepare minutes
 Unit 5

Agenda
It is a documents that outlines the contents of a forthcoming meeting
1. It ensures that every points is properly taken up for discussion
2. It facilities the preparation of minutes

Minutes
It is official record of the proceedings of a meeting
Types of minutes
3. Minutes of resolutions
4. Minutes of narrations – report additions to the resolutions passed, brief account on discussion and voting
pattern.

Hints for writing minutes

5. Nature of the meetings
6. Date, time and place
7. Indexing of minutes
8. Name of those who are present
9. Items to be numbered
10. Reported speech
11. Details of resolutions
12. Simple language used
13. Conclusion of meeting
Conference
is a kind of meeting at which people exchange views and talk together.
Purpose of conference
a. A meeting for consultation or discussion.
b. An exchange of views.
c. A meeting of committees to settle differences between two legislative bodies.
1. To review the plan for the future
2. Invite delegates from other similar concerns – to discuss mutual problems
3. To give training

Seminars
The job of the convener of a seminar is neither confined to announcing the names of the
participants speaker not is expected that he wail inflict speech making comments on every
speaker. It is just somewhere in between the two.
 the function of bringing together small groups for recurring meetings, focusing each time on
some particular subject, in which everyone present is requested to actively participate. 
• a. A small group of advanced students in a college or graduate school engaged in original research or
intensive study under the guidance of a professor who meets regularly with them to discuss their
reports and findings.
• b. A course of study so pursued.
• c. A scheduled meeting of such a group.
Evaluation of oral speech
1. It saves time
2. More powerful
3. Convey more meanings
4. Easy to access the message received

Essential of effective oral communication

5. Clear pronunciations
6. Precision (exactness)
7. Logical
8. Conviction (confidence)
9. Appropriate word choice
10. Nature voice

Drafting speech
11. It should clear
12. Conveying the audience the ideas
13. Informal talk
14. Lively, interesting, enthusiastic
15. Sense of responsibility
16. Subjectivity
17. Leadership with authority
18. Balance and sense of humor
Procedure of regulating speech
1. Preparations should always well in advance
2. Research your topic thoroughly
3. Clearly spell out your points and decide what to say
4. Plan your speech
1. Beginning of speech
2. Middle of speech
3. End of speech or conclusion
4. Timing your speech
5. Use suitable quotations
6. Arrange the points
7. Rehearsal the speech
Group discussion
a discussion among participants who have an agreed (serious) topic
• The term suggests a discussion among a group of persons.
• The group will have 8 & 12 members who will express their views freely, frankly in a
friendly manner, on a topic of current issue.
• Within a time limit of 20 to 30 minutes, the abilities of the members of the group is
measured.
 Don’ts during group discussion
• Being shy /nervous / keeping isolated from G.D
• Interrupting another participant before his
arguments are over
• Speak in favour ; example:Establish your position
and stand by it stubbornly
• Changed opinions
• Don’t make fun of any participant even if his
arguments are funny.
 Don`ts during group discussion

• Don’t engage yourself in sub-group conversation.

• Don’t repeat and use irrelevant materials.
• Addressing yourself to the examiner.
• Worrying about making some grammatical
mistakes,for your interest the matter you put
across are important.
 Important points in group discussion
• Be assertive: An assertive person is direct , honest
careful about not hurting others ‘self-respect’.
• A patient listener: listening to another person is one
way of showing appreciation.
• Right language : Words can make friends & right words
at the right time make the best results.
• Be analytical and fact-oriented : It is necessary to make
relevant points which can be supported with facts and
analyzed logically.