COM 3110 - Andrea O'Reilly - Chapter 1 Review

asynchronous communication

include email, interoffice memos, and voice-mail. lag between the transmission and reception of messages. effective for less urgent requests and avoiding knee-jerk reactions, encouraging careful thought

Communication networks

patterns of contact created by the flow of messages among communicators through time and space

Informal communication networks

patterns of interaction based on friendships, shared personal or career interests, and proximity. "The Grapevine"

Communication is strategic - identity management

practice of presenting yourself in ways that produce a preferred image and distinctive sense of self

Environmental noise

(obvious types of noises) voices in the next room, cell phone ringing, smelly cigar

Chronological Context

...

Content Messages

...

Context Messages

...

Cultural context

...

Social Context (relationship)

...

ethics - see page 26

...

Types of Context Messages

Social context (relationship) Chronological context Cultural context

The importance of communication

Communicating effectively often makes the difference in getting hired Communication skills are the key to job advancement Executives depend 75 to 80 percent of their time communicating

Communication principles*

Communication is a process Communication is unavoidable Communication is irreversible Communication is not a panacea Communication is strategic

Functions of informal communication networks

Confirming formal messages Expanding on formal messages Expediting official messages contradicting official messages circumventing formal channels

Communication operates on two levels

Content messages Context messages

Written communication includes

Email Computer conferencing Instant messaging, texting

Communication is a process

Every communication event needs to be examined as part of its communication process. Each message is a process: it doesn't occur in isolation. How does the comment fit into the history of your relationship? How does the message fit with ones you have received from other people? What mood are you in today? All these questions show that the meaning of a message depends in part on what has happened before the message.

Channels of communication

Face to face communication Teleconferencing (webinars, Skype) Telephone and voice mail Written communication Email Computer conferencing Instant messaging, texting

Channel - Consider the organizations culture

Microsoft loves e-mail other companies value voice mails people may want face to face or phone

"The Grapevine"

Observers believe this is the primary source of communication within the organization

Communication is unavoidable

One cannot not communicate Facial expression, posture, gesture, clothing, your absence and presence in a situation are offer cues.

Channel - Consider the desired tone of your voice

Oral communication is best for messages that require personal dimension. also for ideas that have strong need for visual support--demonstration, photos, slides. need for immediate feedback, Q&A written communication - formal tone. better for relaying complicated ideas likely to require much study and thought by the receiver. or if its the final word, with no feedback or discussion. if you want it to be a record (meeting minutes)

Communication is irreversible

Our words and deeds are recorded in others memories and we cant erase them

Communication Channel Characteristics

Richness, speed,control

The process of communication (know the chart)

Sender -the person that transmits a message Message- symbol or behavior that create meaning Encoding- the words and nonverbal methods to send intentional messages Channel- method used to deliver the message Receiver: the person who hears and attach meaning to a message Decoding- the process of attaching meaning to the message. Feedback- response from the receiver Nosie- anything that's gets in the way of the message

Selecting the optimal channel

Speed of establishment Time required feedback Amount of information conveyed Control over how message is composed and delivered Control over reviewers attention Personal of formal? Cost Permanent record Effective for detailed messages

Channel - Consider using multiple channels

The redundancy capitalizes on the diverse strengths of each channel and boots the odds of getting your desired message across. example : verbal presentation and pass out notes from your slides

Creating your network Cultivate personal networks on the job, in the classroom, and beyond..

View everyone as a networking prospect Get referrals to secondary sources Seek a mentor Become a bridge Ask questions Don't flaunt informal shortcuts be sensitive to personal and cultural factors treat your contact with gratitude and respect help others network throughout your career

Communication is strategic

Virtually all communication is aimed at achieving goals instrumental communication, relational communication, identity management can all be utilized to achieve goals

Upward communication

communication flowing from subordinates to superior What subordinates are doing Unsolved work problems Suggestions for improvement How subordinates feel about each other and the job

Communication Channel Characteristics - Control

degree to which you can manage the communication process Because communication is a two-way process you can never have complete control. Different channels offer different types of control. written channels (email) - have more control over how you encode a message because you will be able to write, proof-read, and edit it as many times as you need to get it exactly the way you want. effective for highly sensitive situations. Trade-off: may just scan it or not read it at all. face-to-face -have much more control over the receivers attention. You can reduce noise, interpret nonverbal signals of understanding, or even explicitly ask the sender to pay more attention to your message

networking

deliberately meeting people and maintaining contacts to get career information, advice, and leads--and in turn help others

Noise

factors that interfere with the exchange of messages one of the greatest barriers to effective communication

Psychological noise

forces within the sender or reciever that interfere with understanding, such as egotism, defensiveness, assumptions, stereotypes, biases, prejudices, hostility, preoccupation, fear

Channel (or medium)

he method used to deliver the message

Physiological noise

hearing disorders, illnesses, disabilities, and other factors that make it difficult to send or receive messages.

synchronous communication

high-speed or instantaneous channels includes face to face conversations, video chat, and telephone conversations Key benefit: no time lag between the transmission and reception of messages, so they permit immediate feedback

Communication is strategic - Instrumental communication

messages aimed at accomplishing the task at hand. "I need that report by noon" "How long does it have to be" people dont always state their instrumental goals out right "wow look at the time" = wrap the conversation up "final offer" = bargaining ply for a better deal

Horizontal communication

messages between members of an organization with equal power Task coordination Problem solving Sharing information Conflict resolution Building rapport

Communication is strategic - relational communication

messages that shape and reflect the way people regard one another a positive climate in relationships helps achieve instrumental goals virtually all messages contain both instrumental and relational dimensions Example: How can I help you? - instrumental relational - the way the question is asked (rushed or deliberate, sincere or phony, friendly or unfriendly )

Downward communication

occurs whenever superiors initiate messages to their subordinates. There are several types of downward communication Job instructions Job rationale Procedures and practices Feedback Indoctrination (strategies)

Communication is not a panacea

panacea - a solution or remedy for all difficulties This helps explain why some problems grow worse the longer they are discussed. Even effective communication wont solve all problems Parties can understand each other perfectly and still disagree

Communication Channel Characteristics - Speed

refers to how quickly the exchange of message occurs

Feedback

response from the receiver (can be verbal or nonverbal, written, or no message) (helps us in the process of building shared meaning)

Forces that discourage horizontal communication

rivalry specialization information overload lack of motivation physical barriers

Formal communication networks*

systems designed by management to dictate who should talk to whom to get a job done organizational charts - provide a clear guideline of who is responsible for a given task and which employees are responsible for others performance. also depict optimal forms of communication such as: Downward communication Upward communication Horizontal communication

Communication Channel Characteristics - Richness

the amount of information available in a given channel: facial expressions, tone of voice, eye and body movement. In rich channels-- such as face to face settings and, to a lesser extent, in video chats---a wide array of nonverbal cues help you better understand another person. Example: is the person being sarcastic? lean channels such as email have much less inforamation

Sender

the person that transmits a message

Receiver

the person who hears and attach meaning to a message

Decoding

the process of attaching meaning to the message (receiver)

Encoding

the words and nonverbal methods that are used to send intentional messages (sender)

Message

words, symbol or behaviors that create meaning