Organizational communication Miss Samah Ishtieh

Communication process Communication as “the exchange of thoughts, messages, or information, by speech, signals, writing, or behavior.” Communication can also occur on at least two levels: verbal and nonverbal. Thus, whenever two or more people are aware of each other, communication begins. Miss Samah Ishtieh 5/7/2018

Organizational communication The exchange of idea, information, facts, believes, attitude between two or more individuals through shared system of symbol. Symbols should have the same meaning for both the sender and the receiver. Words means different things to different people so words should be supplemented with non verbal clue. Communication: It is a process of meaningful interaction among persons resulting in meanings being perceived and understanding affected among such persons. Miss Samah Ishtieh 5/7/2018

Because communication is so complex, many models exist to explain how organizations and individuals communicate. Basic elements common to most models as in all communication, there is at least one sender, one receiver, and one message. There is also a mode or medium through which the message is sent—for example, spoken, written, or nonverbal. Miss Samah Ishtieh 5/7/2018

Communication process Written Nonverbal Verbal Massage Encode Medium Decode Internal External Climate Climate Sender Receiver Feedback Internal External Climate Climate Miss Samah Ishtieh 5/7/2018

An internal and an external climate also exist in communication. The internal climate includes the values, feelings, temperament, and stress levels of the sender and the receiver. Weather conditions, temperature, timing, and the organizational climate itself are parts of the external climate. The external climate also includes status, power, and authority as barriers to manager–subordinate communication Miss Samah Ishtieh 5/7/2018

Encoding: translating internal thought patterns into a language or code the intended receiver of message will likely understand and/or pay attention to. Choice of words, gestures, or other symbols for encoding depends on the nature of the message. Medium: face to face conversations, telephone, e-mail, letters, meetings, etc…… Decoding: successful decoding depends on the receiver having a willingness to received message. Knowledge of the language and terminology used in the message. An understanding of the sender’s purpose and background situation. Miss Samah Ishtieh 5/7/2018

Feedback may lead to the following: 1- Increase productivity 2- Decrease productivity 3- Increase tension 4- Increase conflict Miss Samah Ishtieh 5/7/2018

Characteristics of effective feedback Objective Realistic Helpful Descriptive than general Well timed Not overwhelmed Differences in gender, power, and status significantly affect the types and quality of organizational and unit- level communication. Miss Samah Ishtieh 5/7/2018

Modes of communication Verbal communication Nonverbal communication Miss Samah Ishtieh 5/7/2018

Variables affecting organizational communication Formal organizational structure has an impact on communication. People at lower levels of the organizational hierarchy are at risk for inadequate communication from higher levels. This occurs because of the number of levels that communication must filter through in large organizations. As the number of employees increases (particularly more than 1,000 employees), the quantity of communication generally increases; however, employees may perceive it as increasingly closed. In large organizations, it is impossible for individual managers to communicate personally with each person or group involved in organizational decision making. Not only is spatial distance a factor but the presence of subgroups or subcultures also affects what messages are transmitted and how they are perceived. Miss Samah Ishtieh 5/7/2018

A communications strategy A communications strategy, also referred to as a communications plan, is a document that expresses the goals and methods of an organization's outreach activities, including what an organization wishes to share with the public and whom the organization is trying to reach. Generally presented as an internal document, a communications strategy should serve as a guide for any media and public relations activities in which the organization is engaged. This guide will teach you how to write a communications strategy and how to format your plan. Miss Samah Ishtieh 5/7/2018

Organizational Communication Strategies Leader-managers must assess organizational communication. Who communicates with whom in the organization? Is the communication timely? Does communication within the formal organization concur with formal lines of authority? Are there conflicts Leader-managers must understand the organization’s structure and recognize who will be affected by decisions. Both formal and informal communication networks need to be considered. Communication is not a one-way channel. If other departments or disciplines will be affected by a message, the leader-manager must consult with those areas for feedback before the communication occurs. Communication must be clear, simple, and precise. This requires the sender to adjust their language as necessary to the target audience. Miss Samah Ishtieh 5/7/2018

