Communication

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“YOU CAN NOT NOT COMMUNICATE”
Importance of Communication

https://youtu.be/Dgp-bfdiCoY
 What Is Communication?

Communication is simply the act of transferring information from one

place, person or group to another. Every communication involves (at
least) one sender, a message and a recipient.
Communication is actually a very complex subject:

The transmission of the message from sender to recipient can be affected by a

huge range of things:

● emotions,
● the cultural situation, the medium used to communicate,
● and even our location.

The complexity is why good communication skills are considered so desirable

by employers around the world: accurate, effective and unambiguous
communication is actually extremely hard.
Advantages of Effective Communication

● Effective communication provides many advantages in both

daily life and business life.

● With effective communication, individuals establish better

relationships because they can express themselves correctly in
their social environment.

● Establishing the correct communication also prevents

unnecessary discussions as it will prevent misunderstandings

● A peaceful environment is possible with healthy

communication.
Advantages of Effective Communication
● Effective communication in both business negotiations and
business life helps individuals achieve success. Individuals who
communicate effectively, especially in interviews, are one step
ahead of their competitors.

● With effective communication, the self-confidence of the individual

also increases. People with high self-confidence, on the other
hand, express their opinions clearly and better convey what they
want to tell.

● Effective communication also positively affects teamwork to be

productive.

● Being able to make the right decisions is among the advantages of

effective communication.

● People with strong communication power are more advantageous

in every respect than people who cannot communicate properly
Importance of Communication:
Communication is the heart of any organization. Everything you do in the workplace from the results
of communication. While developing your career you will get to know why communication is
important.

In the Organization:

Communication plays a very important role in the management of any organization because it is a tool
for sharing thoughts, ideas, opinions and plans in various parts of an organization. Good
communication is required not only in building relationships but also for a successful business.

Importance for Individuals:

Communication is important to express oneself. It also satisfies one's needs. One should have effective
communication for advancement in the career. In your personal life, effective communication skills can
smooth your way and your relationships with others by helping you to understand others, and to be
understood.

To Secure an Interview:

To secure yourself in the interview you should communicate confidently and clearly. Good
communication skills would help you to get selected for the job.
Importance of Communication:
For Motivation:

Communication is a basic tool for motivation. This can improve the morale of the people.

To Increase Productivity:

With effective communication, you can maintain relationships. It helps to increase productivity.

To Develop Professionalism in Students:

In the future students will become doctors and then they need to communicate effectively with their patients. They need empathy,
friendliness in their profession for interacting with patients. In the future students will become political / business, entrepreneurs, and
leaders, in all these fields they need to communicate effectively.

To Increase the Quality of Being Friendly With Others:

It is important to be friendly with others. Good communication builds strong friendships. It will give confidence. In this way,
communication skills enhance the ability to understand and share the feelings of each other. It is important for making friendly
relationships.

To sum up, communication plays a major role in promoting the life of an individual.
Communication Process:
● Develop an idea
● Encode
● Transmit
● Receive
● Decode
● Accept
● Use
● Feedback
DEVELOP AN IDEA

The first step for communication in a

school district is to develop an idea that
senders wishes to transmit
 ENCODE

Step 2 is to encode (convert) the idea into words,

non-verbal cues, diagrams, or other symbols of
transmission. Meaning cannot be transmitted
because it lies in the significance that the encoder
attributes to the symbol. The receiver of the
message will also assign meaning to that symbol.
TRANSMIT

Once the message is developed,

step 3 is to transmit it by one of
several methods including
memoranda, telephone, closed-circuit
television, computers, board policy
statements, and face-to-face
communication.
RECEIVE

The transmission allows another person to

receive a message, which is step 4. The
receiver needs to be a good listener if the
message is oral. If the message is written, the
receiver must be attentive to its stated and
implied meaning.
WHAT DOES A GOOD LISTENER WHAT IS LISTENING?
DO?

https://www.menti.com/r2764vfyqr
DECODE

Step 5 is to decode the

message so that it can be
understood. Because meaning
cannot be transmitted, it
cannot be received.
Therefore, receivers must
take transmitted messages
and give meaning to them
ACCEPT

