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Communicating Report

The document discusses communication in engineering management. It defines communication as the sharing of information through symbols including words and messages. It describes the four main functions of communication as the information function, motivation function, control function, and emotive function. It outlines the basic communication process as developing an idea, encoding, transmitting, receiving, decoding, accepting or rejecting, using, and providing feedback. It also discusses forms of communication, barriers to communication, techniques for overcoming barriers, and techniques for communicating in organizations like downward, upward, and horizontal communication. The document provides an overview of key concepts in communication for engineering management.

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Ralph Alfred Morales
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© © All Rights Reserved
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Download as PPTX, PDF, TXT or read online on Scribd
84 views

Communicating Report

The document discusses communication in engineering management. It defines communication as the sharing of information through symbols including words and messages. It describes the four main functions of communication as the information function, motivation function, control function, and emotive function. It outlines the basic communication process as developing an idea, encoding, transmitting, receiving, decoding, accepting or rejecting, using, and providing feedback. It also discusses forms of communication, barriers to communication, techniques for overcoming barriers, and techniques for communicating in organizations like downward, upward, and horizontal communication. The document provides an overview of key concepts in communication for engineering management.

Uploaded by

Ralph Alfred Morales
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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COMMUNICATIN

G
ENGINEERING MANAGEMENT
WHAT IS COMMUNICATING?
COMMUNICATING
In management, it is an act
that must be made for a
purpose and because it has
a cost attached to it, it must
be used effectively.
COMMUNICATION
A process of sharing information
through symbols, including words and
message.
- Morris Philip Wolf and ShirleyKuiper
COMMUNICATION
FUNCTIONS OF COMMUNICATION

Information Function
Motivation Function
Control Function
Emotive Function
INFORMATION
FUNCTION
Information that is provided
through communication is used
for decision-making at various
work levels in the organization.
INFORMATION FUNCTION
MOTIVATION FUNCTION

Communication is also used as a


means to motivate employees to
commit themselves to the
organization’s objectives.
MOTIVATION FUNCTION
CONTROL FUNCTION
Effective control is facilitated when
proper communication, reports,
policies, plans, clarification of duties,
authorities and responsibilities are
implemented.
CONTROL FUNCTION
EMOTIVE FUNCTION
When feelings are repressed in the
organization employees are affected by
anxiety whatever emotions involved
whether satisfaction or dissatisfaction
communication provides a means to
decrease the internal pressure affecting
the individual.
EMOTIVE FUNCTION
THE COMMUNICATION PROCESS

SENDER PROVIDE FEEDBACK

USE
DEVELOP AN
IDEA

ACCEPT OR
ENCODE REJECT

RECIEVE
TRANSMIT
R DECODE
THE COMMUNICATION
PROCESS
8 STEPS OF COMMUNICATIUON
PROCESS
1. Develop an Idea
2. Encode
3. Transmit
4. Receive
5. Decode
6. Accept or Reject
7. Use
8. Provide Feedback
COMMUNICATION PROCESS
•Develop an Idea
-the most important step of communication
because the idea to be conveyed must be useful
or of some value.
•Encode
- encoding the idea into illustrations, figures
or symbols suitable for transmission.
COMMUNICATION PROCESS
•Transmit
-use of appropriate communication channel which
includes spoken words, body movements, written words,
television, telephone, radio, paint, etc.
•Receive
- actual receiving by the intended receiver
•Decode
-interpretation of the message by the receiver
COMMUNICATION PROCESS
•Accept or Reject
-acceptance or rejection of the receiver by the
delivered message
•Use
-use of the information by the receiver will
depend on his perception of the message
•Provide Feedback
-feedback of the receiver to the sender
FORMS OF COMMUNICATION

• Verbal Communication
• Nonverbal Communication
VERBAL COMMUNICATION
VERBAL COMMUNICATION

