Four ways and characteristics of communication In management, communication is the most extensive way of communication in people's daily life, and the process of sharing one's own views and experimental results with others can enhance feelings. So what are the four ways and characteristics of management communication?
Four ways and characteristics of management communication 1 Common communication methods in organizations include oral communication, written communication, non-verbal communication and electronic communication.
1. Oral communication
Oral communication is to convey and exchange information through oral expression, including face-to-face discussions, conversations, meetings and speeches. Its advantages are: fast information transmission, large amount of information, the receiver can feel the sincere feelings of the sender, and the sender of the information can get immediate feedback and know whether the conveyed information is correctly understood. This is a two-way communication, so that both parties involved in the communication are both senders and receivers. The biggest disadvantage of oral communication is that it is not convenient to prepare records, and the information is easily distorted and difficult to verify after being transmitted by many people.
Written communication
Written communication is the transmission and exchange of information in written form, including memos, letters, reports, computer files and other written documents. Its advantages are: clear and accurate, not easy to be distorted during transmission, and can be preserved permanently. The receiver can read it in detail according to his own time and speed for understanding. Its disadvantages are: the information feedback is slow, the receiver may not fully understand the information, and the amount of information transmitted in the same time is not as large as that transmitted by oral communication.
example
One morning, the company manager assigned a task to the new assistant, Miss Cao, asking her to distribute the blank job responsibility list to all departments, and asked all departments to hand it in to the manager's office before 2 pm that day. The manager asked Miss Cao if she understood her task. She said she fully understood, so she went to carry it out.
As a result, the technical department didn't hand in the form at the specified time in the afternoon. The manager asked Miss Cao, "How did you convey it to the technical department?" Miss Cao said, "It was completely conveyed according to the correct meaning." The manager asked again, "Why didn't the technical department pay it?" Miss Cao said, "The technical department just won't pay it. I don't know why.
So the manager called Miss Cao and the head of the technical department to the meeting room of the manager's office and asked about it. The person in charge of the technical department replied that she did not hear Miss Cao's request for delivery time at that time. Miss Cao said that she did convey it. Why didn't the company 12 department listen to the technical department clearly? Miss Cao didn't convey it well, or did the technical department not hear it? Without something in writing, no one can tell clearly.
Analysis:
In practice, some managers are often accustomed to telephone communication, or believe too much in the role of oral communication, which often delays things and causes losses. The above situation not only delayed the work, but also made it difficult to account for the responsibility. Therefore, whether it is the coordination, support and communication between internal departments of an enterprise, or the coordination, support and communication between external departments of an enterprise and suppliers and customers, there must be a written communication letter, which can not only ensure the communication in place, but also facilitate verification.
3. Non-verbal information exchange
Non-verbal communication refers to non-verbal and non-verbal communication, that is, information exchange with non-verbal symbols other than language, including body language such as clothes, movements, expressions and gestures, sirens, traffic lights, conversation tone, volume, sign language and semaphores.
Research shows that in face-to-face communication, 55% of the information comes from facial expressions and body language, 38% from intonation and only 7% from vocabulary. Therefore, in a sense, how to speak is more important than what to say, and proper use of nonverbal communication forms can improve the effect of communication.
The advantage of nonverbal communication lies in its rich connotation. Its disadvantages are: due to the differences of people's personality and national culture, sometimes communication can also cause misunderstanding; In addition, the scope of nonverbal communication is limited and can only be used for face-to-face communication.
4. Electronic communication
Electronic communication refers to the communication through electronic media in the form of electronic symbols, such as fax, telegram, e-mail, video conference, telephone conference, instant messaging tools (such as QQ and WeChat).
skill
Research shows that in a large company, the use of e-mail reduces people's call time by 80%, letters between offices by 94%, copies by 60% and memos by 50%, which greatly saves work costs and improves efficiency.
The main advantages of electronic communication are high information transmission rate and low cost. Its disadvantage is that it can't collect subtle and emotional nonverbal clues for complex problems that need to be solved face to face. For example, if a language is exactly the same, even if you say it face to face and use facial expressions on your mobile phone, you will have two different experiences and feelings. Therefore, e-mail is most suitable for publishing daily information that does not require a lot of complicated communication, and is not suitable for transmitting confidential information, resolving conflicts and negotiating.
Four ways and characteristics of management communication 2 Compared with general interpersonal communication, management communication is more objective, standardized and transparent.
I. Overview of communications
Communication is to convey information and keep it flowing. In organizational communication, forming perfect communication channels, establishing standardized information transmission standards, mastering good communication behavior and adopting correct communication methods are some key points of communication work.
For example, at the end of the month, the normal market information of the enterprise is sent to the marketing department by e-mail from each business outlet. The marketing department will send an automatic reply after receiving it, which will be sorted by the marketing department and sent to the operation department in the form of a document on the first working day at the beginning of the month, and the operation department will sign for it. This is communication. Of course, this enterprise can also stipulate the communication channels, transmission standards and communication methods of exceptional market information.
Managers of any organization must do a good job of communication.