Senders should seek feedback regarding whether their communication was accurately received. One way to do this is to ask the receiver to repeat the communication or instructions. In addition, the sender should continue follow-up communication in an effort to determine if the communication is being acted upon. The sender is responsible for ensuring that the message is understood. Multiple communication methods should be used, when possible, if a message is important. Using a variety of communication methods in combination increases the likelihood that everyone in the organization who needs to hear the message actually will hear it. Managers should not overwhelm subordinates with unnecessary information. Information is formal, impersonal, and unaffected by emotions, values, expectations, and perceptions. Miss Samah Ishtieh 5/7/2018

Communication system 1- Chain system Leader in the middle Simple problem solving Satisfaction very low Miss Samah Ishtieh 5/7/2018

2- Y shape system In service training Head nurse Matron Infection control Miss Samah Ishtieh 5/7/2018

Y shape system Leader in the middle Faster problem solving Accurate decision Miss Samah Ishtieh 5/7/2018

3- Circular shape No leader Distortion of information Increase and slow decision making High satisfaction Miss Samah Ishtieh 5/7/2018

Efficient in simple problem 5- All channel communication New system 4- Wheel system Leader satisfied Group satisfied Efficient in simple problem 5- All channel communication New system Unpredictable Miss Samah Ishtieh 5/7/2018

Miss Samah Ishtieh 5/7/2018

Management communication systems Channels of Communication: 1- Down word communication: the manager relays information to subordinates. Authority Order According to procedure manual According to policy Centralized system Miss Samah Ishtieh 5/7/2018

Miss Samah Ishtieh 5/7/2018

2- Up word communication: From superior to subordinate Open door policies for subordinates Lead to motivation lead to satisfaction 3- Horizontal ( lateral) Between departments: horizontal communication, managers interact with others on the same hierarchical level as themselves who are managing different segments of the organization. 4- Diagonal (lateral but not in the same level) {May be formal } the manager interacts with personnel and managers of other departments and groups such as physicians, who are not on the same level of the organizational hierarchy. This communication is vital to the organization’s functioning. 5/7/2018

The most informal communication network is often called the grapevine The most informal communication network is often called the grapevine. Grapevine communication flows quickly and haphazardly among people at all hierarchical levels and usually involves three or four people at a time. Senders have little accountability for the message, and often the message becomes distorted as it speeds along. Effective leaders are congruent in their verbal and nonverbal communication so that followers are clear about the messages they receive. Miss Samah Ishtieh 5/7/2018

Styles of communication Adult-----------------------------Open, objective, helpful, and respective Parents------------------------Advising and direction Child--------------------------Defensive feeling Miss Samah Ishtieh 5/7/2018

Common barriers for communication 1- Semantic problems Words grammar and language problems 2- Physical problems Overload information Noise distraction Hearing and speech Miss Samah Ishtieh 5/7/2018

Preconceived ideas or believes Domination (الهيمنة ) 3- Social problems Preconceived ideas or believes Domination (الهيمنة ) Expression of personal feeling and opinions Language Affection Trust Fear Miss Samah Ishtieh 5/7/2018

Method of Communication Advantages Disadvantages The common communication methods and their advantages and disadvantages Method of Communication Advantages Disadvantages Face-to-face conversations Non-verbal communication Feedback can be instant Misunderstandings can be clarified immediately Not always possible Can be expensive to get people from different locations together Telephone call Quick Cost effective Feedback can be gained immediately No non-verbal communication Easy to be distracted when on the phone Person may take the call when they are not in a position to talk Meetings Many people receive the message at the same time Opportunity for feedback Opportunity for discussion Some people may dominate discussions Agendas or meeting objectives may not be clear Expensive to get people from different locations together

Reports and submissions Method of Communication Advantages Disadvantages Letters Have written record of the communication Can be confidential Slow — not good for urgent issues Feedback is not instant Restricted in the amount of information that can be sent Requires sound writing skills Reports and submissions Excellent for reporting findings or making recommendations that require action Can deal with complex information Written record of what is being communicated More formal documents useful for legal purposes Time consuming to read Feedback is limited Often slow to produce Difficult to change Can be restricted to only certain people and not everyone who needs the information will necessarily get it

http://www.youtube.com/watch?v=e5oXygLGMuY What is Organizational Communication? <iframe width="560" height="315" src="//www.youtube.com/embed/e5oXygLGMuY" frameborder="0" allowfullscreen></iframe> http://www.youtube.com/watch?v=e5oXygLGMuY#t=621 Miss Samah Ishtieh 5/7/2018