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Manager & communication

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AYAZ HUSSAIN

The document discusses various aspects of communication in organizations. It covers coordinating subordinates to achieve goals, different types of communication like oral, written, and body language. It also discusses downward, upward, and horizontal communication flows. Key aspects of effective communication mentioned are being direct, honest, timely, balanced in feedback, and well-prepared. Common communication challenges discussed are giving negative feedback, inappropriate forums, being unprepared, and lack of listening.

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Manager & communication
COORDINATING AND OVERSEEING (WORKING ACTIVITIES) OF SUBORDINATES EMPLOYEES TO ACHIVE ORGANIZATIONAL OBJECTIVES/GOALS EFFICIENTLY AND AFFECTIVELY
COMMUNICATION STAFF EMPLOYEES WORKERS MANAGER
PROCESS OF SHARING INFORMATION FACT/OPINION ONE PERSON TO ANOTHER PERSON WITH A PURPOSE ? TO SAY ? TO SAY TO CREATE UNDERSTANDING BY CONVEYING MEANINGS SOMETHING IN MIND ENCODING MEANING TO SYMBOLS SENDER DECODING SYMBOLS IN MEANINGS RECEIVER
? TRANSMISSION OF MESSAGE ? MESSAGE IT SELF ? MUTUAL UNDERSTANDING ? DIRECTING AND CONTROLING THE STAFF ? MAKE COMMUNICATION EFFECTIVE ? ELIMINATE COMMUNICATION GAP ? MAKE COMMUNICATION TWO WAY ? COMMUNICATION WAS LIMITED ? THROUGH PAPER-WORK & TELEPHONE CALLS ? USE NEW TECHNOLOGY ? HAVE CELL PHONES ? VIDEO CONFERENCING, E-MAIL, ? SATELLITE COMMUNICATION (TO SUPPORT BUSINESS COMMUNICATION) ? RULES, REGULATIONS AND POLICIES TO BE COMMUNICATED ? WITHIN & OUTSIDE THE ORGANIZATION ? BASIC FUICTIONS OF MANAGEMENT ? PLANNING ? ORGANIZING ? LEADING ? CONTROLING
? ORAL COMMUNICATION ? CAN BE FORMAL OR INFORMAL ? USE FORMAL COMMUNICATION ? MEETINGS ? INTERVIEWS ? GROUP DISCUSSIONS ? SPEECHES ? WRITTEN COMMUNICATION ? AGENDA OF ORGANIZATION ? REPORTS ? CIRCULARS ? MEMOS ? NOTICES ? BODY LANGUAGE ? ACTION SPEAKES LOUDER THAN WORDS ? GESTURE ,POSTURE COMMUNICATION ORAL COMMUNICATION WRITTEN COMMUNICATION BODY LANGUAGE
ORGANIZATION DOWNWARD COMMUNICATION MANAGER USES EXTERNAL COMMUNICATION UPWARD COMMUNICATION HORIZENTAL /LATERAL COMMUNICATION
? TO TELL RULES AND REGULATIONS ? TO REGULATE AND CONTROL THE STAFF ? INSPIRING YOUR EMPLOYEES ? IMPORTANCE OF EMPLOYEES ? ENGAGE STAFF ? REDUCE TURNOVER ? FEEDBACK TO EMPLOYEES ? WELL PERFORMER ? STAFF LOYALTY ? BOOST MORALE ? SHOW CAUSE NOTICES
