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EFFECTIVE COMMUNICATION AT
WORKPLACE

YOGESH J

VIJAYLAXMI S SHAILESH P

YOGESH U ANIL R
1

Communication Flows in an Organization

 Internal
 Downward
 Upward
 Lateral
 Diagonal
 External

2

Downward communication

 Higher designation to
lower designation.
 Ex. Boss ordered his
worker, via emails &
performance reviews.
 Shareholders instruct
management.

3

Purpose

 Sharing Business Goals
 Providing feedback on employees performance
 Giving job instructions
 Communicating the organizations mission & vision
to the employees.
 Highlighting the areas of attention.

4

Information moves downward

Boss

Issue a memo to late-commer’s

Memo is issue to defaulters

5

Error-free downward communication

 Specify communication objective
 Ensure that the message is accurate, specific &
unambiguous.
 Utilize the best communication technique to convey
the message to the receiver in right form

6

Upward communication.

 Lower designation to
higher designation.
 Ex. Worker request to his
boss.
Purpose
 Productivity
 Feedback
 Promotion
 Considerations

7

Lateral

 Communication that takes place at same levels of
hierarchy in an organization.
 Types.
 Horizontal: between same level department.

 Vertical : between bosses and their employees
(higher and lower levels)

8

Purpose

 It is time Saving
 It Facilities co-ordination of the task.
 It Facilities Co-ordination among team members
 It Provides emotional & social assistance to the
organizational members.
 It help in solving Various Organizational problem
 It can also be used for resolving conflicts of a
department with other department or conflicts within a
department.

9

Diagonal communication.

 The path is mixture of vertical and horizontal
movement.
 In large communications various departments need
communication support from each other.

10

The Grapevine

 Also called as “backbiting” or
“backstabbing”.
 Colleague/Employee acts like
a friend in public but
badmouth you in private.
 Grapevine communication is
the informal communication
network within an
organization.

11

External Communication

 Communication that takes place between a
manager & external groups.
 Such as-suppliers, vendors, banks, FI etc.
 For eg.:- To raise capital the Managing director would
interact with the Bank Manager.

12

TYPES OF COMMUNICATION

13

Communication Types

14

Verbal communication

 Exchange of thoughts or
information between two
or more people
 Effective communication
relies on the words used
to communicate the
message.

15

Types of verbal communication

Oral communication

Face to face, Meetings, Interviews,

Phone calls, Training, Voice mail
16

Types of verbal communication (cntd)

Written communication

Letters Memos Reports E-mail

Resumes Job applications, Notice board
17

Non-verbal communication

 Messages without words or
silent messages (posture, facial
expressions, voicetone,
gestures, appearances, eye
contact.
 Includes all unwritten &
unspoken messages, both
intentional & unintentional

18

Face to Face Communication

19

Good communication Requirements

Clarity Adequacy

Integrity Timing

21

Why it is necessary?

 To control
 To motivate
 To balance the needs & goals
 To inform
 Within the organisation
 Between organisations

 To direct
 To evaluate

22

Balancing Needs & Goals

Organisational Goals Individual Goals
 Profit  Good pay
 Return on investments  Job security
 Employee efficiency  Fringe benefits
 Quality goods & services  Scope for initiative &
 Competitiveness achievement
 Low absenteeism  Challenge
 Satisfaction

23

Problems Solutions
 Relevant Employees are not informed/updated
 Employees Not Receiving Timely Messages
 Method need to devised for informing relevant

employees, minutes of briefing need to be circulated on
regular interval.
 Disbursement medium of information is not specific –
select relevant medium for communicating with masses.
 Expectations are not clear
S e t t i n g C l e a r Expectations
 No transparency in terms communication
 maintain transparency in acting with employees
 Plan for the future is not known/disclosed – discuss plan 24

Problems Solutions (cntd)
 Language Problems Affect Communication –
Message should be communicated in properly, and
acknowledged with employees.
 Poor Listening Skills – Let Others speak and
you listen.
 Misinterpretations/Assumptions/Perception
 Distance Affects Workplace Communication
 Lack of Standards – Documentation should be
recorded for official communication
 Mixing Work & Personal Communications – need to
keep balance in personal and official one
25

Problems Solutions
 (contd)
Lack of Factual Communication – Find out the
responsible defaulters of this communication and
should be warned for misleading & disrupting peers
 Failure to Disperse Communications
 Privacy - it should be maintained for safety and
integrity of information and should be done in
private.
 Attitude/Ego’s – employees should be informed
about their role and values in organization,
 Lack of Follow Through on upcoming projects –
minutes of meeting should be documented and
employees should be assigned jobs.
26

Problems Solutions
(contd)
 Employees not open with each other –
regular employees orientation program
should be conducted.
 Non-equality in communication – related
to hierarchy, suggestion box should be
created.
 Gossips – it should be discouraged
 NEO Program (induction) – proper
hierarchy chart created, employees
handbook be given. 27

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Editor's Notes