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Principles of Management - Communication and Interpersonal Skills

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    Study Guide Principles of Management – Communication and Interpersonal Skills 1. The Communication Process Communication is the process of sharing information and making sure it is understood . The goal is not just to send a message, but to ensure that the receiver understands the message in the way the sender intended. Communication usually happens between two people or groups and follows a basic pattern: • A sender creates a message • The message travels through a channel • A receiver receives and understands the message 1.1 How the Communication Process Works The communication process has three main parts: 1. Sender The sender begins with an idea or information they want to share. 2. Message and Channel The idea is turned into a message and sent through a channel, such as speaking, writing, email, or signals. 3. Receiver The receiver gets the message and tries to understand its meaning. In communication theory: • Creating a message is called encoding • Understanding the message is called decoding

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    Study Guide 1.2 The Importance of Feedback Communication is rarely one - way. After receiving a message, the receiver usually responds. This response is called feedback . Feedback is important because: • It tells the sender whether the message was understood correctly • It shows how the receiver reacted to the message In management, feedback is especially important. Managers need to know: • Whether employees understand instructions • How work is progressing • How employees feel about their work environment Without feedback, communication is incomplete. 1.3 What Makes Communication Effective? The most important measure of communication effectiveness is common understanding . Communication is effective when: • The sender’s intended meaning • And the receiver’s interpreted meaning are the same . Even though this is the goal, it is not always easy to achieve. Misunderstandings can still occur. 1.4 Efficiency vs. Effectiveness in Communication Efficient communication uses minimum time and resources . Time is especially important in organizations. For example: • An instructor cannot explain every topic individually to each student. • Managers often use emails or voice messages to save time.

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    Study Guide However, efficient communication is not always effective . • A quick email may save time • But different people may understand it differently • There may be no chance to ask questions or clarify meaning 1.5 Barriers to Effective Communication Some common barriers include: • Noise and physical distractions • Language difficulties • Poor choice of communication method • Ignoring nonverbal signals (such as facial expressions or tone) These barriers can lead to misunderstanding, even when messages are sent efficiently. 1.6 Balancing Effectiveness and Efficiency Sometimes communication is effective but not efficient. For example: • A team leader explaining a change individually to each team member ensures understanding • But it takes a lot of time A team meeting would save time, but may not ensure the same level of understanding for everyone. Because of this, leaders must balance effectiveness and efficiency when choosing how to communicate.

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    Study Guide Figu re 1 Commu nication Model 2. Methods of Communication Communication is essential in organizations, and it happens in many forms . Understanding these methods can make managers more effective and help teams work better together. 2.1 Verbal and Nonverbal Communication Most communication is oral , with one person speaking and others listening. But not all communication involves words. • Nonverbal communication includes body language, gestures, facial expressions, and overall appearance. • Sometimes, a person’s body “speaks” even when their mouth is silent . • A mixed message occurs when verbal and nonverbal signals don’t match — for example, saying “I’m fine” while frowning. Even in today’s world of email and messaging, face - to - face communication is still crucial . People rely on both verbal and nonverbal cues to understand meaning. When actions and words match , messages are clear. When they don’t match , confusion and distrust can result. Employees often trust what managers do more than what they say .

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