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Organizational Communication, Jorge Romero - Cédula 3-724-749 - Coggle…
Organizational Communication
The Communication Process
The Communication Model
Main elements of communication:
Channel (where the message is communicated)
Code (signs used to communicate the message)
Message (what is communicated)
Context (a relationship that is established between the words of a message and which clarify and facilitates the understanding of what we want to express.)
Sender (who issues a message)
Receptor (quien recibe el mensaje)
Effective Communication
It is based on the establishment of a bridge where the emitter has detected the correct object, language, and content.
When communication is effective:
The receiver understands what the emitter meant.
The receiver responds to the emitter.
What is Communication?
Communication is the power and process of transmitting information, feelings and experiences to another or others. There has to be a sender, a message and a receiver in every communication.
The purposes of communication should be:
Behavioral-focused; that is, expressed in terms of human behavior.
Specific enough to allow us to relate it to actual communicative behavior.
Not logically contradictory or logically unconscious with himself.
Compatible with the ways people communicate.
Certain Concepts
Language
A set of means that allow the human being to express their thoughts, feelings and experiences.
Tongue
It's one of the specific forms of language. Its nature is essentially oral; however, being perpetuated by writing becomes the language
Comunication
Faculty and process of transmitting to others information, feelings and experiences
Sppech
Individual use that each person makes of their language.
Language
Official language of a country.
Feedback
Norbert Wiener, who was the inventor of cybernetics, defined this concept as any method used to control a system, reinserting in it the results of its previous activity.
This Feedback tool is fundamentally useful for:
Validate the initial communication, that is, so that the person who made it can control how it was received and know what the actual validity was for the other person.
Imprimir sentido y dirección a la conducta subsiguiente.
Stimulate changes in behavior, attitude, feeling, in a way of perceiving, in which he initiated communication.
Oral Communication
In person
Conversation is the most important means we have to communicate orally, so respect for each other's opinions is critical
Listening is much more than just capturing sounds with our sense of hearing, it's more than listening.
I never abruptly interrupt the one who speaks to me, I wait for the right time to do so and I apologize for it but it is that I also have important things that
Gestures and Body Language
Hands are an extraordinarily important source of expression, both as a resource for the speaker, to which they help to express themselves.
What we should not do with our hands is:
Scratch any part of the body.
Hide hands in the public eye, on the back, in pockets, under the table, etc.
Touch or repeat on the table, chair, hair or face.
Twist or rub them.
Play with rings, watch, twins, buttons, glasses, chips, coins, etc.
We will limit gestures to the fullest We must emphasize words without the face, keeping them suspended in the hand, leaning forward and looking
Eye contact with the hearing denotes authority. We must look into the faces of the people in the group and even repair their facial features.
The glasses can serve to emphasize a certain point: away from the face or put them on, holding them suspended in the hand.
Over the phone
The phone remains the main point of contact for most companies with their customers.
The following tips will help you make that first impression the best:
Express yourself clearly, keep a moderate volume of voice, and speak slowly and clearly, so that the caller can easily understand it.
Control your language.
When answering the phone, greet yourself and your organization politely and identify yourself.
Train your voice and vocabulary to be positive, even on bad days.
When you answer your phone, be warm and enthusiastic
Take messages completely and accurately.
Answer all calls before the third ring.
Return calls within 1 day.
Always ask the caller if he would agree to put him on hold for moments.
The Importance of Professional Image
The professional image in the business world and the ways of behavior are subject to constant changes that occur with a previously unknown speed.
There is no doubt that professional image and manners pave the way for success.
John S. Rockefeller once said: “The ability to deal with people can be compared to a commodity, just like coffee, sugar, and I pay more for it than for anything else that exists in the sun”
Written Communication
Letters – Recommendations
It is advisable to use letterhead and that includes all the necessary data to respond to the letter (address, telephones, faxes, emails, PO Boxes, etc.).
Therefore, letter writing should be like preparing an advertisement:
should make the reader understand the message as it should be and
you should get an answer in the reader (buy a product, give your opinion, etc.)
the letter should make the recipient interested in reading it completely
Memorandos
It's used to communicate something to members of an organization, such as: instructions, ads, transferring documents, requesting information, inviting to a meeting, clarifying something, and so on.
The following are the characteristics of any memorandum:
It can be brief or extensive.
Its size depends on the need of the company and the situation.
The information is temporary.
She doesn't have a greeting, no formal farewell.
