Interpersonal

Communicatio
n
Presented by:
Nacabuan, Rosedel V.
 Learning Objectives
1) Describe the communication process.
2) Describe the impact of information technology on
interpersonal communication in organizations.
3) Explain how nonverbal communication can be
used to enhance communication.
4) Present details about the various channels of
communication in organizations.
5) Summarize barriers to effective communication
and how to overcome them.
6) Explain how to overcome cross-gender and cross-
cultural communication problems.
7) Recognize the basics for becoming a more power-
oriented communicator.
THE COMMUNICATION
PROCESS
The Communication
Process
 Components of
communication
1) Source (the sender)
person attempting to send
a message to another
person. Authority and
experience of sender can
call attention to message.
2) Message a purpose or
idea to be conveyed.
Clarity, complexity,
length, and organization
affect reception of
message.
3) Channel (medium) how
and through what media
the message is conveyed
to the receiver.
 Components of
communication
4) Receiver the party to whom
the message is sent must get
and understand properly the
message for communication
to take place.
5) Feedback reactions of the
receiver that indicate
message was received and
properly understood.
6) Environment factors such as
organizational culture affect
how messages are
transmitted and understood.
7) Noise physical and human
relations distractions in the
environment can disrupt the
communication process.
COMMUNICATION AND
INFORMATION TECHNOLOGY
 E-MAIL
Two major impacts on
interpersonal
communication
Written messages have replaced
telephone and personal
conversations.
The volume of messages each
manager receives has increased.
E-mail Characteristics
Unaffected by distance and time.
Enhances industrial democracy
by linking workers and leaders.
Encourages indiscriminate
sending of trivial information.
 Time Management Tips for E-
mail
1) Add No Reply Needed.
2) Save time by using pre-written responses.
3) Attach first, write next.
4) Use a clear subject line.
5) Keep e-mail focused on one topic.
6) Use the phone when appropriate.
7) Insert answer after the question.
8) Keep e-mails private with a BCC (blind
carbon copy).
9) When replying to sender, dont reply all.
10)Put your comments at the top.
 The Alternative
Workplace
A combination of non-traditional work
practices, settings, and locations that
supplements the traditional office.
 The Alternative
Workplace
Telecommuting
An arrangement in which
employees use computers to
perform their regular work
responsibilities at home or in
satellite office.
Have a strong reliance on E-mail.
Lack the social interactions of
work.
Can be difficult to evaluate
performance.
Challenges in separating home life

and work
Presentation Technology
The capability to create and effectively use
multimedia presentation tools is an
essential managerial skill.
Presentation Technology
Tips for a Professional
Presentation
1) Know how to operate
presentation equipment.
2) Maintain eye contact with
the audience and talk to the
audience, not to the screen.
3) Reveal points only as
needed.
4) Keep the slide in view until
the audience gets the point.
5) Use special slide effects
sparingly.
 Voice Recognition
Systems
Electronic devices
capable of recognizing
verbal commands and
carrying them out by:
Acting as virtual
secretaries in office
messaging systems.
Supplementing or
replacing keyboarding
commands.
Voice systems have
difficulty recognizing
individual speech
patterns, context, and
words with multiple
meanings.
 Non-Verbal
Communication
 Non-Verbal
Communication
The transmission of messages by means other
than words, usually as a supplement to written,
spoken, or signed communications.
General purpose is to express the feeling behind
the message.
Non-Verbal Communication
Behaviors
1) Body placement
2) Postures
3) Hand gestures
4) Facial expressions
5) Voice tone
6) Clothing, dress, appearance
7) Mirroring
ORGANIZATIONAL CHANNELS
OF COMMUNICATION
 Formal Communication
Channels
Officially defined
pathways for
sending information
inside and outside
the organization.
Organization charts
illustrate the
hierarchical
channels to be
followed.
 Network Organization
A spherical structure
that can rotate self-
managing teams and
other resources around
a common knowledge
base.
Has communication
channels that do not
follow the formal
patterns of hierarchical
organizations.
 Informal Communication
Channels

