Miss Samah Ishtieh 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. 10/25/ Miss Samah Ishtieh

Communication process Massage Encode Medium Decode Sender Receiver Feedback 10/25/ Miss Samah Ishtieh

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, , 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. 10/25/2015 Miss Samah Ishtieh 4

Feedback may lead to the following: 1- Increase productivity 2- Decrease productivity 3- Increase tension 4- Increase conflict 10/25/ Miss Samah Ishtieh

Characteristics of effective feedback Objective Realistic Helpful Descriptive than general Well timed Not overwhelmed 10/25/ Miss Samah Ishtieh

Modes of communication Verbal communication Nonverbal communication 10/25/2015 Miss Samah Ishtieh 7

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. 10/25/2015 Miss Samah Ishtieh 8

Communication system 1- Chain system Leader in the middle Simple problem solving Satisfaction very low 10/25/ Miss Samah Ishtieh

2- Y shape system In service training Head nurse Matron Infection control 10/25/ Miss Samah Ishtieh

Y shape system Leader in the middle Faster problem solving Accurate decision 10/25/ Miss Samah Ishtieh

3- Circular shape No leader Distortion of information Increase and slow decision making High satisfaction 10/25/ Miss Samah Ishtieh

4- Wheel system Leader satisfied Group satisfied Efficient in simple problem 5- All channel communication New system Unpredictable 10/25/ Miss Samah Ishtieh

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Management communication systems 1- Down word communication Authority Order According to procedure manual According to policy Centralized system 10/25/ Miss Samah Ishtieh

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2- Up word communication Open door policies for subordinates Lead to motivation lead to satisfaction 3- Horizontal ( lateral) Between departments 4- Diagonal (lateral but not in the same level) {May be formal } 10/25/ Miss Samah Ishtieh

Styles of communication Adult Open, objective, helpful, and respective Parents Advising and direction Child Defensive feeling 10/25/ Miss Samah Ishtieh

Common barriers for communication 1- Semantic problems Words grammar and language problems 2- Physical problems Overload information Noise distraction Hearing and speech 10/25/ Miss Samah Ishtieh

3- Social problems Preconceived ideas or believes Domination ( الهيمنة ) Expression of personal feeling and opinions Language Affection Trust Fear 10/25/ Miss Samah Ishtieh

The common communication methods and their advantages and disadvantages Method of Communication AdvantagesDisadvantages 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 21

Method of Communication AdvantagesDisadvantages 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 22

What is Organizational Communication? 10/25/2015 Miss Samah Ishtieh 23