Communication goes in hierarchical order from highest to lowest, never the other way around.
The clarity and precision of the drafted should be taken into account.
Avoid using words of dubious interpretation.
You may or may not have lines.
Paragraphs are written in simple space.
The parts found in a memorandum are:
Sender
Type the word From and then the name of the person sending the memo.
Matter
Subject on which memo is concerned
Addressee
Write the word To and then the names of the people to whom the memo is addressed.
Text or body
What you mean
Word
Memorandum or Memorandum in a big way.
Initials or Signature
It constitutes personal support for what is referred to and expressed in the memorandum; therefore the signature is one of the fundamental elements in this document.
Letterhead
With the identification of the company
Date
In which the memo is sent.
Letter
It is the most elegant and formal written communication that exists. The letter is an external instrument: it is used to communicate outside the organization.
The card parts are:
Headlina
Content or body
Farewell
Reports (Executive Summaries)
Updated information about a project, activity, function, etc. entrusted to a member or section of the organization.
The parts of a report are:
Sender
You can use the following phrase "Prepared by..." or any other indicated by the person presenting the report.
Project Summary
Briefly explain what the project, function, activity, etc. consists of.
Date
In which the report is presented.
Text or body
Whatever you mean. Get to the point and stay clear.
Headline
With the Name of the Project, function, activity, etc., and with the word "report", "report" or other that suits.
Conclusion
The conclusion includes what you learned in the project that could serve the company, suggestions and other information extracted from it.
Letterhead
With the identification of the company.
Annex
You may need to append a table, diagram, and so on to extend the report body.
Online Communication
Newsletters
It is a message that is sent regularly to a list of email addresses previously stored on a server
There are two ways to send these messages:
Simple text, like any other e-mail message that you can send or receive and that can be accompanied by an image although it will usually be sent as an attachment.
In html format it is very similar to receiving a web page in your email with images, background color, links, etc.
Intranet
El Intranet es una red privada dentro de una organización que utiliza tecnología muy similar a la de Internet la cual permite a sus usuarios buscar, utilizar y compartir documentos.
An Intranet can resolve these and other issues, for example:
Data refresh is immediate and automatic.
Quickly and efficiently communicate to all employees.
Organize the distribution of the company, either by departments or divisions.
Quick access to any company document, improving company productivity.
Distribution of information for all employees such as: publication of manuals, action plans
Chats
A chat is a set of people chatting. There's little difference between an Internet chat and talking to a friend.
Here are some recommendations when cating:
Don't flood the canal
Use Smileys
Do not use capital letters as a rule
Never assume someone else's attitude.
First and foremos tying respect with people
Email
Email is used mostly for the same purposes as postal mail, except that it cannot be used to send physical objects. It's even better than post-mail: If it spends days getting to its destination, email takes only seconds or minutes.
Parts of an e-mail:
CCC o BCC
Blind copy. Here we write the people to whom we want to send a copy of a message, but without the other recipients knowing.
Subject
Here is a sentence to summarize the topic on which the message is about.
CC
Tiene los nombres de las personas a las que se enviaron copias del mensaje.
Body
It's the message itself.
To
The names of the people to whom it is addressed. They are usually separated by commas (,) or semicolons (;).
Closing
It's the message itself.
From
The name of the person sending the message.
What is the label for Email?
Use uppercase and lowercase letters. Use them as appropriate.
Try to make the paragraphs short; in general, always less than 15 lines.
Always leave lines between paragraphs.
Always avoid using control sequences, such as ctrl. z, or special keys, such as tabbing.
Try not to exceed 65 columns; in fact short lines are easier to read.
In particular, avoid putting accents, eñes the symbols of principle of interrogation (?) and exclamation(¡), and in general of any non-English character.
Be brief. Very often everything you need to express can fit you on just one screen.
What should Email Content look like?
Because email cannot contain gestures, a number of peculiar conventions have been assumed.
Finish the message with your name on it. This makes, again, the mail more personal
Never forget that the person to whom the message is addressed is also a human being, with feelings and beliefs that may not match yours.
Finally, before sending a message:
Look at everything you've written.
Make sure you've written everything you intended.
Make sure you haven't written things you didn't want.
Make sure you have used the grammar correctly.
If you are replying to a message from someone else, you can optionally include some passages from the original message.
Start the message with the name of the person you are writing to, just as you would if you were writing a normal letter.
Jorge Romero - Cédula 3-724-749