Definition of communication
The so-called communication is simply the transmission and understanding of information, involving the process and behavior from the sender to the receiver. The importance of communication to managers is reflected in at least two aspects: first, communication is the basic condition for the implementation and completion of management functions such as planning, organization, leadership and control.
For example, the determination and understanding of organizational goals need communication, the release and implementation of plans need communication, the reward and punishment system and the salary and welfare system need communication, and the standards for achieving goals and how to measure them need communication. Only by keeping the information flowing smoothly, being understood and fed back, can the management function be better realized.
Secondly, communication is also an important job for managers. Through communication, managers connect members of the organization to achieve the goals of the organization. Without communication, it is impossible to carry out group or organizational activities. The efficiency and effectiveness of communication will have an important impact on the overall performance of the organization. In addition, communication also builds a bridge between the organization and the outside world. Only by communicating with the outside world can any organization become an open system interacting with the outside environment.
The sender of information is the active person who needs to communicate. The sender of information must be clear that he wants the receiver to know some information for some reason, and this information is the content to be conveyed; Represent the information content as a certain or some specific symbols, that is, the information to be sent can only be sent after being encoded. For example, the financial statements of enterprises are coded by financial personnel and then transmitted. In an organization, the sender of information should use the code that the receiver can understand to send information; Some information coding standards recognized by the organization are the basis of effective communication among members of the organization.
Information transmission channel refers to the transmission of coded information in a certain form and manner in combination with specific conditions, such as documents, reports, meetings, telephone calls, letters, conversations, television and the Internet.
According to the importance and complexity of information, choose different information transmission channels; Some important and complicated information is usually transmitted through various channels. For example, when telling employees the results of performance evaluation, the manager will provide a summary letter after the interview. What kind of information transmission channel to choose depends not only on the communication occasion, the agreement and convenience of both parties, the conditions of the communication environment between the two parties, but also on the cost of choosing the channel. Various information communication channels have their own advantages and disadvantages, and the efficiency of information transmission is not the same. Therefore, it is extremely important to choose appropriate channels for effective information communication.
Only after receiving, decoding and understanding can the receiver of information understand the connotation and significance of the received information. This decoding process is related to whether the receiver can correctly understand the information transmitted by the sender. If the decoding is wrong, the information will be misunderstood.
The receiver's professional quality, technical level, work experience, psychological activities, social and cultural background, values and understanding will all lead to errors in the decoding process, which will make the information receiver misunderstand to a certain extent and is not conducive to effective communication. If an important resolution of an organization is transmitted through documents, meetings, etc. Different recipients have different understandings of the resolution, and different recipients of some statements will have different understandings; Communication in the form of language may be more easily misunderstood.
The role of communication
The importance of interpersonal communication in interpersonal relationships is not only manifested in the transmission and sharing of information, but also in the exchange of ideas, concepts and emotions to meet many psychological needs.
Organizational communication is an important aspect of organizational management process. The functions of organizational communication are as follows:
① Establish and disseminate organizational goals;
(2) make a plan to achieve the goal;
③ Allocation of organizational resources, including human resources, in the most effective and efficient way;
④ Organizing the selection, training and evaluation of members;
⑤ Leading, guiding and motivating people;
⑥ Control performance.
For example, in the planning process, the role of communication is reflected in:
(1) The plan can be widely spread among managers and other personnel;
② Effective communication (that is, accurate expression, transmission and understanding of the plan) is of great significance to the implementation of the scheduled plan;
(3) The information of subordinates' implementation plan can only be fed back through communication. There are formal communication methods for the implementation of general plans, even mainly written communication.
Good communication is the basis for the organization to achieve a coordinated state and the necessary condition for the organization to achieve its goals. The characteristics of organizations without good communication mainly include: ① rumors are flying everywhere; ② Informal organizations and even gangs are serious; ③ There is no unified and executable communication standard; (4) The phenomenon of manager monopoly is serious; ⑤ low efficiency; Wait a minute. When performing leadership functions, managers must clearly understand the role of communication and strive to make information flow smoothly.
Without communication, there is no coordination, and it is impossible to achieve organizational goals. The objectives of the organization must be understood and formulated into various plans or schemes, which can only be completed if they are understood and implemented by employees.
Understanding the characteristics and ways of interpersonal communication can help us better understand communication. However, managers must realize that there is a difference between general interpersonal communication and management communication carried out by managers.
1, the general characteristics of interpersonal communication
Compared with the communication between machines, interpersonal information communication has the following characteristics:
① Although interpersonal communication is inseparable from traditional written communication language and modern information tools used in machine communication, more often, interpersonal communication is mainly conducted through language, supplemented by gestures, gestures and other non-verbal forms.
The content of interpersonal communication is not limited to the simple transmission of information and news, but also includes the exchange of thoughts, feelings and opinions.
Because everyone has different knowledge, experience and values, interpersonal communication is usually influenced by the complex psychology between people.
