HOW TO DESIGN EFFECTIVE COMMUNICATION WITH

TECHNOLOGY TO PROCESS INFORMATION IN

MANAJEMENT ORGNIZATION

GROUP 4
ATIKA PRATIWI
ELVA RAHMA NURDIANA
RADEN SENDY INDIRA
RYAN GILANG RAMADHAN
TIARA WULANDARI

STEI RAWAMANGUN
2018
Communication is the process of transferring information and meaning between
senders and receivers, using one or more written, oral, visual, or electronic media. The
essence of communication is sharing—providing data, information, insights, and
inspiration in an exchange that benefits both you and the people with whom you are
communicating.
Effective Communication is a communication between two or more persons wherein
the intended message is successfully delivered, received and understood. In other
words, the communication is said to be effective when all the parties (sender and
receiver) in the communication, assign similar meanings to the message and listen
carefully to what all have been said and make the sender feel heard and understood
Communication technology influences business and society by making the exchange
of ideas and information more efficient. Communication technologies include the
Internet, multimedia, e-mail, telephone and other sound-based and video-based
communication means. Communication technology specialists design and maintain
technical systems of communication, according to the needs of a specific business,
industry or market.
What Makes Business Communication Effective?
Effective communication strengthens the connections between a company and all of its
stakeholders, those groups affected in some way by the company’s actions: customers,
employees, shareholders, suppliers, neighbors, the community, the nation, and the
world as a whole.To make your communication efforts as effective as possible, focus on
making them practical, factual, concise, clear, and persuasive:

■ Provide practical information. Give recipients useful information, whether it’s to help
them perform a desired action or understand a new company policy.

■ Give facts rather than vague impressions. Use concrete language, specific detail, and
information that is clear, convincing, accurate, and ethical. Even when an opinion is
called for, present compelling evidence to support your conclusion.

■ Present information in a concise, efficient manner. Concise messages show respect

for people’s time, and they increase the chances of a positive response.

■ Clarify expectations and responsibilities. Craft messages to generate a specific

response from a specific audience. When appropriate, clearly state what you expect
from audience members or what you can do for them.
Communicating in an Organizational Context

In addition to having the proper skills, you need to learn how to apply those skills in the
business environment, which can be quite different from your social and scholastic
environments. Every company has a unique communication system that connects
people within the organization and connects the organization to the outside world. The
“system” in this broad sense is a complex combination of communication channels
(such as the Internet and department meetings), company policies, organizational
structure, and personal relationships.
To succeed in a job, you need to figure out how your company’s system operates and
how to use it to gather information you need and to share information you want others
to have. For example, one company might rely heavily on instant messaging, social
networks, and blogs that are used in an open, conversational way by everyone in the
company. In contrast, another company might use a more rigid, formal approach in
which information and instructions are passed down from top managers and employees
are expected to follow the “chain of command” when seeking or distributing information.

The Basic Communication Model

Many variations of the communication process model exist, but these eight steps
provide a pratical overview :

1. The sender has an idea. Whether a communication effort will ultimately be effective
starts right here and depends on the nature of the idea and the motivation for sending it.
For example, if your motivation is to offer a solution to a problem, you have a better
chance of crafting a meaningful message than if your motivation is merely to complain
about a problem.

2. The sender encodes the idea as a message. When someone puts an idea into a
message, he or she is encoding it, or expressing it in words or images. Much of the
focus of this course is on developing the skills needed to successfully encode your
ideas into effective messages.

3. The sender produces the message in a transmittable medium. With the appropriate
message to express an idea, the sender now needs a communication medium to
present that message to the intended audience. To update your boss on the status of a
project, for instance, you might have a dozen or more media choices, from a phone call
to an instant message to a slideshow presentation.

4. The sender transmits the message through a channel. Just as technology continues
to increase the number of media options, it also continues to provide new
communication channels senders can use to transmit their messages. The distinction
between medium and channel can get a bit murky, but think of the medium as the form
a message takes (such as a Twitter update) and the channel as the system used to
deliver the message (such as the Internet).
5. The audience receives the message. If the channel functions properly, the message
reaches its intended audience. However, mere arrival is not enough. For a message to
truly be received, the recipient has to sense the presence of a message, select it from
all the other messages clamoring for attention, and perceive it as an actual message
(as opposed to random noise).

