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The document outlines strategies for effective communication within an organization, emphasizing the roles of the sender, message, channel, receiver, and feedback. It highlights the importance of clarity, appropriate channels, and minimizing noise, while suggesting methods such as utilizing multiple channels and facilitating two-way communication. Additionally, it discusses various forms of communication—oral, written, visual, and electronic—along with their advantages and disadvantages.

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2 views

obj 13

The document outlines strategies for effective communication within an organization, emphasizing the roles of the sender, message, channel, receiver, and feedback. It highlights the importance of clarity, appropriate channels, and minimizing noise, while suggesting methods such as utilizing multiple channels and facilitating two-way communication. Additionally, it discusses various forms of communication—oral, written, visual, and electronic—along with their advantages and disadvantages.

Uploaded by

raiddholder
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Communication

Objective 13: To outline strategies for effective communication within an organisation

Communication is the process where information is transmitted by a sender to a receiver through some medium.

The sender of a message formulates the information to be sent, considers the possible barriers that may affect the
message, chooses the channel or medium to be used, and then sends the message.

The message is the information that is sent. It should be clear so it can be received in the manner intended, without any
misinterpretation.

The receiver in the communication process is the person who gets the message and has to understand or make sense of it.

Feedback is the response the receiver makes of the message to the sender. This indicates whether or not the message has
been received as intended or if it has to be altered by the sender to achieve the desired result.

Strategies for Effective Communication


Key elements of the Factors contributing to effective communication
communication process

The sender The sender has:


- a clear idea and knowledge of message to be sent
- a positive attitude
- a shared knowledge and experience with the receiver
The message - is simple, straightforward and unambiguous
- language used does not contain jargon that the receiver may be unfamiliar with
- is presented in the appropriate form, that is whether it is written, verbal, visual of
electronic or a combination of any of these forms
The channel -is suitable for the nature of the message to be sent
-it enables the message to be delivered in the time required
-is affordable
-does not contain “noise” that will prevent transmission
The receiver -is in the correct emotional and physical frame of mind
-has no personality conflict with the sender
The feedback -if ample opportunity is provided for it to be made
-if the message is received and understood as intended

1. Utilize more than one channel of communication- To ensure that message is received by all parties
intended sent it through multiple channels Repetition of important information eg , use face to
face ,email, memo, notice etc

2. Facilitate TWO way communication- Provide an environment where all employees of the organization
are free to share their feedback, interesting ideas and even criticism against any specific issue

3. Use appropriate channel

4. Repeat important information

5. Ensure noise is minimized- physical noise( turn of phone) , refrain from use of jargon, encourage and
practice listening

6. Ensure the message is presented in the appropriate form, that is whether it is written, verbal, visual of electronic
or a combination of any of these forms

7. Communicate objectives and goals of the organization to all departments

8. The sender should prepare in advance, plan communication for meetings etc eg agenda, minutes

9. Encourage all members to become part of a decision taken by the company

10. Ensure information is readily available to those who need it

11. Have a suggestion box

Oral Communication

Oral or verbal communication is the spoken word and may be formal and informal. Formal communication would be
lectures, formal announcements or speeches. Informal communication may be a passing remark in the
corridor, speaking on a one to one basis. Other types of verbal communication may be interviews,
meetings, team briefing and appraisal sessions.

Written Communication
Written communication is information that is a permanent record that is handwritten, typed or printed. Some types of
written communication are memoranda, letters, and reports, circulars, diagrams for technical matters, minutes of
meetings, notices and advertisements. Each one of these written communication has its own unique features.

FORMS OF WRITTEN COMMUNICATION

WRITTEN FEATURES
COMMUNICATION
This method of communication conveys information briefly. It is used internally
Memorandum or in businesses.
memoranda “Memo”
Letters are used by a business both internally and externally. Internally letters are
Letters used to covey personal information to employees, for example to notify them
about promotions. Externally it is used when transmitting information to
individuals and or other organizations.

This document gives the full account of a particular topic or incident. It is


Reports normally a written formal statement.
This is a document which provides general information to a number of people in
Circulars the firm.

Notices A notice is a formal announcement that placed in a public place such as a notice
board. It is intended for everyone to see it.

Visual Communication

Visual communication is the use of images to convey information. These images may include pictures,
tables, charts and graphs. They are normally used to accompany and support oral and written
communication.

Electronic Transmission

This is the transmission of information via fax machines, computers, telephones, pagers, electronic notice
or smart boards and answering machines. Electronic transmissions can include the other three forms of
communication which are oral, written and visual.

ADVANTAGES AND DISADVANTAGES

COMMUNICATION ADVANTAGES DISADVANTAGES


TYPE
ORAL - gives a direct flow of information - need to listen carefully

- can be varied to suit the needs of the - affected by noise


sender and receiver
- no permanent accurate record
- it is interactive and provides
opportunities for explanations, - can quickly forgotten
questions and feedback

WRITTEN - gives a permanent record of - language used may difficult to read


information
- May not be read
- can be structured to suit specific needs
- feedback is slower
- easy to distribute
- no immediate response
- can be a source of reference
- may be misinterpreted

- costly and time consuming to prepare

ELECTRONIC - great speed - may be subject to technical problems that may


hinder transmission
- may be interactive
- risk of information overload
- encourages immediate response
- can be intercepted and accessed by hackers
- suitable for external communication
- may diminish face-to- face contact
- captures interest of persons

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