? CRITICAL ASPECT OF LEADERSHIP ? DIFFERENT LEVEL OF UNDERSTANDING ? IGNORE FEELINGS ? FAIL TO GAIN EMPLOYEES RESPONSE ? ONE WAY COMMUNICATION ? EMOTIONS ARE HIGH( STYLE IS ACCORDING TO THE SITUATION ? ) ? POLITE TONE ? HARSH TONE ? FAIL TO ACHIVE BUSINESS GOALS ? IN TEAM SITUATIONS ? CLASSICAL APPROACH ? TURNOVER INCREASES ? FAIL AS LEADERS ? STAFF SCARCITY ? HIDING FACTS ? COMMUNICATION SKILLS ? TO OVERCOME ALL THE CHALLANGES
? EVER GIVING NEGATIVE FEEDBACK ? DISCOURAGING EMPLOYEES ? SANDWICHING NEGATIVE FEEDBACK ? HIDING WEAK POINT ? ONLY HEAR THE GOOD ? STORING UP FEEDBACK ? DIFFICULT TO EXPLAIN ? MISS SOME IMPORTANT POINTS ? DUMPING ON EMPLOYEES ? OVER LOOK POSITIVE FEEDBACK ? BEING INSINCERE WHEN GIVING POSITIVE FEEDBACK ? UNBALANCED DETACHMENT ? NOT BEING DIRECT ARROUND ISSUES ? LACK OF TRUST INCREASES ? LACK OF LISENING ? YELLING, SCREAMING OR GETTING EMOTIONAL ? INAPROPRIATE FORUMS TO COMMUNICATE ? E.g. E-MAIL, PUBLICALY ? LOST OF TRANSLATION / MEANINGS ? NAGATIVE ASPECTS (CO. IN CRISIS) ? WITHDRAWAL OF INVESTMENT ? BEING UNPREPARED ? DON¡¯T HAVE ENOUGH INFORMATION ? WHAT TO SAY ? ? HOW TO SAY ? ? EMERGENCY / URGENT MEETING CALL
? BEING BALANCED ? IN GIVING POSITIVE & NEGATIVE FEEDBACK ? GIVE FEEDBACK WHEN ITS DUE ? BE DIRECT AND HONEST ? GIVE FEEDBACK TRUTHFULLY ? DON¡¯T HIDE FEEDBACK POSITIVE OR NEGATIVE ? BE TIMELY IN YOUR COMMUNICATION ? DON¡¯T PUT IT OFF (FEEDBACK,NOTICES,CIRCULARS,INSTRUCTIONS) ? PRACTICE AND PREPARE YOUR SELF ? WHAT TO SAY? HOW TO SAY? ? BE SPECIFIC (DON¡¯T FLY ERROS IN AIR) ? DO NOT MUCH BEHAVIOUR ? DON¡¯T BE SO POLITE/HUMBLE ? DON¡¯T BE SO ARROGANT/RUDE ? COMMUNICATE FACE TO FACE ? LOST OF TRANSLATION (E-mail, letters) ? FOCUSE ON FACTS ? CONVEY ACCURATE INFORMATION ? COMMUNICATE WITH PLAN ? BE INFORME THE STAFF ? SHOULD HAVE ENOUGH INFORMATIN ? DATE , TIME AND VENUE
? CONSTANT LATENESS ? EMPLOYEES CONSTANTLY LATE TO WORK ? TELL THEM INFORMALLY ? NEED TO USE FORMAL WAY ? ? GUIDELINES TO SOLVE THE PROBLEM ? ORGANIZE A MEETING WITH EMPLOYEES ? GO THROUGH THE ACTUAL DATES AND TIME THEY WERE LATE (BE SPECIFIC ) ? ASK THEM IF THERE IS ANY REASON (GIVE THEM CHANCE TO SPEAK) ? DOCUMENT THE CONVERSATION AND PLACE IN THEIR FILE ? GIVE THEM A COPY OF CONVERSATION ? ASK THEM TO AGREE TO TRY TO BE ON TIME IN FUTURE
EFFORT NEVER DEMAND END HO GYAAAA

