Unit 4 (P 39) Interpersonal and organizational communication: flows, types, barriers, enhancing communication

Types of communication

1. Formal Communication: Communication through officially designated channels of message flow between organization positions. Usually found in organizational charts, policy manuals, or hierarchical structures.
• Downward communication: Communication that flows from upper to lower (such as manager to employer or superior to subordinate).Types of messages: job instructions, job rationales, procedures and practices information, feedback, and indoctrination. Pro- efficient (fast) Con- managerial control
• Upward Communication: Transmission of messages from lower to higher levels of the organization (such as communication initiated by subordinates with their superiors).Types of messages: performance on the job, job related problems, fellow employees and their problems, subordinates perceptions of org policies and practices, tasks and procedures. Pro: promotes morale among all employees Con: not enough superiors encourage subordinate
• Sideward Communication: Flow of messages across functional areas at a given level of an organization (this permits people at the same level to communicate directly).Type of messages: facilitates problem solving, info sharing across different work groups, task coordination between departments and project teams. Pro: Effective Con: Not efficient (time consuming)
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2. Informal Communication: Episodes of interaction that do not reflect officially designated channels of communication. The ‘grapevine’ emerges from social and personal interests of the employees rather than formal requirements of the organization. Informal communications is inherent and even a necessary aspect of organization life. Pro: Creates a relaxed, comfortable climate Con: Should not become a substitute for an ineffective, formal system.
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3. Interpersonal communication: Another facet of communication in the organization is the process of face-to-face or interpersonal communication, between individuals. Such communication may take several forms. Messages may be verbal (that is, expressed in words), or they may not involve words at all but consist of gestures, facial expressions, and certain postures ("body language"). 

• Oral communication: It is process of face to face conversations, group decisions, telephone call etc.  There is immediate feedback and take little time to complete the process. It is mostly used effective form of interpersonal communication.
• Written communication: This form of communication uses formal written materials to communicate. This type of message can be recorded for verification and evidence. It is more time and resource consuming.
• Nonverbal Communication: Nonverbal communication is usually understood as the process of communication through sending and receiving wordless (mostly visual) messages between people. Messages can be communicated through gestures and touch, by body language or posture, by facial expression and eye contact. Nonverbal messages could also be communicated through material exponential; meaning, objects or artifacts (such as clothing, hairstyles or architecture). Speech contains nonverbal elements known as paralanguage, including voice quality, rate, pitch, volume, and speaking style, as well prosodic features such as rhythm, intonation, and stress. Likewise, written texts have nonverbal elements such as handwriting style, spatial arrangement of words, or the physical layout of a page. Nonverbal messages may even stem from silence.

There are many different types of nonverbal communication

1. Facial expressions: The human face is extremely expressive, able to express countless emotions without saying a word. And unlike some forms of nonverbal communication, facial expressions are universal. The facial expressions for happiness, sadness, anger, surprise, fear, and disgust are the same across cultures.
2. Body movements and posture: Consider how your perceptions of people are affected by the way they sit, walk, stand up, or hold their head. The way you move and carry yourself communicates a wealth of information to the world. This type of nonverbal communication includes your posture, bearing, stance, and subtle movements.
3. Gestures: Gestures are woven into the fabric of our daily lives. We wave, point, beckon, and use our hands when we’re arguing or speaking animatedly—expressing ourselves with gestures often without thinking. However, the meaning of gestures can be very different across cultures and regions, so it’s important to be careful to avoid misinterpretation.
4. Eye contact: Since the visual sense is dominant for most people, eye contact is an especially important type of nonverbal communication. The way you look at someone can communicate many things, including interest, affection, hostility, or attraction. Eye contact is also important in maintaining the flow of conversation and for gauging the other person’s response.
5. Touch: We communicate a great deal through touch. Think about the messages given by the following: a firm handshake, a timid tap on the shoulder, a warm bear hug, a reassuring pat on the back, a patronizing pat on the head, or a controlling grip on your arm.
6. Space: Have you ever felt uncomfortable during a conversation because the other person was standing too close and invading your space? We all have a need for physical space, although that need differs depending on the culture, the situation, and the closeness of the relationship. You can use physical space to communicate many different nonverbal messages, including signals of intimacy, aggression, dominance, or affection.
7. Voice: It’s not just what you say, it’s how you say it. When we speak, other people “read” our voices in addition to listening to our words. Things they pay attention to include your timing and pace, how loud you speak, your tone and inflection, and sound that convey understanding, such as “ahh” and “uh-huh.” Think about how tone of voice, for example, can indicate sarcasm, anger, affection, or confidence.

Process of Communication

1. Sender: Communicator who has some ideas, opinions, information to transmit.
2. Encoding: the translation of information through language, sins, picture, or symbols.
3. Message: the encoded idea or information.
4. Medium: It is the pathway for transmission of message i.e. Face to face, telephone, mails, letters, etc.
5. Receiver: Person receiving the message.
6. Decoding: the understanding of the message
7. Feedback: the response of the receiver after receiving and understanding the message.
8. Noise: the disturbance that occurs during the transmission of the message.

Barriers to communication

1. Organizational Barriers:
• Organizational policy
• Organizational Rules and Regulations
• Lengthy Scalar Chain
• One-way communication System
• Lack of Confidence in Subordinate
2. Physical Barriers:
• Physical distance
• Hierarchy structure
• Office design
• Noise
3. Psychological Barriers: lack of interest of the receiver ( psychological factors)
• Distrust of communicator
• Superiority complex
• Individual perception
• Premature Evaluation
• No attention
4. Semantic Barriers: Due to word used for communication.
• Harsh language
• Vague Language
• Misleading Translation
• Technical language
5. Technological Barriers: Due to the use of inefficient techniques.
• Mechanical Barriers
• Loss of transmission
• Information overload
• Insufficient period allowed

Enhancing Effective communication/ Techniques of improving communication

1. Active listening:
2. Utilizing feedback:
3. Regulating information flow:
4. Two- way communication:
5. Simplifying language:
6. Avoid information overload:
7. Create an environment of trust and confidence:
8. Reduce psychological barriers: