11.1 The Process of Managerial Communication

Communication is the lifeblood of organizations. It's how ideas flow, decisions get made, and work gets done. Effective communication involves a sender encoding a message, transmitting it through a channel, and a receiver decoding it.

Managers use different types of feedback to guide employees. Positive feedback reinforces good performance, while constructive criticism helps address areas for improvement. Evaluative feedback assesses overall performance, and developmental feedback focuses on long-term growth.

The Communication Process

Process of communication

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• Sender encodes thoughts and ideas into a message using words, symbols, or gestures to convey intended meaning
• Transmits encoded message through chosen communication channel (face-to-face conversations, phone calls, emails, or written documents)
• Receiver decodes and interprets received message, assigning meaning based on their knowledge, experiences, and perceptions
• Feedback is receiver's response to the message, sent back to sender for assessment of understanding and necessary adjustments
• Nonverbal communication plays a crucial role in conveying meaning through body language, facial expressions, and tone of voice

Types of managerial feedback

• Positive feedback reinforces desired behaviors or outcomes through praise, recognition, or rewards (employee of the month award) to encourage continued performance and boost morale
• Negative feedback addresses areas needing improvement or correction through constructive criticism, pointing out errors, or suggesting changes (revising a report) to help identify and rectify mistakes or inefficiencies
• Evaluative feedback assesses an employee's overall performance through reviews, appraisals, or ratings (annual performance review) to provide a formal evaluation of strengths and weaknesses
• Developmental feedback focuses on long-term growth and improvement by identifying areas for professional development or skill enhancement (leadership training) to support employees in reaching full potential and advancing careers

Barriers to Effective Communication

Impact of noise on clarity

• Physical noise creates external distractions or disruptions in communication environment (background sounds, poor lighting, uncomfortable temperatures) making it difficult for receiver to focus on and understand message
• Semantic noise arises from differences in meaning assigned to words or symbols by sender and receiver due to jargon, technical terms, or cultural differences in language use (industry-specific acronyms) leading to misinterpretation or confusion about intended message
• Psychological noise involves internal distractions or biases affecting message processing such as preconceived notions, emotions, or lack of interest in topic (disagreement with speaker's viewpoint) causing receiver to filter or distort message based on own thoughts and feelings
• To minimize noise impact, managers should:
  1. Choose appropriate communication channels and environments (quiet meeting room)
  2. Use clear, concise language and avoid jargon when possible (plain English)
  3. Consider receiver's background, knowledge, and perspective (tailoring message to audience)
  4. Encourage active listening and provide opportunities for clarification and feedback (Q&A session)
  5. Be aware of barriers to communication, such as cultural differences or information overload

Enhancing Communication Effectiveness

• Utilize various communication channels to ensure message reaches intended audience effectively
• Develop emotional intelligence to better understand and manage emotions in self and others during communication
• Cultivate an organizational culture that promotes open and transparent communication
• Practice active listening techniques to improve understanding and engagement in conversations