2 - Core of Organizational Communication

Core Concepts of Communication
1A
Objectives
Policy
Procedure
Process
Organizational Communication (QASMS) by Dr. Burhan ul Haque
Organizational Communication
Question No. 16
Objective Setting
There can be hundreds of objectives of
business communication but all are
relevant to any of following categories:
1. To understand the business
scenario.
2. To get people understand the
business scenario.
3. To keep business scenario intact.
4. To change the business scenario.
5. Professional social networking.
B.C.P
Business Communication
Policy
1.It is a defined set of rules and

regulations to practice in formal
communication of an organization.
2.It is required to synchronize all
elements and participants of
communication process.
3.These are needed to be designed to
meet the ultimate organizational
objectives keeping in view the profile
and responsibilities of its participants.
B.C.P
Policy
4. It is just like deciding the route of

passengers of a common destination. If
the route is pre-decided along with
guidelines for unforeseen events, then
the efficiency is maximized whereas
uncertainty is minimized.
5. In the same way deciding Business
Communication Policy (BCP) helps to
maximize the efficiency of the process
and minimizes outward and inward
(upward, downward & parallel)
(QASMS)and
by Dr.
Burhan ul Haque
ambiguities
uncertainties.
Option 01:
Business Unit Manager or Sales Manager will
have to call directly to every ASM and
representative for a stronger grip on business.
Option 02:
Business Unit Manager or Sales Manager will
never call directly to any ASM or representative to
establish a strong hierarchy.
Option 03:
Business Unit Manager or Sales Manager can call
to any ASM/representative but NO APPROVAL CAN
BE GRANTED beyond hierarchy.
B.C.Pr
Procedure
1.If BCP was about deciding the route of

journey, procedure of communication is
about deciding the speed zones and stop
overs.
2.It is a formulated series of orderly actions
or steps taken in order to achieve a
particular end.
3. It defines antecedent & subsequent steps
of communication process.
4.Defined procedure usually improves the
efficiency of communication process but
(QASMS)
by Dr.act
Burhan
sometimes
it may
asulaHaque
psychological
Option 01:
All the managers at all hierarchical levels are bound to start
calling their team members at sharp 9:00 am irrespective of
their location.
Option 02:
ASMs will call their team members at 9:00 after reviewing their
tour program, booking supply schedule of their work area, sales
versus target of that brick, previous investments (amount &
product) and its returns and their objectives of the day.
SM will start calling ASMs at 2:pm to have feedback of his
communication with his team, objective setting and objective
achievement.
B.U.M will call SM at night to have feedback for his days working
and for details of his communication with the team.
Any senior hierarchy can call at any hierarchical level for any
unusual, highly significant or urgent issue. Caution should be
exercised by senior hierarchy for such communications.
B.C.Po
Process
1.Business Communication is a cyclic

process which starts and ends at the
receiver.
2.It is through the communication process
that the sharing of a common meaning
between the sender and the receiver
takes place.
3.This process cant get completed until
sender of the messages receives
feedback of understanding by the
receiver.
4.This cyclic process is comprised of seven
Sender
Process
1. The sender is an individual, group, or

organization who initiates the
communication.
2. This source is initially responsible for the
success of the message.
3. The sender's experiences, attitudes,
knowledge, skill, perceptions, and culture
influence the message.
4. "The written words, spoken words, and
nonverbal language selected are paramount
in ensuring the receiver interprets the
message as intended by the sender"
5. All communication begins with the sender.
EXERCISE NO. 1
Encoding
Process
1. The first step the sender is faced with;

involves the encoding process.
2. It means translating information into a
message in the form of symbols that
represent ideas or concepts.
3. This process translates the ideas or
concepts into the coded message that will
be communicated.
4. The symbols can take on numerous forms
such as, languages, words, or gestures.
5. These symbols are used to encode ideas
into messages that others can understand.
Message
Process
1. When encoding a message, the sender has