6. The receiver decodes the message. After a message is received, the receiver needs
to extract the idea from the message, a step known as decoding. Even well-crafted, well
intentioned communication efforts can fail at this stage because extracting meaning is a
highly personal process that is influenced by culture, experience, learning and thinking
styles, hopes, fears, and even temporary moods. Receivers sometimes decode the
same meaning the recipient intended, but sometimes they can decode or re-create
entirely different meanings. Moreover, audiences tend to extract the meaning
they expect to get from a message, even if it’s the opposite of what the sender intended.

7. The receiver responds to the message. In most instances, senders want to

accomplish more than simply delivering information. They often want receivers to
respond in particular ways, whether it’s to invest millions of dollars in a new business
venture or to accept management’s explanation for why it can’t afford to give employee
bonuses this year. Whether a receiver responds as the sender hopes depends on the
receiver

8. The receiver provides feedback. If a mechanism is available for them to do so,

receivers can “close the loop” in the communication process by giving the sender
feedback that helps the sender evaluate the effectiveness of the communication effort.
Feedback can be verbal (using written or spoken words), nonverbal (using gestures,
facial expressions, or other signals), or both. Just like the original message, however,
this feedback from the receiver also needs to be decoded carefully. A smile, for
example, can have many different meanings.

Using technology to improve business communication

Keeping Technology in Perspective

Remember that technology is an aid to communication, not a replacement for it.
Technology can’t think for you, make up for a lack of essential skills, or ensure that
communication really happens. For example, you might have a presence on every new
social media platform that comes along, but if the messages you are sending are
confused or self-serving, none of that technology will help.No matter how innovative or
popular it may be, a technology has value only if it helps deliver the right information to
the right people at the right time.

Using Tools Productively

You don’t have to become an expert to use most communication technologies
effectively, but to work efficiently you do need to be familiar with basic features and
functions. Conversely, don’t worry about learning advanced features unless you really
need to use them. Many software packages contain dozens of obscure features that
typical business communicators rarely need.

Guarding Against Information Overload

The overuse or misuse of communication technology can lead to information overload,
in which people receive more information than they can effectively process. Information
overload makes it difficult to discriminate between useful and useless information,
inhibits the ability to think deeply about complex situations, lowers productivity, and
amplifies employee stress both on the job and at home—even to the point of causing
health and relationship problems.As a sender, make sure every message you send is
meaningful and important to your receivers. As a recipient, take steps to control the
number and types of messages you receive. Use the filtering features of your
communication systems to isolate high-priority messages that deserve your attention.
Also, be wary of following too many blogs, Twitter accounts,
and social networking feeds, and other sources of recurring messages. Focus on the
information you truly need to do your job.

Reconnecting with People Frequently

Even the best technologies can hinder communication if they are overused. For
instance, a common complaint among employees is that managers rely too heavily on
email and don’t communicate face-to-face often enough. Speaking with people over the
phone or in person can take more time and effort, and can sometimes force you to
confront unpleasant situations directly, but it is often essential for solving tough
problems and maintaining productive relationships.

BENEFITS OF EFFECTIVE COMMUNICATION TECHNOLOGY IN MANAJEMEN

ORGANIZATION
1. Helps prepare and execute plans
2. Good communication builds an efficient relationship
3. New technology makes for better sound quality
4. The actual cost of communication technology

NEGATIVE IMPACT OF EFFECTIVE COMMUNICATION TECHNOLOGY IN

MANAJEMEN ORGANIZATION
1. The rivalvy among existing firms in the industry
2. The bargaining power of buyers
3. The threat of entry of new competitor
4. The threat of substitute product or services
Powerful tools for communicating effectively

REDEFINING THE OFFICE

Thanks to advances in mobile and distributed communication, the “office” is
no longer what it used to be. Technology lets today’s professionals work on the move
while staying in close contact with colleagues, customers, and suppliers. These
technologies are also redefining the very nature of some companies, as they replace
traditional hierarchies with highly adaptable,
virtual networks.

Web-Based Meetings
Web-based meetings allow team members from all over the world to interact in real
time. Meetings can also be recorded for later playback and review. Various systems
support instant messaging, video, collaborative editing tools, and more.

