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Managerial Communication: Principles and Practices, Lecture notes of Communication

Netaji Subhas UniversityCommunication

It contains information about good communication skills with the manager of your company and with effective way.

Typology: Lecture notes

2020/2021

Available from 06/01/2022

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What is Managerial Communication ?
Managerial communication is a function which helps managers communicate
with each other as well as with employees within the organization.
Communication helps in the transfer of information from one party also called the
sender to the other party called the receiver.
Managerial Communication helps in the smooth flow of information among
managers working towards a common goal. The message has to be clear and
well understood in effective communication.
The team members should know what their manager or team leader intends to
communicate.
Effective managerial communication enables the information to flow in its desired
form among managers, team leaders and their respective teams.
Managerial communication is of the following two types:
Interpersonal Communication - Interpersonal communication generally
takes place between two or more individuals at the workplace.
Organizational Communication - Communication taking place at all levels in
the organization refers to organizational communication.
Ways of Managerial Communication
A successful manager is one who communicates effectively with his subordinates. It
is really essential for managers to express their views clearly for the team members
to understand what exactly is expected out of them.
Usually there are two ways managers communicate amongst themselves and with
their subordinates:
i. Verbal Communication
Communication done with the help of words is called as verbal
communication. No written records are available in verbal communication.
In verbal communication individuals need to be very careful about their
speech. What they speak and how they speak matter a lot. Managers must
choose the right words to address their team members. Make sure you do not
confuse your team members.
One has to be loud and clear while interacting with employees at the
workplace. Be very clear and precise.
ii. Written Communication
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What is Managerial Communication?

Managerial communication is a function which helps managers communicate with each other as well as with employees within the organization. Communication helps in the transfer of information from one party also called the sender to the other party called the receiver. Managerial Communication helps in the smooth flow of information among managers working towards a common goal. The message has to be clear and well understood in effective communication. The team members should know what their manager or team leader intends to communicate. Effective managerial communication enables the information to flow in its desired form among managers, team leaders and their respective teams. Managerial communication is of the following two types:  Interpersonal Communication - Interpersonal communication generally takes place between two or more individuals at the workplace.  Organizational Communication - Communication taking place at all levels in the organization refers to organizational communication.

Ways of Managerial Communication

A successful manager is one who communicates effectively with his subordinates. It is really essential for managers to express their views clearly for the team members to understand what exactly is expected out of them. Usually there are two ways managers communicate amongst themselves and with their subordinates: i. Verbal Communication Communication done with the help of words is called as verbal communication. No written records are available in verbal communication. In verbal communication individuals need to be very careful about their speech. What they speak and how they speak matter a lot. Managers must choose the right words to address their team members. Make sure you do not confuse your team members. One has to be loud and clear while interacting with employees at the workplace. Be very clear and precise. ii. Written Communication

Communication is also done through emails, letters, manuals, notices and so on. Such mode of communication where written records are available is often called written communication. Managers must inculcate a practice of communicating through emails with their juniors as it is the one of the most reliable modes of communication. It is essential for the managers to master the art of writing emails. Avoid using capitals, bright colours, designer font styles in official mails. Make sure your signatures are correct. Body Language Managers must also take special care of their body language, facial expressions, gestures for effective communication. A manager who always has a frown on his face is generally not liked and respected by people. Being a Boss does not mean you need to shout at people. Be warm and friendly with your team members.

Organizational Communication

Organizational Communication is of the following two types: i. Formal Communication Communication which follows hierarchy at the workplace is called as formal communication. Employees communicate formally with each other to get work done within the desired time frame. ii. Informal Communication Employees also communicate with each other just to know what is happening around. Such type of communication is called as informal communication and it has nothing to do with designation of individuals, level in the hierarchy and so on.

Direction of Communication Flow

i. Upward Communication Flow of information from employees to managers is called upward communication. Upward communication takes place when employees share their views with their managers on their nature of work, job responsibilities and how they feel about the organization on the whole. ii. Downward Communication Downward communication takes place when information flows from managers to the subordinates.