An unofficial
network that
supplements the
formal channels.
Informal Communication
Channels
The Grapevine
The major informal
channel in
organizations.
Can distort information
in its tangled pathways.
Used to spread
negative rumors and
gossip.
Used to disseminate
information along
informal lines.
 Formal vs. Informal
Formal Informal
It follows the officially It is independent of
established chain of the authority relations
command and lines of in the organization.
communication. It carries messages at
It is a slow moving a fast speed.
process. It is not possible to fix
It is easy to pin point the responsibility of
the responsibility with informal
to formal communication.
communication.
 Managing Communications
Combating rumors in organizations:
Be wary of vague communications.
Promote healthy, accurate communications.
Avoid concealing bad news.
Correct erroneous communications promptly.
COMMUNICATION DIRECTIONS
 Downward
Communication
Flow of messages
from a higher to a
lower level in
organization.
Upward Communication
Transmission of
messages from lower
level to higher levels
in an organization.

Improving upward
communications:
Management by
walking around
Chance encounters
Talking regularly with
employees (open-door
policy)
Lateral or Horizontal
Communication

Communication
among employees
on the level in
organization.
Crosswise or Diagonal
Communication

Transmission of
messages to other
departments at
higher and lower
levels in the
organization.
 Barriers to Interpersonal
Communication
The term for the varying meanings that
1) Semantics
people attach to words.
Involves coloring or altering information to
Filtering of negative
2) make the message more acceptable to the
information
receiver.
Credibility of the Message value and importance are based on
3)
sender the trustworthiness of the sender.
Sending different messages about the same
4) Mixed signals
topic creates confusion.
People perceive words and concepts
Different frames of
5) differently based on their personal perspective
reference
and past experience.
Making a value judgment prior to receiving
6) Value judgments the message interferes with the
communication of the message meaning.
Occurs when people are so overloaded with
Communication
7) information that they cannot respond
overload
effectively to messages.
 Improving the Sending of
Messages
Clarify ideas before
communicating.
Monitor the receiver.
Discuss differences in
paradigms.
Foster informal
communications.
Communicate feelings behind
the facts.
Be aware of nonverbal behavior.
Obtain feedback.
Adapt to the other persons
communication style.
 Eleven Keys to Effective
Listening
1) Find an area of interest.
2) Judge content, not delivery.
3) Hold your fire.
4) Listen for ideas.
5) Be flexible.
6) Work at listening.
7) Resist distractions.
8) Exercise your mind.
9) Keep your mind open.
10)Capitalize on the fact that thought is faster than
speech.
11)Restate what you hear.
KEY GENDER DIFFERENCES
IN COMMUNICATION STYLES
Gender Differences in
Communication
Key Gender Differences in
Communication Styles
 Cross-Cultural
Communication
 Overcoming Cross-Cultural
Communication Barriers
Be sensitive to the fact that cross-cultural barriers exist.
Show respect for all workers.
Use straight-forward language and speak slowly and clearly.
Be alert to cultural differences in customs and behaviors.
Be sensitive to differences in nonverbal communication.
Do not be diverted by style, accent, grammar, or personal
appearance.
The Power-Oriented Linguistic
Style
Components of a linguistic style
that give power and authority to
the message sender:
Choose words that show conviction
such as
Im convinced or Im confident.
Use the pronoun I to receive more
credit for your ideas.
Emphasize direct rather than indirect
talk.
Frame your comments in a way that
increases your listeners receptivity.
Speak at length, set the agenda for a
conversation, make jokes and laugh.
 The Power-Oriented Linguistic
Style
(cont) Components of a linguistic style
that give power and authority to the
message sender:
Minimize the number of questions you ask that
may imply you lack information on the topic.
Apologize infrequently and particularly
minimize saying, Im sorry.
Take deep breath to project a
firm voice with power and
conviction.
Occupy as much space as
possible when speaking
before a group.
THANK YOU!