PAPER INTRODUCTION TO MANAGEMENT

MANAGERS AND COMMUNICATION MANAGEMENT

WRITTEN BY :

AFIFAH KHAIRUNNISA SUBIYANTORO (C1I019003)

SASKIA WENDIES OKTAVIANI (C1I019005)

MEILISA SONIA WIJAYANTI (C1I019008)

INTERNASIONAL CLASS ACCOUNTING STUDY PROGRAM

FACULTY ECONOMICS AND BUSINESS

JENDERAL SOEDIRMAN UNIVERSITY

PURWOKERTO

2019
 CHAPTER I

INTRODUCTION

A. Background Of The Paper

Communication is very important in human activity. Not only in

organizational life, but in human life in general. Because we all interact with each
other by means of communication. Communication is needed to get or provide
information from other people. The need to get information every day is increasing,
so humans need communication tools that can be used whenever and wherever they
are.

Communication plays an important role in the life of a company. In

addition, communication is also very important to establish cooperative
relationships between people involved in a company and has a very large influence
in the process of achieving the company's goals. Because communication will allow
every employee in the company to help each other and hold interactions.

Communication will succeed if the sender of the message and the recipient
of the message both reach the same understanding and conclusions as intended,
about what was actually informed. for that very skill is needed in the use of forms
of communication in a company for the smooth running of its activities.

The communication process begins when the message sender has an idea or
message, then at the coding stage, the message sender determines how the message
will be delivered to the recipient. At the coding stage, the recipient of the message
receives and translates the incoming message. The communication process is said
to be successful if the recipient of the message can receive and translate the contents
of the message as desired by the sender of the message. If the recipient feels that
the message received is not clear, then the sender of the message will send a
response.

B. Problem Statement

1. What is communication?
2. What is the function of communication?
3. What are the methods of interpersonal communication?
4. What is one the identification of barriers to effective interpersonal
communication and how to overcome it?
5. How communnication can flow most effectively in organizations?
6. How technology affects managerial communication and organizations?

C. Purpose Of The Paper

1. To know definition about communication

2. To know the function of communication
3. To know the methods of interpersonal communication
4. To know the identification of barriers to effective interpersonal communication
5. To know how to overcome the barriers of interpersonal communication
6. To know how communication can flow most effectively in organization
 CHAPTER II

THEORY AND DISCUSION

A. Definition of Communication

Communication comes from two words namely "com" (Latin "cum") which
means with or together with and "union" (Latin "union") means to unite with. Thus
communication can be interpreted with union together or union with, which means
together with or united with. The meaning of this word can mean that
communication is united with other people to make contact or relationships.

Communication is a process of delivering and receiving news or

information from one person to another. a communication will not occur if the
delivery of news is not delivered properly and the recipient of the news does not
receive it in the form of distortion. However, communication in reality is not what
is said. communication is generally done using words that can be understood by
both parties. If there is no verbal language that can be understood by both.
communication can still be done using gestures, for example, shrug, smile, shake
your head in this way called communication.

Communication involves understanding the meaning. For communication

to be successful, its meaning must be conveyed and understood. Perfect
communication occurs when the thoughts or ideas sent are received and understood
by the recipient exactly as imagined by the sender.

Good communication is often mistakenly defined by the communicator as

an agreement with the message, not a clear understanding of the message. If
someone does not agree with us, we assume that that person does not fully
understand our position. In other words, many of us define good communication as
someone who accepts our views. But I can clearly understand what you mean and
disagree with what you say.

Communication itself includes interpersonal communication, which means

communication between two or more people and organizational communication,
which means all patterns, networks, and communication systems in an organization.
Both types are important for managers.

B. Functions of Communication
Troughout Xerox Canada and many other organizations, communication serves
four major functions : control, motivation, emotional expression, and information.
1. Control

Communication acts to control employee behavior in various ways. For

instance, when employees are required to communicate any jobrelated grievance
to their immediate manager, to follow their job description, or to comply with
company policies, communication is being used to control. Informal
communication also controls behavior.

2. Motivation

Communication acts to motivate by clarifying to employees what is to be

done, how well they’re doing, and what can be done to improve performance if
it’s not up to par.

3. Emotion ExpressioN

Communication provides a release for emotional expression of feelings

and for fulfillment of social needs.

4. Information
Communication provides information.

Therefore, each function is equally important.

C. Methods of Interpersonal Communication

The communication process contains seven elements. First, a sender has a

message. A message is a purpose to be conveyed. Encoding converts a message into
symbols. A channel is the medium a message travels along. Decoding happens
when the receiver retranslates a sender’s message. Finally, feedback occurs.
 Managers have a wide variety of communication methods from which to
choose and can use 12 questions to help them evaluate these methods.