Let us go through some tips for effective managerial communication at workplace:Remember a manager’s task is not only to sit in closed cabins and shout at subordinates. He needs to interact with his team members on a regular basis. Speak to your colleagues more often. Find out what they are upto? Treat all your team members as one. There is absolutely no harm in taking lunch with your team members. This way you tend to discuss lot many things apart from routine work.  Promote the concept of morning meetings at workplace. Morning meetings help you interact with your team members on an open platform where everyone has the liberty to express his/her views. Communicate with your team members and help them plan their day. Let them come out with their problems. Walk up to their workstations once or twice in a day.  Increase your listening skills. A good listener is always a good communicator. It is really important to listen to the other person carefully before speaking. Interrupting a conversation breaks the momentum and the message loses its impact.  Working in a team leads to effective managerial communication. Employees working in isolation hardly interact with their fellow workers and superiors. Make sure your team members discuss things amongst themselves and work together. Instruct them to keep you in the loop as well. The employees must mark a cc to their immediate reporting managers to keep them updated of the latest developments at the workplace.  Master the art of writing emails. Also train your team members how to write an official mail. There is a huge difference between a personal and official mail. The subject line needs to be relevant for people to open the mail.  Do not call your team embers one by one for any kind of communication. Address them together.  Think before you speak. Make sure whatever you communicate is relevant. Avoid using complicated words and terminologies in your speech. The message has to be clear and precise for effective managerial communication. Be straightforward and communicate clearly as to what you expect out of your team members.  No communication is complete unless the message is understood clearly by the recipients. There should be absolutely no room for confusion in effective communication. Once you are through with your speech, give some time to your team members for them to ask whatever they have not understood.  Never communicate at a noisy place. Choose conference room, meeting rooms or any noise free zone for communication Skills for Communication  Body Language and overall personality of an individual play an essential role in effective communication. It is essential for managers to express their thoughts in a positive way. Remember shouting at team members and quarrelling with them lead to no solution; instead make the situation all the

more worse. There are several other ways of expressing your displeasure. Make sure you do not lose your temper while communicating. Take care of your pitch and tone. Speak in a convincing way for people to understand what you intend to communicate.  People generally like to communicate with someone who is nicely dressed and presentable. No employee would ever like to communicate with a shabbily dressed manager. Be an idol for your team members. It is really important for managers to dress well for co workers to look up to them. Clothes must be clean and ironed properly and you really need to create that much needed first impression.  Take care of your facial expressions and gestures. A smile on your face will attract employees and they would readily come to you to discuss their problems.  Be Honest. Pass on information to your team members in its correct form. Playing with information and data tampering lead to ineffective communication. Communicate directly with your team members rather than appointing middle men.  Speak Relevant. The choice of words is really very important in verbal communication. Do not use slangs and abusive words in your speech. Loose talks must be avoided at the workplace.  Be Focussed. Know what you intend to communicate. Managers must prepare their speech well in advance before addressing their team members. Do not communicate just for the sake of communicating. Deviating from the topic only confuses recipients. Managers must ensure their team members are able to understand them well.  Be Confident. You must believe in yourself for others to believe you. Learn to stick to your words. It is really important for effective managerial communication. Never be low on self-belief.  The pitch and the tone need to be taken care of. Do not be too loud or too soft. A manager must know how to keep a control on his anger. Stay calm and composed. Do not overreact.  As a good manager, you ought to be impartial towards all your team members. Giving special attention to one of your team members just because he is your friend is something which is not at all expected out of a good manager. As a manager you are responsible for all your team members and you need to interact with them on a regular basis. It is your duty to address their grievances and problems. Be available to them and let them express themselves.  Know when to communicate. Avoid calling your team members at late evenings or early mornings. They would never pay attention to your communication and the message gets diluted. Prefer not to interact with them during lunch hours unless there is an emergency. Let us go through the role of managerial communication at workplace:Managerial communication plays a pivotal role in knowledge sharing. Managers must communicate with their subordinates to share whatever they know. A unique idea is of no use, if not shared. Managers need a medium

expressions and find out whether they are able to understand what you intend to communicate or not? Find out whether they understand their roles and responsibilities or any other work assigned to them or not? Taking proper feedback from people you interact on a regular basis helps you improve your communication. In effective communication, message needs to be understood by the recipients in its desired form. Cross check with people to ensure they are clear as to what you intend to communicate. It will definitely help you know where you need to improve.  Be a good lisener. Improve your listening skills and it would automatically improve your communication skills. A patient listener is always a good communicator. If you listen carefully as to what the other person has to say, he would also pay attention to your conversation. Employees must patiently listen to what their managers have to say. Do not interrupt in between as it breaks the momentum. Note down your queries on a sheet of paper and ask only when the speaker is through with his speech.  Learn to express your thoughts in a positive way. You need not to be rude with someone for him to understand your message. Know what you are speaking. Be precise. Use relevant words in your speech. Using complicated terminology does not make your speech interesting, instead confuses the recipient.  Communicate with your team members on a common platform. This would reduce half of the misunderstandings and problems. Communicating separately with employees increases conflicts among team members and also spoils relation of team members with their bosses. A manager should master the art of keeping his personal and professional lives separate. Avoid giving special attention to someone just because he is your friend or picks your child daily from school. Each employee should have the liberty to express his/her opinions on an open forum without the fear of getting criticized or insulted.  As a good manager one should learn to keep a control on his/her emotions. Be Focussed. Make sure your words do not hurt the other person. Take care of your pitch and tone. If you are too soft, no one would be able to hear you properly and eventually the message loses its importance. If you are too loud and shout on others your team members would really not bother to listen to you.  One should know where to communicate. Not all places are meant for communication. Any kind of instruction given at the washroom or the lunch area would never be taken seriously. Avoid interacting at noisy places.