When the receiver has obtained and decoded

the message, that individual has a choice to
accept or reject it, which is step 6. Some
factors affecting acceptance or rejection of the
message involve the authority and credibility of
the sender, the sender's persuasive skills, the
implications for the receiver, and the receiver's
perception of the accuracy of the message.
USE

Step 7 in the communication

process is for the receiver to use
the information. The receiver
can ignore the communication,
store it for possible action later,
or do something with it.
FEEDBACK

The receiver should give

feedback to the sender that
the message was received
and understood. Feedback
completes the communication
cycle (step 8)
21 COMPONENTS OF EFFECTIVE
FEEDBACK
Communication can be
nonverbal as well as
verbal.
Proxemics: The way
people perceive and
use space, including
seating
arrangements,
physical space, and
conversational
distance (personal
space).
Chronemics: Concerned
with the use of time, such
as being late or early.
Hand Gestures in Turkish
https://forms.gle/pS
5WTVhssTzJgptH9
Most experts agree that 70 to
93 percent of all
communication is nonverbal.
 DIRECTION OF COMMUNICATION
Communication is interlinked with most of the processes that take place in school districts,
such as planning, organizing, staffing, directing, coordinating, and reporting.

Communication flow is carried in four

distinct directions:
● downward
● upward
● horizontally
● diagonally
The other major communication flow is the grapevine.
School district communication flows
 Downward Communication

➔ Hierarchical systems like large school districts tend to use downward

communication, in which people at higher levels transmit information to
people at lower levels.
➔ among different groups of senders and receivers, including superintendent to
assistant superintendents, assistant superintendents to principals, principals to
department heads, department heads to teachers, or any other combination of
superior to subordinate.
 3 Ways to Improve Downward Communication

1. School districts should adopt communication training programs

for all administrative personnel.
2. School administrators should get out of their offices and talk to
employees on the "firing line."
3. School administrators should conduct regular
supervisory-subordinate discussions. Such participative interactions
will help administrators identify, analyze, and solve problems
collaboratively with subordinates.
 Upward Communication

★ It also follows the hierarchical chart and transmits information

from lower to higher levels in the organization.

★ Upward communication is necessary to provide administrators

with feedback on downward communication, monitor
decision-making effectiveness, gauge organizational climate,
deal with problem areas quickly, and provide needed
information to administrators.
4 Practices to Improve Upward Communication

1. Employee Meetings
2. Open Door Policy
3. Employee Letters
4. Participation in Social
Groups
 Horizontal Communication

● Horizontal communication takes place between employees at the same

hierarchical level.
● This type of communication is frequently overlooked in the design of most
organizations. Integration and coordination between units in an
organization is facilitated by horizontal communication.
● Besides providing task coordination, horizontal communication furnishes
emotional and social support among peers. In effect, it serves as a
socialization process for the organization. The more interdependent the
various functions in the organization, the greater the need to formalize
horizontal communication.
 Diagonal Communication

❖ Diagonal communication
is important in
situations in which
participants cannot
communicate effectively
through other
channels.
 The Grapevine

● Grapevines exist in all large ● The term grapevine applies to

organizations regardless of all informal communication,
communication flow. This including institutional
type of communication flow information that is
does not appear on any communicated verbally
organizational chart, but it between employees and people
carries much of the in the community. It coexists
communication in the with the administration's formal
organization. communication system.
 Positive Features of Grapevine
I. Keeps subordinates informed about important 11111111111111111111111111111
organizational matters. 11111111111111111111111111111
II. Gives school administrators insights into subordinates' 11111111111111111111111111111
attitudes. 11111111111111111111111111111
11111111111111111111111111111
III. Provides subordinates with a safety valve for their
11111111111111111111111111111
emotions. 11111111111111111111111111111
IV. Provides a test of subordinates' reactions to a new 11111111111111111111111111111
policy or procedural change without making formal 11111111111111111111111111111
commitments. 11111111111111111111111111111
V. Helps build morale by carrying the positive comments 11111111111111111111111111111
11111111111111111111111111111
people make about the school district.
1111111111111111

➔ One of the negative features of the grapevine, is rumor. Because the information
cannot be verified, rumors are susceptible to severe distortion as they are passed from
person to person within the organization.
COMMUNICATION
NETWORKS
 Organizational
communication can
be transmitted in a
number of
directions:
downward, upward,
horizontally,
diagonally, and
through the
grapevine.
 These
communications
can be formal or
informal, in either
case, the actual
pattern and flow of
communication
senders and
receivers are called
communication
networks.
Network Patterns
 Wheel Network
Wheel network is a two-level hierarchy, is the most
structured and centralized of the patterns because
each member can communicate with only one other
person.