• Transmitted through hearing or sight

CLASSIFICATIONS:
1. Oral Communication
2. Written Communication
ORAL COMMUNICATION
-Involves hearing the words of the sender.
-Provided by the sender’s body movements, facial
expression, gestures and eye contact

WRITTEN COMMUNICATION
-Preferred due to time and cost constraints.
-can be in the form of letter, memo, cards and some
means are devised.
NONVERBAL COMMUNICATION
NONVERBAL
COMMUNICATION
• Conveying message through body language
which consists of gestures, bodily
movements, posture, facial expression and
mannerisms of all kinds.
• Uses time, space, touch, clothing, appearance
and aesthetic elements.
BARRIERS OF
COMMUNICATION
•Personal Barriers
•Physical Barriers
•Semantic Barriers
BARRIERS OF COMMUNICATION
PERSONAL BARRIERS
-arises from a communicator’s characteristics as a
person, such as emotions, values, poor listening
habits, sex, age, race, socioeconomic status, religion,
education, etc.
PHYSICAL BARRIERS
-interferences occurring in the environment where the
communication is undertaken.
-includes distance between people, walls, noise,etc.
SEMANTIC BARRIERS
-interference with the reception of a
message that occurs when the message is
understood even though it is received
exactly as transmitted.
OVERCOMING BARRIERS
TO COMMUNICATION
1. Use feedback to facilitate understanding
2. Repeat messages in order to provide assurance
that they are properly received.
3. Use multiple channels to enhance accuracy of
information.
4. Use simplified language that is easily understood.
TECHNIQUES FOR COMMNICATIING
IN ORGANIZATIONS
TYPES OF MESSAGE FLOW
1. Downward Communication
2. Upward Communication
3. Horizontal Communication
DOWNWARD COMMUNICATION
Refers to the message flow from higher levels of
authority to lower levels.
PURPOSES:
1. To give instructions
2. To provide information about policies and procedures
3. To give feedback
4. To motivate
UPWARD COMMUNICATION
Refers to messages from persons in lower-level
positions to persons in higher level-positions.

TECHNIQUES USED:
1. Formal grievance procedures
- grievances are part of a normally operating organization,
this system are for employees to air their grievances.
2. Employee attitude and opinion surveys
- finding out what the employee thinks about the
company.
3. Suggestion systems
- suggestions from employees are important source of
cost-saving and production enhancing ideas.
UPWARD COMMUNICATION
4. Open-door policy
- provides the management an opportunity to act on difficulties before
they become full-blown problems.
5. Informal gripe sessions
- when employees feel free to talk and they are assured of not being
penalized for doing so, then management will be spared with lots of efforts
on determining the real cause of problems.
6. Task force
- when specific problems arises, this is created and assigned to deal
with it.
7. Exit interviews
- when employees leave an organization for any reason, it is to the
advantage of the management to know what are those.
HORIZONTAL COMMUNICATION

Refers to messages sent to individuals or groups from


another of the same organizational level.
PURPOSES:
1. To coordinate activities between departments.
2. To persuade others at the same organizational
level.
3. To pass on information about activities.
HORIZONTAL
COMMUNICATION
Techniques used:
•Memos
•Meetings
•Telephones
•Dinners
Other social affairs…
MANAGEMENT IFORMATION
SYSTEM

MIS according to Boone and Kurtz


“An organized method of providing past,
present and projected information on internal
operations and external intelligence for use in
decision making.”
MIS AND ITS RELATION WITH DIFFERENT
DEPARTMENTS OF THE ORGANIZATION

MANUFACTURING MARKETING

MANAGEMEN
FINANCE
T
PESONNEL
INFORMATION
SYSYTEM

ENGINEERING RESEARCH
AND
DEVELOPMENT
PURPOSES OF MIS
1. To provide a basis for the analysis of early
warning signals.
2. To automate routine clerical operations like
payroll and inventory reports.
3. To assist managers in making routine decisions.
4. To provide the information necessary for
management to make strategic or non-
programmed decisions.
THANK
YOU!

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