2. Interpersonal communication style
(1), oral communication
Oral communication is mainly face-to-face conversation, including one-to-one, one-to-many, many-to-many and so on. , including telephone or other forms of voice communication. The advantages of interpersonal oral communication are:
Oral communication can quickly exchange each other's ideas and opinions and quickly understand each other's feedback;
② Being able to ask and answer questions face to face at any time, with high efficiency;
(3) Oral communication is more convenient without preparation;
In face-to-face oral communication, each other can directly understand each other's real feelings from facial expressions, gestures, intonation and other expressions.
However, oral communication also has its own shortcomings: ① oral communication may not be able to fully and systematically clarify the problem due to poor thinking or cause unnecessary misunderstanding due to careless wording and sentence making; (2) Some people may also affect communication because of slurred speech; (3) Oral communication is also easy to cause information to be swallowed up or taken out of context; (4) It is easy to cause defects such as insincerity and forgetfulness.
(2) written communication
Interpersonal written communication is a common way to exchange ideas, concepts and etiquette, and it is also a common way to deal with interpersonal affairs. There are also one-to-one, one-to-many and many-to-many written communication, especially the use of information tools such as e-mail, which further enriches written communication. Advantages of written communication: ① Proper use of words is more accurate; (2) It is convenient for the recipients to read and give feedback in their own time; ③ Easy to read, consider and understand repeatedly; (4) well documented.
Disadvantages of written communication: ① There may be ambiguity in written communication; (2) written communication cannot know whether or when the information will arrive; (3) Written communication can't get feedback from the other party in time; ④ Written communication cannot be used together with nonverbal communication such as gestures and expressions.
(3) Nonverbal communication
Body language such as tone and gesture is an important way of interpersonal communication. Body language can express many emotions and contents.
3. Interpersonal communication and organizational communication
Interpersonal communication is generally based on oral communication, combined with body language communication, supplemented by written communication. Organizational communication is mainly written communication or written communication based on norms, which is not only manifested in the use of formats and symbols that organizations can understand, but also in the communication procedures, even the specific provisions of communication time and specific situations; In organizational communication, oral communication and non-verbal communication complement each other.
Organizational communication is clear about the effect or purpose to be achieved, and the efficiency of communication must also be considered by managers in communication, while general interpersonal communication has weak requirements for communication effect and does not have too many requirements for communication efficiency.
Managers should not only improve interpersonal communication skills, but also ensure smooth organizational communication. The main guarantee of organizational communication is the smooth transmission of information within the organization.
The smooth flow of information within an organization must be guaranteed by the system.
Four ways and characteristics of management communication and three forms of management communication
(1) Formal communication and informal communication: From the perspective of organizational system, formal communication refers to information transmission and exchange through channels specified by the organization. Informal communication is the transmission or exchange of information beyond formal communication. It plays a complementary role in formal communication, because people's real thoughts and motives are revealed in informal communication, and information is transmitted quickly and without restriction.
2) upward communication, downward communication and parallel communication: upward communication refers to reflecting the opinions and information of subordinates to superiors. Downward communication is the highest leader in the organization, and information communication is carried out from top to bottom according to the command system. Parallel communication refers to the information exchange between people in parallel departments in an organization, including direct communication between people in one department and superiors, subordinates or peers in other departments.
(3) One-way communication and two-way communication: making reports, giving instructions, giving speeches, etc. All are one-way communication; Conversation, consultation and talks are two-way communication. If you need to convey information quickly, one-way communication is effective, but the accuracy is poor; If information needs to be transmitted accurately, two-way communication is better, but the speed is slower.
(4) Oral communication and written communication: Oral communication refers to the conversation between people, or inquiring about others through others, or entrusting others to convey their opinions to a third party. Written communication is communication with pictures and texts. The advantage of the former is that it has the potential to exchange views quickly and fully, and can ask or answer questions face to face. The latter keeps the transmitted information as documents or reference materials, which is often more detailed and formal than oral information.
Methods of management communication
1) Giving instructions: Instructions are an important way to guide subordinates' work, which can make an activity start, change or stop, and have mandatory significance. If a subordinate refuses to execute an instruction or improperly executes it, and the superior supervisor cannot use sanctions against him, then the subsequent instruction may lose its effectiveness and his position will be difficult to maintain.
(2) Conference system: Historically, conferences have existed since ancient times. People often get together. Because meetings can really meet people's needs. Meetings are an important reflection of the whole activity, including social activities and brainstorming at meetings. Meetings can let people know each other's common goals and clarify how they can contribute to the organization. Through the meeting, every participant is bound. Problems that people have not noticed can be found through meetings. For example, work briefings, symposiums, and employee symposiums.
(3) Individual conversation: Individual conversation refers to a leader talking with subordinates or people at the same level in or outside the organization in a formal or informal form, asking the interviewee about the problems and defects, and putting forward his own views and opinions to others or other superiors, including the supervisor himself (the speaker). This method is easy to achieve consistency in understanding, opinions and confidence, which is also one of the manifestations of political and ideological work.
(4) Establish communication network: Communication network is actually a summary of various communication forms. There are chain, round, wheeled and "Y" type.