to begin by deciding what he/she wants to
transmit.
2. This decision by the sender is based on
what he/she believes about the receivers
knowledge and assumptions, along with
what additional information he/she wants
the receiver to have.
3. It is important for the sender to use
symbols that are familiar to the intended
receiver.
4. A good way for the sender to improve
Channel/Mediu
m
Process
1.To begin transmitting the message, the
sender uses some kind of channel.
2.The channel is the means used to
convey the message.
3.The effectiveness of the various
channels fluctuates depending on the
characteristics of the communication.
4.The sender should ask him or herself
different questions, so that they can
select the appropriate channel.
Channel/Mediu
m
Questions
i. Is the message urgent?
ii. Is immediate feedback needed?
iii. Is documentation or a permanent record
required?
iv. Is the content complicated, controversial,
or private?
v. Is the message going to someone inside or
outside the organization?
vi. What oral and written communication skills
does the receiver possess?
vii. What is the trust level between sender and
receiver?
Channel/Mediu
m
Process
5. Once the sender has answered all of these

questions, they will be able to choose an
effective channel.
Channel/Mediu
m
List of Possible Channels

1.
2.
3.
4.
5.
6.
7.
8.
Face to face
Video Call
Telephonic call
Email
Letter
Message (Text, WhatsApp etc.)
Recorded Audio
Third person human channel
Receiver
Process
1.The receiver is the individual or group

of individuals to whom the message is
directed.
2. The extent to which this person
comprehends the message will depend
on a number of factors, which include
the following:
i. Knowledge of individual about
topic.
ii. Their receptivity to the message.
iii. The(QASMS)
relationship
and
trust that
by Dr. Burhan
ul Haque
Receiver
Process
3. All interpretations by the receiver are
influenced by their experiences,
attitudes, knowledge, skills,
perceptions, and culture.
4. Receiver decodes the message and its
relation to decoding is similar to the
sender's relationship with encoding.
Decoding
Process
1.After the appropriate channel or
channels are selected, the message
enters the decoding stage of the
communication process in CPM of
receiver.
2. Decoding is conducted by the
receiver. Once the message is received
and examined, the stimulus is sent to
the brain for interpreting, in order to
assign some type of meaning to it.
3.It is this processing stage that
Decoding
Process
4. The receiver begins to interpret the
symbols sent by the sender,
translating the message to their own
set of experiences in order to make
the symbols meaningful.
5. Successful communication takes place
when the receiver correctly interprets
the sender's message.
Feedback
Process
1.Feedback is the final link in the chain
of the communication process.
2.After receiving a message, the receiver
responds in some way and signals that
response to the sender.
3.The signal may take the form of a
spoken comment, a long sigh, a
written message, a smile, or some
other action.
4. "Even a lack of response, is in a sense,
a form of response".
Feedback
Process
5. Without feedback, the sender cannot
confirm that the receiver has
interpreted the message correctly.
6. Feedback is a key component in the
communication process because it
allows the sender to evaluate the
effectiveness of the message.
7. Feedback ultimately provides an
opportunity for the sender to take
corrective action to clarify a
misunderstood message.
Feedback
Process
8. Feedback plays an important role by
indicating any misinterpretations;
which may happen due to:
i. Differences in background
ii. Different interpretations of words
iii. Differing emotional reactions
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Core Concepts of Communication

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Organizational Communication (QASMS) by Dr. Burhan ul Haque

1.It is a defined set of rules and

4. It is just like deciding the route of

1.If BCP was about deciding the route of

Organizational Communication (QASMS) by Dr. Burhan ul Haque

1.Business Communication is a cyclic

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Organizational Communication (QASMS) by Dr. Burhan ul Haque

1. The sender is an individual, group, or

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Organizational Communication (QASMS) by Dr. Burhan ul Haque

1. The first step the sender is faced with;

1. When encoding a message, the sender has

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Organizational Communication (QASMS) by Dr. Burhan ul Haque

5. Once the sender has answered all of these

Organizational Communication (QASMS) by Dr. Burhan ul Haque

List of Possible Channels

Organizational Communication (QASMS) by Dr. Burhan ul Haque

1.The receiver is the individual or group

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Organizational Communication (QASMS) by Dr. Burhan ul Haque

Question & Answers

Organizational Communication (QASMS) by Dr. Burhan ul Haque

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