INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME - COMMUNICATION

COMMUNICATION DEFINITION: The transfer and understanding of meaning. An idea, no matter how great, is useless until it is transmitted and understood by others. A perfect communication will be achieved when a thought or an idea is transmitted in such a way that the mental picture perceived by the receiver, is exactly the same as that envisioned by the sender. A perfect communication exists only in theory, but there are levels of communication effectiveness INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME – COMMUNICATION – J.A. AKUAMOAH

THE COMMUNICATION PROCESS Communication Is the process of transferring a message (a meaning) by the Sender to the Receiver. Effective communication is the process of sending a message by the sender that is understood by the receiver, and characterized by an appropriate feedback. Encoding Decoding Receiver Sender Channel Feedback INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME

DIRECTION OF COMMUNICATION DOWNWARD - Used by managers/leaders to Assign roles and responsibilities Give instructions and direction Inform policies and procedures Provide feedback about performamnce UPWARD - Used by subordinates to Provide feedback Inform of progress towards goals Inform managers/leaders of current problems/challenges LATERAL(HORIZONTAL) - Used to communicate Among managers at the same level Among members of the same work group Among horizontally equivalent personnel INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME

DIRECTION OF COMMUNICATION Vertical communication Lateral communication Auditor General AAG/Finance AAG/Internal Audit Internal Audit Management Regional Internal Audit (V/R) Regional Internal Audit (U/W) INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME

METHODS OF COMMUNICATION ORAL COMMUNICATION Speeches, one-on-one or group discussions, grapevine, etc WRITTEN COMMUNICATION Memos, letters, electronic mail, bulletin, minutes of meetings, CBAs, etc NONVERBAL COMMUNICATION Body language: body movement and gestures, intonations, distance, facial expressions INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME

OTHER CLASSIFICATIONS OF COMMUNICATION FORMAL INFORMAL GRAPEVINE SILENCE Discuss the above forms of communication. INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME

FUNCTIONS OF COMMUNICATION CONTROL Communication acts to control member behaviour. INFORMATION Communication provides the information that individuals or groups need to make decisions. MOTIVATION Communication fosters motivation by clarifying to Employees (receivers) what Is to be done, how well they are doing, rewards for high performance, etc. EMOTIONAL EXPRESSION Communication provides an avenue for emotional expression of feelings, whether bad or good. INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME

BARRIERS TO EFFECTIVE COMMUNICATION (examples) FILTERING A sender’s manipulation of information to make it look more favourable by the receiver. (regret letters) INFORMATION OVERLOAD A condition in which information inflow exceeds the receiver’s processing capacity EMOTIONS How a receiver feels at the time of receipt of a communication influences the way he interprets it. INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME

BARRIERS TO EFFECTIVE COMMUNICATION (examples) LANGUAGE Words mean different thing to different people: age, gender, education, cultural background, etc. DRESSING Dressing Is a form of noise in communication. If improperly dressed, communication can be distorted. Consider lecturer room and church scenarios. COMMUNICATION APPREHENSION Undue tension and anxiety about oral or written communication. Eg. Public lecture, class discussions, report writing. INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME

INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME END OF PRESENTATION THANK YOU! INTERNAL AUDIT IN-HOUSE TRAINING PROGRAMME