Unit Question: How and why organizations do communicate?
Subject: Business
Name: Sim Kuan Teng
Class: MYP 10 green
Teacher: Ms.Theresa
Teacher: Ms.Theresa
Communication is transfer of information from the sender to the receiver with the information being understand by both the sender and the receiver
Importance
of communication
-improve customer relations
-bolster employee satisfaction
-build knowledge
-sharing throughout the organization
-enhance the firm's competitiveness
-develop plans for their achievement
-establish and disseminate goals of an organisation
-control performance
-select or develop of the organisation
Types of communication
Written communication
Written communication has great
significance in today’s business world. It is an innovative activity of the
mind. Effective written communication is essential for preparing worthy
promotional materials for business development. Speech came before writing. But
writing is more unique and formal than speech. Effective writing involves
careful choice of words, their organization in correct order in sentences
formation as well as cohesive composition of sentences. Also, writing is more
valid and reliable than speech.
It includes letter, memos, report,
notices, faxes and e-mails.
Advantages of written
communication
- Helps in
laying down apparent principles, policies and rules for running of an
organization
- More precise and explicit
- Provides ready records and
references
- Develops and enhances an
organization’s image
- Legal defenses can depend upon
written communication as it provides valid records
Disadvantages of written communication
- If the receivers of the written message are separated by distance and if they need to clear their doubts, the response is not spontaneous.
- Time-consuming as the feedback is not immediate
- Encoding and sending of message takes
time.
- Does not save upon the costs
- May create mountains of papers
- Requires great skills and competencies in language and vocabulary
use. Poor writing skills and quality have a negative impact on organization’s
reputation.
Oral communication
Oral communication
Oral communication implies communication through mouth. It
includes individuals conversing with each other, be it direct conversation or
telephonic conversation. Speeches, presentations, discussions are all forms of
oral communication. Oral communication is generally recommended when the
communication matter is of temporary kind or where a direct interaction is
required.
It includes one to one communications, interviews, appraisal sessions, group
meetings or team briefings.
Advantage of oral communication
- An essential for teamwork and group
energy
- Promotes a receptive and encouraging morale among organizational
employees
- Transfer private and confidential information
- Saves time
- Saves money
- Saves effort
- Fast and feedback can be received
instantly
- Encourages motivation
- The message can be reinforced with the proper use of body
language
Disadvantage of oral communication
- May not be sufficient as business
communication is formal and very organized
- Less authentic than written
communication as they are informal and not as organized as written
communication
- May be misunderstandings as the
information is not complete and may lack essentials
- Not frequently used as legal records
except in investigation work
- It may unsuitable for information which is technical in nature
Visual communication
Visual communication is communication through visual aid and is
described as the conveyance of ideas and information in forms that can be read
or looked upon.Advantage of visual communication
- Easy to understand and retain the
information
- May be more interesting than simple
written communication
Disadvantage of visual communication
-It is not always clear and may be
misinterpreted by the receiver
Flow of Communication
Communication Process
A communication process also is a Communications Management Process; it is a set
of steps that are taken every time formal communications are undertaken in an
organization. A Communications
Process is undertaken as part of Communications Management and helps to ensure
that your stakeholders are kept regularly informed.
Sender of the message:
- Communication begins with the sender who has a thought or an
idea which is the encoded in a way that can be understood by both the sender
and the receiver
Transmission of message:
-The information is transmitted over a channel that links the
sender with the receiver. The message may be oral, written or visual
Receiver of the message:
-The receiver has to be ready for the message so that it can be
decoded. Accurate communication can only occur when both the sender and the
receiver attach the samemeaning to the message
Feedback:
-We can never be sure whether or not a message has been
effectively encoded, transmitted, decoded and understood until it is confirmed
by feedback
It helps people to:
- Identify the messages that need to be sent
- Determine your target audience for communication
- Decide on your message format and timing
- Draft your message and gain approval where required
- Communicate your message, through communications events
- Gather feedback and improve your communication processes
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External Communication 
Internal Communication
Internal communication is what attracts and retains skilled employees to your business and it is how the management of the business guides employees in reaching the goals of the business.
