Formal And Informal Communication

Formal And In tenoral conferenceIn this report I have tried to enlighten the different aspects of confabulation in order to extend effectively as a manager and different types of discourse parapets which will distort the message delivery process and three recommendations for managers how to rectify their communication skills. Hope this will complete the subject.INTRODUCTIONThe process of communication falls under three categories which be literal communication, non verbal communication and write communication. Communication must include both transfer and understanding. Communication lavatory non exist without a sender and a receiver. Poor communication is probably the most ofttimes cited source of inter soulfulnessal conflict. According to Stephen and Mary (2009, p.329), managers be concern with two types of communication, which are interpersonal communication and organisational communication. Interpersonal communication is communicating with two or more people. And the or ganisational communication is all the patterns, networks, and system of communication deep down an organisation, which are important to mangers (Stepehen Mary, 2009, p.331).Four major functions of communication are control, motivate, emotional expression and information. The hierarchies form in the organisations is a control mechanism of communication in the organisations. In this they have created different levels of jobs and the communication is communicated by their immediate supervisor or boss. Communication motivates the employ by giving a feedback of his work how well he have d nonpareil and in which area he needs to improve. The communication which takes stain within the work place with the colleagues is a mechanism by which the members show their frustration and feeling of satisfaction. Therefore communication provides an emotional expression of feelings. The information provided by communication helps to make a decision by the receiver after evaluating the information pr ovided d wholeness the communication.ASPECTS OF COMMUNICATIONprocess of human com.jpgExhibitProcess of gentlemans gentleman communicationSource http//www.ehow.com/how-does_5431820_process-human-communication.html Accessed 30 terrific 2012.Exhibit 1 which explains the communication process is made up of seven parts. It is 1.Sender sends a message 2.encode its and send it through a 3.channel and the 4 receiver decodes and 5.receive message 6.sends a feedback to the sender this chain concludes when the sender 7.receives the feedback message.Sender and ReceiverThe sender is the individual who initiates the conversation. The sender must communicate the message in a bearing that the receiver will understand. To do this the sender must encode the message. The way a message is encoded depends on the way the sender and receiver typically communicate and the relationship between the two individuals. The process of encoding is simply taking the thoughts in your head and putting them into w ords. thus far the words you use will change depending on who you are talking to. When talking to a customer, your language will be softer and different than when talking to your staffs. If a message is not properly encoded, it is unlikely that the message will be understood (Stephen, 1998, p.313).The ChannelThe channel aspect of the human communication process is the regularity through which the communication takes place. When humans communicate with one an other(a) they must select a channel to do so. Common channels include face to face meetings, letters, email, memos, reports, and telephone conversation (Frances, 1995, p.282). The channel selected helps shape the communication that will take place (James Amy, n.d.). Different channels have different strength.NoiseNoise is one of the negative aspects of human communication and is characterized as the interference that occurs when verbally communicating. Noise can be internal, such as the sender or receiver was getting distra cted, or external such as others talking making it difficult to hear the sender.Verbal CommunicationVerbal communication is communication that is spoken. However verbal communication can be extremely complicated. Verbal communication includes the tone and pitch of a persons voice, the words she chooses, her rate of speech and the volume she speaks at (Burtness Hulbert, 1985, p.319). changing one of these characteristics can drastically change the way her messages are received. For example, if you are angry and want the person you are talking with to know you are angry, you are likely to raise your voice and maybe even use choice words.Nonverbal CommunicationNonverbal communication is another aspect of human communication that we often forget about. Nonverbal communication includes the way we gesture, our posture, what we wear, our facial expressions and even how we sit. Nonverbal communication can be either complimentary or contradictory. eulogistic nonverbal messages strengthen what we are saying with our words, such as frowning when you are telling someone you are sad. Contradictory nonverbal messages weaken what we are saying with our words, such as having a disgusted facial expression while saying that the food is yummy.Formal and Informal CommunicationFormal communication is vertical and follows the authority chain and is limited. Informal communication known as the grapevine is free to move in any direction. This communication can be take place from vertical to horizontal, upwards and downwards and also can skip the authority levels. The grapevine communication is very effective and fast. This passes the massage within few time periods. Through this method managers can identify issues that employ consider important.Communication NetworkThere are different patterns of network of communication. The construction itself influences the speed and accuracy of the message and performance and motivation of the participants.Chain This gives a flow of informati on to the end of the chain.Circle Here each person can communicate on both sides of him.Star This is more decentralise and allows a free flow of information among all group members.Wheel Information flows from one person to all.Y-Pattern Two persons are close to the centre of the networkCom Network.jpgExhibitOrganisation Communication NetworkSource http//www.kkhsou.in/main/EVidya2/Professional%20English/communication.html Accessed 30 August 2012FIVE TYPES OF COMMUNICATION BARRIERSFilteringThis is manipulating the message in an easy way that the receiver can listen or omitting some part of the message which may mother trouble.LanguageThis is one of the customary barriers of the world. There are countries which do not use an international language like English or any other common language and they use to stick on their local language. tho in a globalizing world there must be a common language which could be use to communicate all. Words mean differently to different people. Age, ed ucation and cultural background influence a language the person uses and definition he or she uses (Stepehen Mary, 2009, p.337).Physical BarrierPhysical barriers are physical objects which obstructs the receiver to clearly receive the message. For example a wall or distance from the sender (Christopher, 2010). Its is easy to overcome this barrier and in modern work place the physical barriers are avoided.Information robOverload of information is also a common barrier. We human beings can cater up to certain amount of information and if the capacity limit is exceeded we may do misinterpret the things which are communicated.Cross Cultural Communicationok-gesture.jpgExhibitThe A-Ok gestureSource http//hidden-avenue.blogspot.com/ Accessed 30 August 2012.As a cross cultural barrier in different parts of the world people interpret gestures and signs differently. As seen in exhibit 3 for some culture they have a pith which can be communicated in the community and in other cultures its a busing one another (Stephen, 1998, p.332). These factors create communication problem. So we must be mensurable when we communicate in an unknown cultural environment.THREE WAYS HOW MANAGERS CAN IMMPROVE THEIR COMMUNICATION SKILLSAvoid Information OverloadThe managers should be trained how to prioritise their work. They should not burden themselves with work and they should spend excellence moment with their subordinates and should listen to their problems and feedback activity. Be a good delegator and have a workload balance for the day. Plane your day and make a task list. Try to achieve your listed tasks for the day.Give Constructive FeedbackAlways try to avoid giving negative feedback. The content of the feedback might be negative, but it should be delivered constructively. Constructive feedback will lead effective communication and build a good relation between the superior and the subordinate. To give a feedback its better to give face to face or if not reachable by phone (Ki tty, 1998, p.4). These feedbacks are informal and try to give it on a regular basis and timely as soon as possible.Listening ActivelyA manager must be a good listener. When someone talks we hear. But most of us dont listen. Listening is an active search for meaning whereas hearing is the passive. Active listening is enhancing developing empathy and putting yourself into senders position. These types of scenarios occur to managers daily. So be empathetic and an active listener to improve your communication skills (Victoria Holly, 2005).