Engineering Management

COMMUNICATING
Galano, Ever John M.

Granada, Kyzyl Cyrelle
What Communication Is?
• Morris Philip Wolf and Shirley Kuiper define communication as “a
process of sharing information through symbols, including words and
message.
• It may happen between superior and subordinate, between peers,
between a manager and a client or customer, between an employee
and a government representative. It may be done face to face,
through printed materials, or through electronic device.
Functions of Communication
1. Information Function – Information provided through
communication may be used for decision-making at various work
levels in the organization.
2. Motivation Function – Communication is also oftentimes used as a
means to motivate employees to commit themselves to the
organization’s objectives.
3. Control Function – When properly communicated, reports, policies,
and plans define roles, clarify duties, authorities, and
responsibilities. Effective control is, then, facilitated.
Functions of Communication
4. Emotive function – When feelings are repressed in the organization,
employees are affected by anxiety, which in turn, affects
performance.
The Communication Process
SENDER
develops ideas
encodes
RECEIVER
who receives messages
decodes
then provides
accepts feedback to
or
rejects
1. Develop an Idea – the most important step in effective
communication. It is important that the idea to be conveyed must
be useful or of some values.
2. Encode – the next step is to encode the ideas into words,

illustrations, figures, or other symbols suitable for transmission. The
method of transmission should be determined in advance so that
the idea may be encoded to conform with the specific requirements
of the identified method.
3. Transmit – the message is now ready for transmission through the
use of an appropriate communication channel. Among the various
channels used include the spoken word, body movements, the
written word, television, radio, an artist’s paint, electronic mail, etc.
Proper transmission is very important, to achieve it, it must be free
from barriers, or interference.
4. Receive – the process of actual receiving the message by the

intended receiver. It may be received by a machine or by a person.
5. Decode – translating the message from the sender into a form that will have a
meaning to the recipient. If the receiver knows the language and terminology
used in the message, successful decoding may be achieved.
6. Accept – is for the receiver to accept or reject the message. Sometimes,
acceptance (or rejection) is partial.
Factors that will affect the acceptance or rejection of a message are as follows:
1. the accuracy of the message;
2. whether or not the sender has the authority to send the message and/ or
require action; and
3. the behavioral implications for the receiver.
7. Use – is for the receiver to use the information. If the message provides
information of importance to a relevant activity, then the receiver could
store it and retrieve it when required. If the message requires a certain
action to be made, the he may do so, otherwise, he discards it as soon
as it is retrieved. All of the above mentioned options will depend on his
perception of the message.
8. Provide Feedback – last step for the communication process is for the
receiver to provide feedback to the sender. Depending on the
perception of the receiver, however, this important step may not be
made.
Forms of Communication
1. Verbal – those transmitted through hearing or sight. These mode of
transmission categorizes into to classes: oral and written.
Oral communication – involves hearing the words of the sender,
although sometimes, opportunities are provided for seeing the sender’s
body movements, facial expressions, gestures, and eye contact.
Sometimes, feeling, smelling, tasting, and touching are involved.
Written communication – where the sender seeks to communicate
through the written word. It is sometimes, preferred over oral
communication because of time and cost constraints.
Forms of Communication
2. Nonverbal Communication – is a means of conveying message
through body language, as well as the use of time, space, touch,
clothing, appearance, and aesthetic elements. Body language
consists of gestures, bodily movement, posture, facial expression,
and mannerisms of all kinds.
The Barriers to Communication
Various factors may impede the efficient flow of communication. Even if
the message is transmitted by the channel, the timing and the meaning of
the message may be affected by the factors.
The barriers to communication may be classified generally as:
1. Personal barriers – are hindrances to effective communication arising
from a communicator’s characteristics as a person, such as emotions,
values, poor listening, habits, sex, age, race, socioeconomic status,
religion, education, etc. Emotions cloud the communicator’s ability to
judge correctly the real meaning of messages received. Poor listening
habits of a receiver frustrate the communication efforts of a sender.
2. Physical Barriers – refers to interferences to effective
communication occurring in the environment where the
communication is undertaken. Physical barriers includes a very loud
sound of a jet, distances between people, walls, a noisy jukebox
near a telephone.
3. A communication channel that is overload may also prevent
important information to reach the intended user. Another physical
barrier to communication is wrong timing.
3. Semantic Barriers – Semantics is the study of meaning are
expressed in symbols. Words, pictures, or actions are symbols that
suggest certain meanings. When the wrong meaning has been
chosen by the receiver, misunderstanding occurs.
4. A semantic barrier may be defined as an “interference with the
reception of a message that occurs when the message is
misunderstood even though it is received exactly as transmitted.
5. For example, the words “wise” and “salvage” will have different
meanings to an English speaking foreigner than to an ordinary
Filipino.
Overcoming Barriers to Communication
When communication barriers threaten effective performance,
certain measures must be instituted to eliminate them. To eliminate
problems due to noise, selective perception, and distraction, the
following are recommended:
1. Use feedback to facilitate understanding and increase the potential
for appropriate action.
2. Repeat messages in order to provide assurance that they are
properly received.
3. Use multiple channels so that the accuracy of the information may
be enhanced.
Overcoming Barriers to Communication
4. Use simplified language that is easily understandable and which
eliminates the possibility of people getting mixed-up with meanings.
Techniques for Communicating in
Organizations
Communication may be classified as to the types of flow of the
message which are as follows: downward, upward, or horizontal.
• Downward Communication – refers to message flows from higher
levels of authority to lower levels. Among the purposes of downward
communication are:
1. To give instructions
2. To provide information about policies and procedures
3. To give feedback about performance
4. To indoctrinate or motivate
Techniques for Communicating in
Organizations
• Among the techniques used in downward communication are as
follows as follows: letters, meetings, telephones, manuals, handbooks
and newsletters.

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COMMUNICATING

Galano, Ever John M.

who receives messages

2. Encode – the next step is to encode the ideas into words,

4. Receive – the process of actual receiving the message by the

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