Downward Communication
Communication that flows from a higher level in an organization to a lower level is a downward communication. In other words, communication from superiors to subordinates in a chain of command is a downward communication. This communication flow is used by the managers to transmit work-related information to the employees at lower levels.
Horizontal Flow of Communication
Communication that flows to a higher level in an organization is
called upward communication. It provides feedback on how well the organization
is functioning. The subordinates use upward communication to convey their
problems and performances to their superiors.
Barriers to effective communication
1)Language- The sender or receiver of the messages may not be a good user of the language2)Communication method- The method that used to communicate may not suit to the receiver.
3)Cultural differences- The receiver's explanation of the message may be different because difference in cultural experience have the different religion.
4)Emotional state- The sender or receiver may be sad or angry and it's hard to know their situation or hard to listen properly
Problem with the sender:
-The sender may use technical language or may use 'jargons' which are difficult to understand
-The sender may speak too quickly which makes it difficult to interpret what he is saying
-The sender initiates a wrong message
Problem with the medium:
-The message may be lost while transmitting
-A longer channel of communication will result in distortion of the message and it may lose its original meaning
-There is lots of physical disturbances in channel of communication used.
Problem with receiver:
-The receiver might not paying attention and thus message will lost its impact
-The sender might not be trusted by the receiver and may not act in the intended way
-The receiver may not have the necessary skills to understand the message
Problem with feedback:
-The feedback may be missing
Steps to overcoming barrier to communication
Sender:-Message should be as brief as possible and to the point
-Language used should be understood by the receiver
-Avoid using technical jargon
Medium:
-Select appropriate channel for communication
-Should be free from distortions
-Use the shortest possible channel in order to avoid distortion
Receiver:
-Feedback should be asked from the receiver
-Trust between the sender
-Pay attention
Management
There have four basic function of management:
1)Planning
2) Organizing
3)Leading
4)controlling
1)Planning-The manager first needs to decide which steps are necessary to accomplish that goal. These steps may include increasing advertising, inventory, and sales staff. These necessary steps are developed into a plan. When the plan is in place, the manager can follow it to accomplish the goal of improving company sales.
2)Organization- After a plan is in place, a manager needs to organize her team and materials according to her plan. Assigning work and granting authority are two important elements of organizing.
3)Leading- The manager needs to do more than just plan, organize, and staff his team to achieve a goal. Leading involves motivating, communicating, guiding, and encouraging. It requires the manager to coach, assist, and problem solve with employees.
4)Controlling- After the other elements are in place, a manager's job is not finished. He needs to continuously check results against goals and take any corrective actions necessary to make sure that his area's plans remain on track.
How and why organization do communicate?
People and organizations communicate with others for a variety of reasons - to inform, persuade, prevent misunderstandings, present a point of view or reduce barriers.Communications planning is simply a process to help you reach that goal.
Organizations need to communicate for some reasons:
1)To inform people-You may need to let interested parties know who you are, what you can do for them, what they can do to help you, or even just how to get in touch.
2)To build understanding or change behavior-You may encourage others to think and cat.This can involve appealing to feelings, self-interest, or a person's imagination.
3)To prevent misunderstandings-Even a small misunderstanding can create large problems for your organization. You can ensure good communication by putting yourself in your audience's position, paying attention to their needs and getting to know them.
4)To present a point- To accomplish your goal.
5)To lower barriers between groups and individuals-These barriers may range from information overload to suspicion and prejudice.
Bibliography
"Communication Process." Communication Process. N.p., n.d. Web. 13 Dec. 2012.
http://www.stfrancis.edu/content/ba/ghkickul/stuwebs/btopics/works/comproc.htm
"5 Barriers to Effective Communication." 5 Barriers to Effective Communication. N.p., n.d. Web. 13 Dec. 2012.
http://voices.yahoo.com/the-four-functions-management-foundation-all-538016.html?cat=3
"Four Functions of Management." Suite101.com. N.p., n.d. Web. 13 Dec. 2012.
