Engineering Management: Communicating

UNIVERSITY OF THE EAST
COLLEGE OF ENGINEERING
CIVIL ENGINEERING DEPARTMENT
ENGINEERING MANAGEMENT
COMMUNICATING
BANTOY, STEPHANO DALE NCE_2205 - CE2 - GROUP 5
DOMINGO, JERICHO
MONDEJAR, KIMBERLY
UNGGAD, SHAHAR,
Content
a. DEFINITION OF COMMUNICATION e. BARRIERS TO COMMUNICATION
b. FUNCTIONS OF COMMUNICATION
f.
OVERCOMING BARRIERS TO
COMMUNICATION
c. COMMUNICATION PROCESSES TECHNIQUES IN COMMUNICATING
g. IN ORGANIZATIONS
d. FORMS OF COMMUNICATION
MANAGEMENT INFORMATION
h. SYSTEM
Communication
What is Communication?
The transfer of information through symbols, words, or in different medium/media
and understanding its meaning.
Communication may happen between superior and subordinates, between peers,
between a manager and a client or customer, between an employee and a
government representative.
It may be done through verbal (face- to- face, calls, television and radio) and non -
verbal (body language, gestures)

Interpersonal Communication
Communication between two or more people
Organizational Communication
All the patterns, network, and systems of communications within an organization
What is Communication in connection to
Management?
Communication must be made for a purpose, and because it has a cost attached to it,
it must used effectively.

Function of Communication
i. Control Function
Formal and informal communication act to control individual's behaviors in
organization.
When properly communicated, all the organizational goals and objectives are well
implemented.
ii. Information Function

Individuals and work groups need information to make decisions or to do their
work.
provides information through communication for decision - making in the
organization
Function of Communication
iii. Motivation Function
Communication clarify for employees what is to be done, how well they have done
it, and what can be done to improve performance.
Motivate employees to commit themselves to the organization's objective
iv. Emotional Function

Social interaction in the form of work group communications provides a way for
employees to express themselves

Communication Process
THE INTERPERSONAL COMMUNICATION PROCESS:
A Communication Process should be used when you wish to
communicate formally within an organization. By using the
Communication Process, you can ensure that no miscommunication
occurs.
is a set of steps that are taken every time formal communications are
undertaken in an organization
Communication Process will help you to:
Identify the messages that need to be sent

Determine your target audience for communication
Decide on your message format and timing
Draft your message and gain approval where required
Communicate your message, through communications events
Gather feedback and improve your communication processes
Seven (7) Elements of the Communication Process:
1. Communication source or sender

2. Message – the purpose to be conveyed, sender’s intended meaning
3. Encoding – message converted to symbolic form
4. Channel – medium thru which the message travels.
5. Decoding – receiver’s retranslation of the message.
6. Receiver
7. Feedback
Evaluating Communication Methods:
Feedback - how quickly can the receiver respond to the message?

Complexity capacity - can the method effective process complex
messages?
Breadth potential - how many different messages cn be
transmitted using this method?

Confidentiality - can communications be reasonably sure their
messages received only by those for whom they're intended?

Encoding ease - can the sender easily and quickly use this
channel?
Decoding ease - can the receiver easily and quickly decode
message?
Time - space constraint - do senders and receivers need to
communicate at the same time and in the same space?

Cost - how much does it cost to use this method?
Interpersonal warmth - how well does this method convey
interpersonal warmth?
Formality - does this method have the needed amount of
formality?
Scanability - does this method allow the message to be easily
browsed or scanned for relevant information?

Time of consumption - does the sender or receiver exercise the
most control over when the message is dealt with?

Verbal Communication
Communication that are transmitted through hearing or sight
Oral Communication - Hearing sender's voice
Written Communication - through written words
Methods:
Face - to - face
Telephone
Group meetings
Formal presentation
Voice mail
Non - Verbal Communication
Communication that are transmitted without words
images, situational behavior, clothing, and physical surroundings
Common types of Non - verbal communication

Body Language - gestures, facial expressions and any body
movement that conveys meaning.