For example, Amanda is the owner and manager of a

small shop. She has only four employees. Information
comes from her directly to these employees, and they
communicate directly back to her. As the centralized
decision maker, it's important that she make the best
decisions for the company.
The CEO will talk to a manager who is
next in the hierarchy but does not talk to
a clerk at the bottom of the hierarchy. Chain Network
The chain network often takes up time,
and communication may not be clear.
This could cause people at the bottom to Chain network ranks
feel discouraged, but it could also give next highest in
them the motivation to move up the chain. centralization. Only two
people communicate with
one another, and they in
turn have only one person
to whom they
communicate.
Information is generally
sent through such a
network in a relay
fashion.
Al has a nice hat → Al is really fat
To exemplify,
Carlos (C) is the Y Network
main person who
communicates or
transfers the
information with
Anna (A), Bella
(B) and Della (D).

It follows the formal

chain of authority
where an upward and
It is similar to the chain except that downward type of
two members fall outside the chain. communication takes
places in the
organizational
hierarchy.
 For example, a group of managers at a
Circle Network grocery store are all at the same level. In
this network, they will communicate
together and then pass on information to the
assistant managers, then the assistant
Circle network is a three-level hierarchy, managers will pass information on to the
symbolic of horizontal and decentralized cashiers.
communication. Every member in the
circle has equal communication
opportunities. In the circle, everyone
becomes a decision-maker.
 The star network has no central
position, and no communication
Star Network
restrictions are placed on any
member.
A WhatsApp group which is Star network is an extension of the
related to work is a good example of circle network. The star network
Star Network. permits each member to communicate
freely with all other persons
(decentralized communication).

The star network permits each

member to communicate freely with
all other persons.
Network Analysis
 There are 4 main
communication roles have
emerged in network
analysis:

1. Gatekeepers
2. Liaisons
3. Bridges
4. Isolates
 GATEKEEPERS

A strategic position in the network that allows them to control information.

Having the capacity to control information

The major informal communication

flow in school organizations is called
the grapevine.

The grapevine carries both accurate

information and rumors.
 LIAISONS
An individual who interpersonally connects
two or more cliques within the system
without himself belonging to any clique.

Bridge between groups, tying groups

together and facilitating communication
flow needed to integrate group activities.
 BRIDGES

A person who is a member of one

communication clique and links it, via a
communication dyad, with another clique.
ISOLATES

An individual who has few communication

contacts with the rest of the system.
Work alone and communicate little with others.
TO SUM UP

Communications within school organizations flow in four primary directions:

downward, upward, horizontally, and diagonally. These communication
flows are more likely to occur in open than in closed organizational climates.

Whether formal or informal, the actual pattern of communication connecting

people within school - organizations is called a network. A school
organization's network is often quite different from the pattern of
relationships established by its formal structure.
 Communication and Technology
● Six developments that illustrate the impact of technology on communication:

ELECTRONIC
SOCIAL PRESENTATION
MAIL
NETWORKING TECHNOLOGY
(E-MAIL)

VIDEOCONFERENCING
INSTANT WEB LOGS
MESSAGING (BLOGS)
 ELECTRONIC MAIL (E-MAIL)

❏ written quickly, edited and stored

❏ can be read at anytime by the receiver
❏ the cost of sending e-mail messages is much
less than the cost of printing and duplicating

❏ drawbacks: misinterpreting the message,

communicating negative messages, sending
emotionally-charged e-mails, privacy
concerns
 INSTANT MESSAGING

● real time exchange

text type of instant

messaging messaging

makes use of
portable
communication
devices
 SOCIAL NETWORKING

● Facebook, Myspace composed of seperate networks

………………
● IBM and Microsoft professional
………………
based
networking sites ………………
on
………………
…

schools,
companies,
region
 WEB LOGS (BLOGS)

● express personal thoughts

● discuss issues in casual format
● drawbacks about employer and
employee
● First Amendment
 PRESENTATION TECHNOLOGY