Shared Online Workspaces

Online workspaces help teams
work productively, even if they are on the move or spread out across the country. In
addition to providing controlled access to shared files and other digital resources, some
systems include such features as project management tools and real-time document
sharing (letting two or more team members view and edit a document on
screen at the same time).

Mobile Business Apps

As the range of business software applications on smartphones and tablet
computers continues to expand, almost anything that can be accomplished on a regular
computer can be done on a mobile device (although not always as efficiently or with the
same feature sets).

Videoconferencing and Telepresence

Video conferencing provides many of the benefits of in-person meetings at a fraction of
the cost. Advanced systems feature telepresence, in which the video images of meeting
participants are life-sized and extremely realistic.

Voice Technologies
Speech recognition (converting human speech to computer commands) and speech
synthesis (converting computer commands to human speech) can enhance
communication in many ways, including simplifying mobile computing, assisting workers
who are unwilling or unable to use keyboards, and allowing “one-sided” conversations
with information systems.
CONNECTING WITH STAKEHOLDERS
Electronic media and social media in particular have redefined the
relationships businesses have with internal and external stakeholders. Any groups
affected by a company’s decisions now have tools to give voice to their opinions and
needs, and companies have many more conversational threads that need to be
monitored and managed.

Media Curation and Content Sharing

Media curation, selecting videos and other items of interest to followers of a website or
blog, has become one of the most popular ways to connect with stakeholders. Pinterest
and Scoop.it are among the leading technologies in this area.

Online Video
The combination of low-cost digital video cameras and video-sharing websites such as
YouTube has spurred a revolution in business video. Product demonstrations, company
overviews, promotional presentations, and training seminars are among the most
popular applications of business video. Branded channels allow companies to present
their videos as an integrated collection in a customized user interface.

Blogging
Blogs let companies connect with customers and other audiences in a fast and informal
way. Commenting features let readers participate in the conversation, too.

Podcasting
With the portability and convenience of downloadable audio and video recordings,
podcasts have become a popular means of delivering everything from college lectures
to marketing messages. Podcasts are also used for internal communication, replacing
conference calls, newsletters, and other media.

Applicant Tracking Systems

Applicant tracking systems now play a huge role in employment-
related communications. At virtually all large companies and many medium and small
companies, your résumé and application information will be entered into one of these
systems. Recruiters use various tools to identify promising candidates and manage the
interview and selection process. After hiring, some firms use talent management
systems to track employee development through workers’ entire careers at the
company.
BUILDING COMMUNITIES
One of the most significant benefits of new communication technologies is the ease
with which companies can foster a sense of community among customers, enthusiasts,
and other groups. In some instances, the company establishes and manages the online
community, while in others the community is driven by product championsor other
enthusiasts.

User-Generated Content Sites

User-generated content sites let businesses host photos, videos, software
programs, technical solutions, and other valuable content for their customer
communities.

Social Networking
Businesses use a variety of social networks as specialized channels to engage
customers, find new employees, attract investors, and share ideas and challenges with
peers.

Microblogging
Microblogging services (of which Twitter is by far the best known) are a great way to
share ideas, solicit feedback, monitor market trends, and announce special deals and
events.

Gaming Technologies
Encouraging people to play games, even games as simple as “checking in” at various
retail locations, can build interest in a company and its brands.

Community Q&A Sites

Many companies now rely heavily on communities of customers to help each other with
product questions and other routine matters.
SAMPLE CASE

In Mini Lotte, engaged in retail, has experienced problems between the head of the
shop and employees. This problem occurs caused by miss communication between
superiors and their employees. There is a system change in shopping regarding the
promos offered, but the head of the shop has not notified the employees, so employees
are not aware of any promos. As a result there is a misunderstanding between the head
of the shop and employees.

There is a miss communication between buyers and sellers. Where the seller does not
enforce the discon, there is no notification from the supervisor and direct deduction at
the time of payment. Finally the problem has been clarified by the head of the shop to
employees and buyers.

To anticipate/avoid that’s problem :

1. Establish a structured information system, so that no errors occur in
communication. For example, by making a announcement board or
announcement through the loudspeaker.
2. Make two-way communication between superiors and subordinates to be
smooth and harmonious, for example by making routine meetings, because
with two-way communication and intense will reduce problems in the field.