1. Feedback: How quickly can the receiver respond to the message?

2. Complexity capacity: Can the method effectively process complex messages?
3. Breadth potential: How many different messages can be transmitted using
this method?
4. Confidentiality: Can communicators be reasonably sure their messages are
received only by those intended?
5. Encoding ease: Can sender easily and quickly use this channel?
6. Decoding ease: Can receiver easily and quickly decode messages?
7. Time-space constraint: Do senders and receivers need to communicate at the
same time and in the same space?
8. Cost: How much does it cost to use this method?
9. Interpersonal warmth: How well does this method convey interpersonal
warmth?
10. Formality: Does this method have the needed amount of formality?
11. Scanability: Does this method allow the message to be easily browsed or
scanned for relevant information?
12. Time of consumption: Does the sender or receiver exercise the most control
over when the message is dealt with?

An important part of interpersonal communication is nonverbal

communication—that is, communication transmitted without words. Some of the
most meaningful communications are neither spoken nor written. Body language
refers to gestures, facial expressions, and other body movements that convey
meaning. Verbal intonation refers to the emphasis someone gives to words or
phrases in order to convey meaning.
 The communication methods include face-to-face, telephone, group
meetings, formal presentations, memos, traditional mail, fax, employee
publications, bulletin boards, other company publications, audio- and videotapes,
hotlines, e-mail, computer conferencing, voice mail, teleconferences, and
videoconferences.

D. Barriers to Communication

There are four types of communication barriers namely personal barriers,

physical barriers, cultural or cultural barriers, and environmental barriers
1. Personal barriers
 Personal barriers are barriers that occur in communication participants, both
communicators and communicants. Personal barriers in communication include:
a. Attitude : an evaluative statement of an object, person or event
b. Emotions : an intense feeling aimed at someone or something
c. Stereotyping : an assessment of someone based only on the perception of the
group in which the person can be categorized
d. Prejudice : Unpleasant assumptions and opinions or negative irrational
judgments, aimed at a particular individual or group (which is the object of
prejudice), before knowing, witnessing, investigating the objects of prejudice.
e. Bias : a presentation of material that is filled with prejudice.
f. And others.

2. Cultural or cultural barriers

Cultural or cultural barriers include language, beliefs and beliefs. Whereas

language barrier occurs when people who communicate do not use the same
language, or do not have the same level of language skills.

Barriers can also occur when we use inappropriate language levels or when
we use jargon or language that is not understood by one or more people who are
invited to communicate. In addition, the occurrence of language barriers occurs
because of the situation in which the conversation occurs and the field of experience
or frame of reference that the communication participant has about the subject of
the conversation.

3. Physical barriers

Physical barriers to communication include telephone calls, distances

between individuals, and radio. These physical obstacles can generally be overcome.

4. Environmental barriers

There are several environmental factors that also influence the effective
communication process. The message delivered by the communicator can
experience obstacles that are triggered by environmental factors namely the
physical background or the situation in which communication occurs. These
environmental barriers include the level of activity, the level of comfort,
disturbance, and time.

How to Overcome Communication Barriers

Various communication barriers that can cause communication

ineffectiveness can be overcome by taking into account the following:
1. The sender of the message / communicator / sender

Communication is a process that takes place both ways and is initiated by

the sender of the message. The sender of the message should formulate information
in such a way that the communication goals are achieved. The sender of the message
must be proactive in making the recipient / communicant / communicator / receiver
understand and comprehend the message conveyed and often, what is said does not
always match what is heard. To avoid this, things that must be done are:
• Express one idea or idea at a time.
• Expressing ideas or ideas briefly.
• Provide an explanation when needed.
• Repeat if necessary.
• Receive and provide feedback.
• Choose the right words, tone of voice and body language.
• Develop an attitude of empathy towards the recipient / communicant /
communicator / receiver in overcoming cultural or cultural barriers in
communication.

2. Message

The message is simple information that the message sender wishes to

convey to the recipient. Messages can be in the form of verbal messages and non-
verbal messages. To reduce the possibility of problems, the sender must:
• Use the right terminology.
• Speak clearly.
• The sending time of the message is adjusted to the recipient's readiness to listen
or receive the message.
• Use the appropriate volume.
• The message conveyed should be inclusive and informative. Inclusive means that
the message contains everything needed by the recipient of the message to
understand the sender's intent. Information means the message is something that the
recipient of the message wants to know.

3. Receiver / communicant / communicator / receiver

Recipients of the message need information to meet their needs. In order for
the recipient of the message to be in control, it is important for the message recipient
to be sure that the message sender understands what the message recipient wants
and why they want it.

So that the recipient of the message can listen actively, the things that the
recipient needs to do are:
• Focus attention on the message delivered by giving priority moments. It also sees
or makes eye contact to the sender of the message.
• Hearing and seeing the contents of an indirect or non-verbal message is as good
when listening to words. Pay attention to the non-verbal instructions that present
information based on what the message sender wants to convey. Perceptions given
by the recipient of the message and the sender of the message can be different.
Choice of words, tone of voice, body position, geture and eye movements reflect
the feeling behind the words spoken.
• Keep an open mind and avoid judgment.
• Verify what is heard or delivered. Don't assume that the perception given to a
message is a form of agreement with the purpose of sending the message. Give the
sender the right feedback.