● computer generated slide

● classroom, professional conferences

● PowerPoint

● eye contact primary interaction

 VIDEOCONFERENCING

- 90s in specific
rooms with TV cameras

- Cameras and microphones

are become our new senses
for long distance
communication
 BARRIERS TO COMMUNICATION

1) Frames of Reference
2) Filtering
3) Structure
4) Information Overload
5) Semantics
6) Status Differences
1. Frames of Reference:

- People can interpret the same communication differently,

depending on their learning, culture and experience.
- This type of communication barrier is related to the encoding and
decoding components of the communication process.
- If the sender and receiver have a common frame of
reference-that is, when the encoding and decoding of a message
are similar-communication is likely to be effective.
 2. Filtering:

- Filtering is a process that occurs as

information is transmitted from one level to
another.
- Filtering can occur in either downward or
upward flows of communication.
- In school districts, filtering problems occur
more often in upward communication than
in downward communication.
 3) Structure :

- The structure of the school district can affect the quality of

communications within it.
- A tall structure is one in which there are many hierarchical levels of
authority
- The tall structure is very useful for horizontal communication flow
- A flat structure, which has few levels between the top and bottom of the
hierarchy, has many people at the bottom.
- It is relatively easy to get a message from the bottom to the top of the
hierarchy in a flat structure.
- Furthermore, in a flat structure , there is less gatekeeping and vertical(
upward and downward) communication between superior and subordinate
is better.
 4) Information Overload :

Information overload occurs for several

reasons:

- First, school districts face higher levels of

uncertainty today because of increasing
turbulence in the external environment.
- Second, increased role specialization and
task complexity create a need for more
information.
- Third, advances in communication
technology, such as the use of computers,
increase the quantity of information and data
available.
 5) Semantics :

- The same words may have ………………………………………………………………………

different meanings to different ………………………………………………………………………
………………………………………………………………………
people. ………………………………………………………………………
- Semantics can be a ………………………………………………………………………
communication barrier because ………………………………………………………………………
………………………………………………………………………
of the misinterpretation of ………………………………………………………………………
words. ………………………………………………………………………
- Meanings are not in the words ………………………………………………………………………
………………………………………………………………………
but in the minds of the people ………………………………………………………………………
who receive them. ………………………………………………………………………..
 6) Status Differences :

- Status interferes with effective

communication between personnel at
different levels of the hierarchy.
- The higher one's status in the school
district, the less likely the person will
have effective communications with
personnel a few levels removed.
- Communication between higher-status
personnel and lower-status personnel
tends to be limited, and the messages
that subordinates send upward in the
hierarchy tend to be positive (filtering).
 OVERCOMING BARRIERS TO COMMUNICATION

In an attempt to overcome some of the communication barriers, we examine 5

communication skills :

1) Repetition

2) Empathy

3) Understanding

4) Feedback

5) Listening

They are a means of improving

school district communications.
1. Repetititon:

- Involves sending the same message

over and over again, using multiple
channels (e.g., telephone call,
face-to-face discussion,
memorandum, or letter).
- By using two or more channels to
transmit a message, communication
failure is less likely to occur.
2. Empathy:

- Effective communication means

that the sender can make
predictions about how the
receiver will respond to a
message.
- Empathy is a technique for
understanding the other person’s
frame of reference.
3. Understanding - School administrators must remember that
effective communication involves
transmitting understanding as well as
messages.
- Regardless of the communication channel
used, messages should contain simple,
understandable language.
- School administrators must encode
messages in words and symbols that are
understandable to the receiver.
4. Feedback
- Feedback ensures effective communication and determines the
degree to which a message has been received and understood.
- School districts need effective upward communications if their
downward communications are to be effective.
- Although two-way communication is more time-consuming than is
one-way communication, it provides increased satisfaction and is
recommended in all but the simplest and routine transmission of
information
 5. Listening

- Listening skills affect the quality of

colleague and superordinate-subordinate
relationships in schools.
- Successful communication therefore
requires effective listening on the part of
both the sender and the receiver.
- Often listening is the weak link in the
chain of two-way communication.
- Note that the first and last rule for good
listening is to "stop talking.
 Six listening styles which have been developed by Performax Systems
international can help school administrators improve their listening skills.

Inclusive Stylistic
Listener Listener

Leisure Technical
Listener Listener

Empathic Nonconforming
Listener Listener