1. PPT-3.Communicating in Internet Age (Recap)

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Chapter 12

Communicating in the

Internet Age


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Chapter Outline

The Communication Process Encoding Selecting a Medium Decoding Feedback Noise


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Chapter Outline (continued)

Dynamics of Organizational Communications

Needed: More Coordinated Communication The Grapevine Nonverbal Communication Upward Communication


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Chapter Outline(continued)

Communication Problems and Promises in the Computer Age

Barriers to Communication Sexist and Racist Communication Communicating in the Online Workplace


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Chapter Outline(continued)

Becoming a Better Communicator Effective Listening Effective Writing Running a Meeting


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THE COMMUNICATION PROCESS

Communication: “the transfer of information and understanding from one person to another person.”


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THE COMMUNICATION PROCESS(continued)

Key Elements of the Basic Communication Process

Encoding (by sender) Selecting a medium (by sender)

Media richness: a medium’s capacity to convey information and promote learning.

Decoding (by receiver) Feedback (from receiver to sender)


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Figure 12.2 The Basic Communication Process


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Source: Robert H. Lengel and Richard L. Daft, “The Selection of Communication Media as an Executive Skill,” Academy of Management Executive, 2 (August 1988): 226, 227, exhibits 1 and 2. Reprinted by permission.

Figure 12.3 The Lengel-Daft Contingency Model of Media Selection (a)


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Source: Robert H. Lengel and Richard L. Daft, “The Selection of Communication Media as an Executive Skill,” Academy of Management Executive, 2 (August 1988): 226, 227, exhibits 1 and 2. Reprinted by permission.

Figure 12.3 The Lengel-Daft Contingency Model of Media Selection (b)


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Noise: any interference with normal flow of communication


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For Discussion: In face-to-face communication (a rich medium), which link in the communication process is most vital? Why?


12-13Source: Data from “Message Overload?” USA Today (September 13, 1999): 1B.

Figure 12.1 The World of Communication Overload (average daily number of messages sent and

received by office workers)


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Conclusion from a recent survey of 10,000 U.S. companies:

“Although senior managers cite communications as a top business priority that they plan to devote more time to, they are focused on technological solutions (for example, electronic mail and Internet connections) when the answers have more to do with words and thoughts than tools.”


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For Discussion: What does this mean to you? What recommendations would you make to management?


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NONVERBAL COMMUNICATION

Body language: nonverbal communication based on facial expressions, posture, and appearance.

Three Kinds of Body Language

1. Facial

2. Gestural

3. Postural


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NONVERBAL COMMUNICATION (continued)

“One expert contends that only 7 percent of the impact of our face-to-face communication comes from the words we utter; the other 93 percent comes from our vocal intonations, facial expressions, posture, and appearance.”


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NONVERBAL COMMUNICATION (continued)

For Discussion:

1. Is dressing for success a career booster, or simply an excuse for showing off?

2. Which form of body language -- facial, gestural, postural -- tends to influence you most in face-to-face communication?

3. What is your most expressive form of body language: facial, gestural, or postural? Will it help to hinder you as a manager?


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UPWARD COMMUNICATION

Upward communication: process of systematically encouraging lower-level employees to share with management their feelings and ideas.


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UPWARD COMMUNICATION (continued)

Types of Upward Communications

Formal grievance procedures Employee attitude and opinion surveys Suggestion systems Open-door policy Informal meetings Internet chat rooms Exit interviews


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UPWARD COMMUNICATION (continued)

For Discussion:

1. All things considered, which type of upward communication probably is the most useful for today’s busy managers?

2. How would you respond to a manager who made this statement? “An open-door policy is an open invitation to a lot of junk visits.”


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BARRIERS TO COMMUNICATION

Process Barriers

Sender barrier Encoding barrier Medium barrier Decoding barrier Receiver barrier Feedback barrier


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BARRIERS TO COMMUNICATION(continued)

Physical Barriers

Semantic Barriers

Semantics: the study of meaning of words.

Psychosocial Barriers


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Source: John W. Newstrom and Keith Davis, Organizational Behavior: Human Behavior at Work, 9th ed. (New York: McGraw-Hill, 1993), p. 445. Reproduced with permission of McGraw-Hill Companies.

Figure 12.4 Grapevine Patterns


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BARRIERS TO COMMUNICATION(continued)

For Discussion: Which barrier is management’s most challenging problem? Explain.


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HOW TO COMPOSE A CLEAR E-MAIL MESSAGE

Table 12.2

Concise(simple conversational language)

Logical (context plus logical steps)

Empathetic (identify with your reader)

Action-Oriented (explain what you want the reader to do)

Right (all key facts; correct spelling)


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EFFECTIVE LISTENING

“Listening is the forgotten stepchild in communications skill training.”


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EFFECTIVE LISTENING(continued)

Tips for More Effective Listening:

Tolerate silence. Listeners who rush to fill momentary silences cease being listeners.

Ask stimulating open-ended questions, ones that require more than merely a yes or no answer.

Encourage the speaker with attentive eye contact, alert posture, and verbal encourages such as “um-hum,” “yes,” and “I see.” Occasionally repeating the speaker’s last few words also helps.


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Paraphrase. Periodically restate in your own words what you have just heard.

Show emotion to demonstrate that you are a sympathetic listener.

Know your biases and prejudices and attempt to correct for them.

Avoid premature judgments about what is being said.

Summarize. Briefly highlight what the speaker has just finished saying to bring out possible misunderstandings.


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For Discussion:

1. Are you a good listener? Why or why not? If not, what do you need to do to improve?

2. Which of the above tips is most difficult to implement? Why?


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TIPS FOR EFFECTIVE WRITING

1. Keep words simple.

2. Don’t sacrifice communication to rules of composition.

3. Write concisely.

4. Be specific.


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TIPS FOR EFFECTIVE WRITING (continued)

For Discussion:1. Do you consider yourself a good writer, as far as

business communication is concerned? Why or why not? If not, how can you improve?

2. Have multiple-choice exams and computer E-mail taken a toll on your writing skills? Explain.

3. What would you say to a student who made these statements? “Standard rules of writing and grammar aren’t important in today’s world of voice mail and the Internet. Quickly get the idea across; that’s the point.”


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RUNNING A MEETING

Prepare ahead of time.

Have a reason for the meeting.

Distribute an agenda before the meeting.

Give participants at least a day’s notice.

Participants should come prepared.

Limit attendance and designate a leader.


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RUNNING A MEETING(continued)

Start and end on time.

Encourage broad discussion but stick to the agenda.

Foster rigorous debate and brainstorming.

Use visual aids.

Follow up with notification of outcomes.

1. PPT-3.Communicating in Internet Age (Recap)

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