Verbal intonation (Paralinguistics) - a speaker gives a certain words
phrases that conveys meaning

Barriers of Communication
i. Filtering
the deliberate manipulation of information to make it appear more favorable
ii. Emotions
disregarding rational and objective thinking process and substituting emotional
judgements when interpreting messages.
iii. Information Overload

being confronted with a quantity of information that exceeds an individual's
capacity to process it.

iv. Selective Perception
individuals interpret "reality" based on their own needs, motivations, experience
background, and other personal
v. Defensiveness
when threatened, reacting in a way that reduces the ability to achieve mutual
understanding.
vi. Language
the different meanings of and specialized ways (jargon) in which senders use words
that can cause receivers to misinterpret their messages.

vii. National Culture
culture influences the form formality, openness, patterns, and use of information
in communications.
Overcoming the Barriers of
Communication
a. Use Feedback
b. Simplify Language
c. Listen Actively
d. Constrain Emotions
e. Watch Non-verbal Cues
Active Listening Behaviors:
TECHNIQUES FOR COMMUNICATING IN AN
ORGANIZATION
1. Downward Communication
Message flows from higher levels of authority to lower levels
To give instructions
To provide information about policies and procedures
To give feedback about performance
To motivate
2. Upward Communication
Message flows from lower level positions to higher level position
TECHNIQUES USED IN UPWARD COMMUNICATION

a. Formal Grievance Procedures - part of a normally operating organization. To effective
deal with them, organization provides a system for employees to air their grievances
b. Employee attitude and opinion surveys - finding out what the employees think about
the company is important, The exercise, however, requires the expertise and the company
may not be prepared to do it.
c. Suggestion Systems - suggestion from employees are important sources of cast - saving
and production enhancing ideas.
d. Open - door policy - an open - door policy, even on a limited basis, provides the
opportunity to act on difficulties before they became full - blown problems.

e. Informal Gripe Sessions - informal gripee sessions can be used positively if management
knows how to handle them.
f. Task Forces - when a specific problem or issue arises, a task force may be created and
assigned to deal with the problem or issue.
g. Exit Interviews - When employee leave an organization for any reason, it is to advantages
of management to know the real reason. If there are negative developments in the
organization that management is not aware of, exit interviews may provide some of the
answers.
3. Horizontal Communication
refers to messages sent to individuals or groups from another of the same
organizational level or position.
PURPOSE OF HORIZONTAL COMMUNICATION:

To coordinate activities between departments
To persuade other at the same level of organization
To pass on information about activities or feelings
TECHNIQUES FOR HORIZONTAL COMMUNICATION:

Memos
Meetings
Telephones
Picnics
Dinner
Social affairs
Management Information
System (MIS)
Management Information System is defined as organized method of
providing past, present, future and projected information on internal
information's and external intelligence for use in decision making. -
Boone & Kurtz

Purpose Management Information System
(MIS)
To provide a basis for analysis for early warnings signals that can originate
both externally and internally.

To automate routine clerical operations like payroll and inventory reports
To assist managers in making routine decisions like scheduling orders,
assigning orders to machines, and reordering supplies

To provide the information necessary for management to make strategic
or non programmed decisions

Thank you!

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UNIVERSITY OF THE EAST

c. COMMUNICATION PROCESSES TECHNIQUES IN COMMUNICATING

and understanding its meaning.

Communication may happen between superior and subordinates, between peers,

between a manager and a client or customer, between an employee and a

verbal (body language, gestures)

What is Communication in connection to

it must used effectively.

ii. Information Function

it, and what can be done to improve performance.

Motivate employees to commit themselves to the organization's objective

iv. Emotional Function

employees to express themselves

communicate formally within an organization. By using the

Communication Process, you can ensure that no miscommunication

Identify the messages that need to be sent

1. Communication source or sender

Feedback - how quickly can the receiver respond to the message?

transmitted using this method?

messages received only by those for whom they're intended?

communicate at the same time and in the same space?

browsed or scanned for relevant information?

most control over when the message is dealt with?

Common types of Non - verbal communication

movement that conveys meaning.

phrases that conveys meaning

judgements when interpreting messages.

iii. Information Overload

capacity to process it.

background, and other personal

that can cause receivers to misinterpret their messages.

TECHNIQUES USED IN UPWARD COMMUNICATION

may not be prepared to do it.

opportunity to act on difficulties before they became full - blown problems.

knows how to handle them.

assigned to deal with the problem or issue.

refers to messages sent to individuals or groups from another of the same

organizational level or position.

PURPOSE OF HORIZONTAL COMMUNICATION:

TECHNIQUES FOR HORIZONTAL COMMUNICATION:

providing past, present, future and projected information on internal

information's and external intelligence for use in decision making. -

Boone & Kurtz

both externally and internally.

assigning orders to machines, and reordering supplies

or non programmed decisions

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