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Manager & communication

  • 4. PROCESS OF SHARING INFORMATION FACT/OPINION ONE PERSON TO ANOTHER PERSON WITH A PURPOSE ? TO SAY ? TO SAY TO CREATE UNDERSTANDING BY CONVEYING MEANINGS SOMETHING IN MIND ENCODING MEANING TO SYMBOLS SENDER DECODING SYMBOLS IN MEANINGS RECEIVER
  • 5. ? TRANSMISSION OF MESSAGE ? MESSAGE IT SELF ? MUTUAL UNDERSTANDING ? DIRECTING AND CONTROLING THE STAFF ? MAKE COMMUNICATION EFFECTIVE ? ELIMINATE COMMUNICATION GAP ? MAKE COMMUNICATION TWO WAY ? COMMUNICATION WAS LIMITED ? THROUGH PAPER-WORK & TELEPHONE CALLS ? USE NEW TECHNOLOGY ? HAVE CELL PHONES ? VIDEO CONFERENCING, E-MAIL, ? SATELLITE COMMUNICATION (TO SUPPORT BUSINESS COMMUNICATION) ? RULES, REGULATIONS AND POLICIES TO BE COMMUNICATED ? WITHIN & OUTSIDE THE ORGANIZATION ? BASIC FUICTIONS OF MANAGEMENT ? PLANNING ? ORGANIZING ? LEADING ? CONTROLING
  • 6. ? ORAL COMMUNICATION ? CAN BE FORMAL OR INFORMAL ? USE FORMAL COMMUNICATION ? MEETINGS ? INTERVIEWS ? GROUP DISCUSSIONS ? SPEECHES ? WRITTEN COMMUNICATION ? AGENDA OF ORGANIZATION ? REPORTS ? CIRCULARS ? MEMOS ? NOTICES ? BODY LANGUAGE ? ACTION SPEAKES LOUDER THAN WORDS ? GESTURE ,POSTURE COMMUNICATION ORAL COMMUNICATION WRITTEN COMMUNICATION BODY LANGUAGE
  • 8. ? TO TELL RULES AND REGULATIONS ? TO REGULATE AND CONTROL THE STAFF ? INSPIRING YOUR EMPLOYEES ? IMPORTANCE OF EMPLOYEES ? ENGAGE STAFF ? REDUCE TURNOVER ? FEEDBACK TO EMPLOYEES ? WELL PERFORMER ? STAFF LOYALTY ? BOOST MORALE ? SHOW CAUSE NOTICES
  • 9. ? CRITICAL ASPECT OF LEADERSHIP ? DIFFERENT LEVEL OF UNDERSTANDING ? IGNORE FEELINGS ? FAIL TO GAIN EMPLOYEES RESPONSE ? ONE WAY COMMUNICATION ? EMOTIONS ARE HIGH( STYLE IS ACCORDING TO THE SITUATION ? ) ? POLITE TONE ? HARSH TONE ? FAIL TO ACHIVE BUSINESS GOALS ? IN TEAM SITUATIONS ? CLASSICAL APPROACH ? TURNOVER INCREASES ? FAIL AS LEADERS ? STAFF SCARCITY ? HIDING FACTS ? COMMUNICATION SKILLS ? TO OVERCOME ALL THE CHALLANGES
  • 10. ? EVER GIVING NEGATIVE FEEDBACK ? DISCOURAGING EMPLOYEES ? SANDWICHING NEGATIVE FEEDBACK ? HIDING WEAK POINT ? ONLY HEAR THE GOOD ? STORING UP FEEDBACK ? DIFFICULT TO EXPLAIN ? MISS SOME IMPORTANT POINTS ? DUMPING ON EMPLOYEES ? OVER LOOK POSITIVE FEEDBACK ? BEING INSINCERE WHEN GIVING POSITIVE FEEDBACK ? UNBALANCED DETACHMENT ? NOT BEING DIRECT ARROUND ISSUES ? LACK OF TRUST INCREASES ? LACK OF LISENING ? YELLING, SCREAMING OR GETTING EMOTIONAL ? INAPROPRIATE FORUMS TO COMMUNICATE ? E.g. E-MAIL, PUBLICALY ? LOST OF TRANSLATION / MEANINGS ? NAGATIVE ASPECTS (CO. IN CRISIS) ? WITHDRAWAL OF INVESTMENT ? BEING UNPREPARED ? DON¡¯T HAVE ENOUGH INFORMATION ? WHAT TO SAY ? ? HOW TO SAY ? ? EMERGENCY / URGENT MEETING CALL
  • 11. ? BEING BALANCED ? IN GIVING POSITIVE & NEGATIVE FEEDBACK ? GIVE FEEDBACK WHEN ITS DUE ? BE DIRECT AND HONEST ? GIVE FEEDBACK TRUTHFULLY ? DON¡¯T HIDE FEEDBACK POSITIVE OR NEGATIVE ? BE TIMELY IN YOUR COMMUNICATION ? DON¡¯T PUT IT OFF (FEEDBACK,NOTICES,CIRCULARS,INSTRUCTIONS) ? PRACTICE AND PREPARE YOUR SELF ? WHAT TO SAY? HOW TO SAY? ? BE SPECIFIC (DON¡¯T FLY ERROS IN AIR) ? DO NOT MUCH BEHAVIOUR ? DON¡¯T BE SO POLITE/HUMBLE ? DON¡¯T BE SO ARROGANT/RUDE ? COMMUNICATE FACE TO FACE ? LOST OF TRANSLATION (E-mail, letters) ? FOCUSE ON FACTS ? CONVEY ACCURATE INFORMATION ? COMMUNICATE WITH PLAN ? BE INFORME THE STAFF ? SHOULD HAVE ENOUGH INFORMATIN ? DATE , TIME AND VENUE
  • 12. ? CONSTANT LATENESS ? EMPLOYEES CONSTANTLY LATE TO WORK ? TELL THEM INFORMALLY ? NEED TO USE FORMAL WAY ? ? GUIDELINES TO SOLVE THE PROBLEM ? ORGANIZE A MEETING WITH EMPLOYEES ? GO THROUGH THE ACTUAL DATES AND TIME THEY WERE LATE (BE SPECIFIC ) ? ASK THEM IF THERE IS ANY REASON (GIVE THEM CHANCE TO SPEAK) ? DOCUMENT THE CONVERSATION AND PLACE IN THEIR FILE ? GIVE THEM A COPY OF CONVERSATION ? ASK THEM TO AGREE TO TRY TO BE ON TIME IN FUTURE

Editor's Notes

  • #4: ORGANIZATION IS LIKE A MACHINE (MANAGER,STAFF,COMMUNICATION etc. ARE PARTS OF THAT MACHINE) , MANAGER REGULATES OR CONTROL NON MANAGERIAL STAFF THROUGH EFFECTIVE COMMUNICATION, TO RUN AN ORGANIZATION AT SMOOTH WAY.
  • #11: 6.YOU CANNOT COMMUNICATE EFFECTIVELY IF YOU ARE NOT A GOOD LISTENER.
  • #13: PART OF REGULAR DISCUSSION WHEN YOU REVIEW STAFF PERFORMANCE.