Functions of

Management:
COMMUNICATING

Industrial Engineering Department, UBLC

Learning Objectives
After the discussion, students are able to:
• Define the meaning of Communicating
• Determine the importance of communicating
• Enumerate barriers of communication
• Find ways to overcome communication barriers
What is communication?
FUNCTIONS OF COMMUNICATION
1. INFORMATION FUNCTION
- to provide information through communication for the decision making in
the organization

2. MOTIVATION FUNCTION
- Motivate employees to commit themselves to the organization’s objective

3. CONTROL FUNCTION
- when properly communicated, all the organization goals and objectives are
implemented

4. EMOTIVE FUNCTION
- When feelings are repressed
STEPS IN COMMUNICATION
STEPS IN EFFECTIVE COMMUNICATION
DEVELOP AN IDEA
- Most important step in communication
- Idea must be useful and valuable

ENCODE
- Putting idea into symbol/figures/words

TRANSMIT
- Channels for transmission
Spoken words television, radio, telephone, electronic mail
Body movement
Written
Artist’s paint
STEPS IN EFFECTIVE COMMUNICATION
RECEIVE - Communication stops when the machine is not turned on to receive the
message or the person assigned to receive the message does not listen

DECODE -Translating the message from the sender into a form that will have
meaning to the recipient

ACCEPT OR REJECT -Acceptance or Rejection of received message

The factors of acceptance or rejection of the received message
1. The Accuracy of the message
2. Whether or not the sender have the authority to send the message and or required
the action
3. The behavioral implications for the receiver
STEPS IN EFFECTIVE COMMUNICATION

USE – application of the received message

PROVIDE FEEDBACK – the last step of the process, giving

feedback to the sender
VERBAL COMMUNICATION
- Are communication that are transmitted through hearing or sight

1. Oral Communication
- hearing the sender’s words
- seeing body movements

2. Written communication
- where the sender seeks to communication through written words
NON-VERBAL COMMUNICATION
- are communication through sending and receiving wordless
clues. It includes the use of visual cues such as body language
(kinesics), distance (proxemics) and physical
environments/appearance, of voice (paralanguage) and of
touch (haptics).
BARRIERS OF
1)Personal Barriers
COMMUNICATION
- hindrances to effective communication arising from communicator’s
characteristics as a person(i.e., emotions, values, poor listening, habits,
sex, age, race, socioeconomic status, religion, education)
2.) Physical Barriers
- interference to effective communication occurring in the environment
where the communication is undertaken.
3.) Semantic Barriers
– Semantic –the study of meaning as expressed in symbols -interference
with the reception of a message that occurs when the message is
misunderstood even though it is received exactly as transmitted
OVERCOMING BARRIERS TO COMMUNICATION
1) use feedback to facilitate understanding and increase the potential
for appropriate action
2) repeat messages in order to provide assurance that they are properly
received
3.) use multiple channels so that the accuracy of the information may be
enhanced
4.) use simplified language that is easily understandable and which
eliminates the possibility of people getting mixed-up with meanings
Techniques for Communicating in organizations
DOWNWARD COMMUNICATION
- message flows from higher levels of authority to lower levels
- to give instruction
- to provide information about policies and procedures
- to give feedback about performance
- to indoctrinate or motivate
UPWARD COMMUNICATION
- Message from lower-level positions to persons in higher positions
- Formal grievance procedures
- Employee Attitude and opinion Surveys
- Suggestion System
- Open-Door Policy
- Informal GrOUp Sessions
- Task forces
- Exit interviews
HORIZONTAL COMMUNICATION
- messages sent to individuals or groups from another of the
same organizational level or position
- to coordinate activities between department
- to persuade others at the same level of organization
- to pass on information about activities or feelings
MANAGEMENT INFORMATION SYSTEM
“An organized method of providing past,
present, and projected information on internal
operations and external intelligence for use in
decision-making”
– Boone & Kurtz
PURPOSE OF MIS
1.) to provide a basis for the analysis of early warning signals
that can originate both externally and internally
2) to automate routine clerical operations like payroll and
inventory reports
3.) to assist managers in making routine decisions like scheduling
orders, assigning orders to machine, and reordering supplies
4.) to provide the information necessary for management to
make strategic or non-programmed decisions
ACTIVITY WORK
GROUP 1 : DOWNWARD COMMUNICATION : ANNOUNCEMENT OF JOB
TRANSFER AND POSSIBLE RETRENCHMENT, TALK TO POSSIBLE
AFFECTED PERSONS
GROUP 2 : UPWARD COMMUNICATION : SPEAKING TO YOUR BOSS
ABOUT WORK COMPLAINT
GROUP 3 : HORIZONTAL COMMUNICATION : COMPLAINT AGAINST
DEFECT FOUND FROM YOUR PREVIOUS PROCESS
GROUP 4 : DOWNWARD COMMUNICATION : SHARING TO YOUR
SUBORDINATE ABOUT HER/HIS LATEST POOR PERFORMANCE
GROUP 5 : DOWNWARD COMMUNICATION : DEADLINE ABOUT THE
JOB, AND NOT COMPLYING ON DEADLINE