Communication Systems in an Organization

1. ORGANIZATIONAL GROWTH AND MANAGEMENT
PRESENTED BY: SHAINA EIDALYN G. TALAPAS

2. GUESS THE WORD
WSDOR
WORD
S

3. GUESS THE WORD
AGGNAUEL
LANGUAG
E

4. GUESS THE WORD
GEERTSU
GESTURE

5. Learning Objectives
After studying this chapter, you
should be able to:
1. Illustrate the
communication process;
2. Identify the impact of
communication in
organizations
3. Describe transactional
analysis;and
4. Identify and discuss several
barriers to communication.

6. OVERVIEW OF
COMMUNICATION
Communication
Is defined as the
transmission of
information from the
sender to the receiver
through the use of
words, symbols, and
gestures, among others.

7. Elements of Communication
1. Sender is the communicator the one who has an
idea, purpose, or intention to communicate or
send a message.
2. Encoding is translating the senders’ idea in a
form of symbol or language to the receiver.
3. Medium is the message carrier such as
telephone, cellphone, fax, computer, meeting
and memo.
4. Decoding is the receiver’s interpretation of the
message.
5. Receiver is the recipient of the message.
6. Feedback is the response from the receiver to
the sender

9. Elements of Communication
1. Sender is the communicator the one
who has an idea, purpose, or intention
to communicate or send a message.
2. Encoding is translating the
senders’ idea in a form of symbol
or language to the receiver.
3. Medium is the message carrier
such as telephone, cellphone, fax,
computer, meeting and memo.

10.  Downward Communication.
Communication flows from top to bottom. The most common forms
are memos, manuals, procedures, company publications, and job
instructions
 Upward Communication
Communication flows from bottom to top. The most popular forms are

11.  Horizontal Communication.
Communication flows from one position to another or from one
department to another.
 Diagonal Communication
Communication flows between an employee of another department and
a manager to whom the employee does not report to.

12. Barriers to Effective Communication
1. Frame of Reference 4. Value Judgement
2. Communication Overload 5. Filtering
3. Selective Listening 6.Language

13. Eric Berne recognized the three ego states in the human persona.
These comprise the entire system of thoughts, feelings, and
behavior present in human interaction.
The Parent, Adult, and Child ego states and the interaction
between them form the foundation of transactional analysis
theory.

14.  Transactions refer to the communication exchanges between people. Berne believed that
people need stroking or recognition to survive
 TA helps people understand how people give and receive positive and negative strokes.
 He proposed that “dysfunctional behavior is the result of self-limiting decisions made in
childhood in the imterest of survival” it is called the life script.
 Changing the life script is the aim of transactional analysis.
 “I’m OK. You’re OK” is the best known expression of TA.
 People are capable of CHANGE, GROWTH, and HEALTHY transactions.

15. Transactional Analysis as a Communication
Skill
• TA helps people identify their ego states and evaluate and improve the
ways in which their ego states function and evaluate and improve the
ways in which their ego states function.
• It recognizes the games people play and helps them stop playing games.
• It helps people become aware of positive and honest strokes which would
abandon their dysfunctional life script.
• Helps people communicate clearly and effectively at the three levels of
the Parent (values), the Adult (rationality), and the Child (emotions,
creativity).

16. Transactional Analysis as a Communication
Skill This model shows how people behave with
others through:
Negative Controlling Parent communicates a
“You’re-Not-OK” message.
The mode of the person is retaliatory or
punitive.
Negative Nurturing Parent communicates a
“You’re-Not-OK” message.
The mode of the person is overprotective and
overwhelming.
Negative Adapted Child communicates a
“I’m-Not-OK” message.
The mode of the person is unrealistic and
anxious.
Negative Free Child communicates a
“You’re-Not-OK” message.
The mode of the person is wild and
unrestricted.

17. Transactional Analysis as a Communication
Skill This model shows how people behave with
others through:
Positive Controlling Parent communicates a
“You’re-OK” message.
The mode of the person is caring but firm
Positive Nurturing Parent communicates a
“You’re-OK” message.
The mode of the person is caring and
affirming.
Positive Adapted Child communicates a
“I’m-OK” message.
Passionate in learning the rules to help/her
survive.
Positive Free Child communicates a
“I’m-OK” message.
fun, loving, curious, and energetic.

