Interpersonal and Organizational Communication: Mastering the Exchange of Information
The Communication Process: What It Is, How It Works
The communication is a process which involves a sender, a message and the receiver; encoding and decoding; the medium; feedback; and dealing with noise. Effective communication requires the sender to adopt an adequate medium for sending the message to the receiver. For communication to be effective the medium should be opted by considering the audience because appropriate medium can deliver the message to receiver with no complexities.
Barriers to Communication
The breakdowns which hinder the process of communication are known as barriers. There are three kinds of barriers which stop or dysfunction the process of communication and these are physical barriers, semantic barriers and personal barriers. The personal barriers are the behavioral attributes of individuals like variable skills in communicating effectively, variations in frames of reference and experiences that affect how information is interpreted, variations in trustworthiness and credibility, oversized egos, faulty listening skills, tendency to judge others’ messages, inability to listen with understanding, stereotypes (oversimplified beliefs about a certain group of people) and prejudices, and nonverbal communication (messages sent outside of the written or spoken word, including body language). The non verbal communication is also a very important part of communication which transfers or helps to transfer the full message to the receiver. Non verbal communication can be completed by eye contact, facial expressions, body movements and gestures, touch, setting and time.
How Managers Fit into the Communication Process
The communication is done at two channels which are formal and informal channel. Managers mostly follow formal communication channel in which they follow a specific chain of command. The formal communication includes three levels vertical, horizontal and external communication. The vertical communication moves upward or downward in an organization, the horizontal communication moves in parallel direction among colleague and external communication is done with other organizations like clients, lenders and debtors. On the other hand the informal communication follows a non formal structure and does not follow any chain of command. The informal communication includes grapevine and management by wandering around.
Communication in the Information Age
The modern age has changed the traditional ways of communication, now the people use computer and technology to stay connected and available all the time. The use of technology like teleconferencing, telecommuting has replaced old styles of face to face meetings and working from only office place. The usage of technology has reduced extra costs of travelling and time wastages but it also produced problems like data security and theft of valuable information.
Improving Communication Effectiveness
For improving communication effectiveness individuals can work on their listening, reading, writing and speaking skills. In developing better listening skills one need to give proper attention to the speaker use the technique of active listening for improving the listening skills. In developing better reading skills one can use the SQ3R system and take help from others. In improving the writing skills one can use the help of computer programs in correcting the tense and spelling of the message. For communicating the whole message the writer should compose the message in following three strategies, moving to an important topic to less important one, less controversial topic to controversial one and from negative to positive. In improving speaking skills three rules are to be followed which are letting the audience know what the topic is, deliver the message to them and then explain what you communicated to them.