4. Message Feedback
 Effective recipients verify their understanding of messages sent by the
sender of the message. They are aware of words, tone of voice, and body language
when they give feedback. Various forms of feedback can be given in the form of
recognition, repetition, and paraphrase.

Then, what is meant by acknowledgment is that the recipient of the message

has received and understood the message delivered. For messages that are complex
in nature, recognition is not enough to ensure and understand the message being
conveyed. Meanwhile, what is meant by repetition is to repeat the words conveyed
by the sender of the message.

Finally, what is meant by paraphrasing is repeating the words conveyed by

the recipient of the message itself to the sender of the message. Paraphrasing allows
the recipient of the message to verify the understanding of the message and shows
the message sender that the recipient of the message listens well to the message.

E. Organizational Communication

Communication within an organization is described as formal or informal.

mal. Formal communication refers to communication that takes place within
prescribed organizational work arrangements. Informal communication is
organizational communication not defined by the organization’s structural
hierarchy.

Communcation in an organization can flow downward, upward, laterally,

and diagonally.
 Downward : Communication that flows from a manager to employees. It’s
used to inform, direct, coordinate, and evaluate employees. When managers
assign goals to their employees, they’re using downward communication.
 Upward : Communication that flows from employees to managers. It keeps
managers aware of how employees feel about their jobs, their coworkers,
and the organization in general.
  Laterally : Communication that takes place among employees on the same
organizational level.
 Diagonal : Communication that crosses both work areas and organizational
levels.
The vertical and horizontal flows of organizational communication can be
combined into variety of patterns called communication networks. The three
communication networks include the chain, in which communication flows
according to the formal cain of command; the wheel, in which communication
flows between a clearly identifiable and strong leader and others in a work team;
and the all-channel, in which communication flows freely among all members of a
work team.

Managers should manage the grapevine as an important information

network. The negative consequences of rumors can be minimized by
communicating openly, fully, and honestly with employees.

Workplace design also influences organizational communication. That

design should support four types of employee work: focused work, collaboration,
learning, and socialization. In each of these circumstances, communication must be
considered.

F. Information Technology and Communication

How Technology Affects Managerial Communication

IT has changed the way organizational members communicate. For example,

increasing managers' ability to monitor individual and team performance, has
enabled employees to have more complete information to make decisions faster,
and has given employees more opportunities to collaborate and share information.
In addition, IT has enabled people in organizations to be accessed anytime,
wherever they are. Employees do not have to be at their desk with their computer
running to communicate with other people in the organization. The two most
significant IT developments for managerial communication are network systems
and wireless capabilities.

1. Networked systems

In a networked system, an organization’s computers are linked.

Organizational members can communicate with each other and tap into information
whether they’re down the hall, across town, or halfway across the world. We’re not
looking at the mechanics of how a network system works, but some of its
communication applications include e-mail, , blogs, wikis, and Twitter etc.

2. Wireless capabilities

Wireless communication technology has the ability to improve work for

managers and employees. Even Internet access is available through Wi-Fi and
WiMax hot spots, which are locations where users gain wireless access. The
number of these hot spot locations continues to grow. With more than 50 million
“mobile” workers in the United States, smartphones, notebook computers,
computing devices such as iPad, and other pocket communication devices have
generated whole new ways for managers to “keep in touch.” And the number of
mobile communication users keeps increasing. Employees don’t have to be at their
desks to communicate with others in the organization. As wireless technology
continues to improve, we’ll see more organizational members using it as a way to
collaborate and share information.

How Information Technology Affects Organizations

Techonology can significantly affect the way that organizational members

communicate, share information, and do their work. Communication and the
exchange of information among organizational members are no longer constrained
by geography or time. Collaborative work efforts among widely dispersed
individuals and teams, sharing of information, and integration of decisions and
work through out an entire organization have the potential to increase
organizational efficiency and effectiveness. And while the economic benefits of IT
are obvious, managers must not forget the psychological drawbacks. For instance,
what is the psychological cost of an employee always being accessible? Will it lead
to increased pressure for employees to “check in” even during their off hours? How
important is it for employees to separate their work and personal lives? These
questions don’t come with easy answers, and managers will have to face these and
similar issues.
 CHAPTER III

CONCLUSION

Communication is a process of delivering and receiving news or

information from one person to another. Communication plays an important role in
the life of a company. In addition, communication is also very important to establish
cooperative relationships between people involved in a company and has a very
large influence in the process of achieving the company's goals. Because
communication will allow every employee in the company to help each other and
hold interactions.

Beside that, include controlling employee behavior, motivating employees,

providing a release for emotional expression of feelings and fulfillment of social
needs, and providing information.
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Robbins, Stephen P, dan Mary Coulter. 2012. Management Eleventh

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