18. Transactional Analysis as a Communication
Skill This model shows how people behave with
others through:
Accounting Mode communicates a
“We’re-OK” message.
The person here is stable and can
choose from the effective modes
depending on the situation.
• Able to respond appropriately
because he is able to decipher
reality.

19. Communication Tips
for a Healthy
Workplace
By Dr. Melissa C. Stoppler, M.D
(Adapted from an article on Stress
Management, About Inc., USA, 2004)

20. 1. Be specific in formulating your
complaints.
2. Resist the temptation to involve
yourself in conflicts that do not
directly involve you or your
responsibilities.
3. Try to depersonalize conflicts.
4. In a dispute or discussion where
conflicts arise, try an exercise in
listening.
5. Do not always involve your
superiors in conflict resolution.

21. 6. If an extended discussion is
necessary, agree first on a time and
place to talk.
7. Take it outside of the group of
inquisitive coworkers.
8. Limit your complaints to those
directly involved in workplace
conflict.
9. Know when conflict is not just
conflict.
10. Consider a mediator if the
problem gets out of control or if the
issue is too emotional to resolve in a
mutual discussion.

22. • Before you ask for a
raise.
• Do your homework.
• Review your work
history.
• Explain your motivation.
• Find the right time to
ask.
• Find the right place.
• Do not give up.
• Do not make idle threats
• Project a positive self-
image.

23. How to Handle Colleague-related Stress
Whether meddling but well-intentioned or blatantly confrontational, coworkers
are, cited by many people as the number one stress-inducing factor on the job.
In contrast to your private life, you rarely can choose the people with whom you
spend the majority of each working day. Across professional and workplace
boundaries, difficult coworkers tend to fall into one of several categories. See if
you can recognize these coworker types, and read the suggestions for managing
coworker stress.

24. The Chatty Neighbor
How to Handle Colleague-related Stress
THE TYPE:
• The Chatty Neighbor need not be in geographic proximity to your
workplace, but when he feels like a chat, he is always there.
• The topic is not important
• If the constant babbling does not get you, the time lost from you other
responsibilities will.
THE SOLUTION:
• “wall off” a workspace to a certain extent with bookshelves, plants,etc
• Try responding with YES or NO answers only or “hmms” that would
not encourage further discourse
• You can head off

25. The Slanderer
How to Handle Colleague-related Stress
THE TYPE:
• Determined to achieve personal rewards by discrediting others.
• Well-timed gossip tidbits about everything from your work habits or
personal life.
• May appear friendly and open, as she hopes you will reveal some
useful material about yourself.
THE SOLUTION:
• Learn to refuss to get into a charavter assassination war or office
feud.
• Prove the negative rumors wrong through your capabilities and
performance

26. The Best Friend
How to Handle Colleague-related Stress
THE TYPE:
• Completely and unconditionally open with all the details of hislher
private life, and expects reciprocation.
• Intrusive Behavior
THE SOLUTION:
• Do not feel compelled to disscuss any topics you consider off-limits.
• Do not encourage further personal revelation by offering advice or
asking for more information when the fried opens up.
• You are not required to answer personal questions;
• Often a laugh or joke is the best reply to an offensive question.

27. The Thief
How to Handle Colleague-related Stress
THE TYPE:
• Always a lookout for opinions and ideas that she can pass along to
others as her own.
• Thievery can also occur with written projects-mysteriously appear
someone else’s report
THE SOLUTION:
• Once burned, learn from the experience
• Crying “she stole my idea” is nit going to win you at any points or
respect
• As with the slanderer, do not get into an office war, and limit your
discussions with this person to topics.

28. The Clinger
How to Handle Colleague-related Stress
THE TYPE:
• Like the Best Friend, views the office as one happy family, if you work
together, the clinger sees no harm and always suggests going out after
work. This type is not a problem.
• But when the problems arise when you want to maintain some
distance.
THE SOLUTION:
• Decide how much of your private time you are willing to share
• Participate in group activities when you have the inclination, and
resist the need to apologize or provide excuses when you don’t.

29. The Secret Agent
How to Handle Colleague-related Stress
THE TYPE:
• Office spy
• He is boss’s eyes and ears
THE SOLUTION:
• Same as for the Thief, Learn from your experience
and move on.

30. THANK YOU FOR
LISTENING!