CHOOSING THE MOST EFFECTIVE COMMUNICATION MEDIUM FOR VARYING SITUATIONS

Amity Business School

CHOOSING THE MOST EFFECTIVE COMMUNICATION

MEDIUM FOR VARYING SITUATIONS

COMPILED BY:ADARSH PM (A-44)

MANIK LOOMBA (A-46)SAURABH SHARMA (A-47)

PARTH KISHAN (A-48)NISHANT SETHI (A-51)


COMMUNICATION

COMMUNICATION IS THE ART OF TRANSMITTING INFORMATION, IDEAS AND ATTITUDES FROM ONE PERSON TO ANOTHER. COMMUNICATION IS THE PROCESS OF MEANINGFUL INTERACTION AMONG HUMAN BEINGS.

Effective communication is more of an art than a science.


MOST COMMON WAYS TO COMMUNICATE

Visual Image

SpeakingWriting

Body Language


Before Selecting a Effective communication Medium

The communication method that you select should depend on your message. Before you choose which technology to use, consider whether your message is• Interactive or Static :

– Interactive means a back and forth conversation– Static Means Delivery of a message

• Personal or Impersonal– Personal means Face to face or on the phone– Impersonal communication is writing


MEDIA RICHNESS THEORY

• Media richness theory indicates that the various communication channels differ in their capability to provide rich information.

A FACE TO FACE INTERACTION IS THE HIGHEST IN THE MEDIA RICHNESS AS COMPARED TO AN EMAIL OR LETTER.


• A communication channel becomes richer as you add human elements like voice tone, facial expression, and physical presence. The more complicated your message is, the richer your channel should be. When the message is routine and easy to understand, a lean channel is more appropriate:


Medium of Communication• Face to Face Communication (two people)• Videoconferencing (Internal and external Participants)• Telephone call• Voice Mail• E-mail• Instant Messaging• Social Media• Fax• Letter• Teleconference ( Internal and external participants) • Meeting ( Entire Team)


Face to Face Communication

• Face to Face Communication is used only when physical presence is required

• Face to Face Communication Can be used when the situation and the topic are more complex.

• Can be used for problem solving, brainstorming or input from employees

• A criterion here is whether various viewpoints need to be considered and discussed in order to reach an understanding.


Video conference• It delivers interactivity and non verbal

expression.• High Quality Visual is a must.• Not affordable for Small Firms.• Best tool for staying in touch with far-flung

families and friends.• In a business context, the video and audio

quality, backdrop, lighting, focus and background noise all have greater significance.


Telephone• Use when message is potentially

confusing or emotional.• You can communicate more with your

voice than you can with your keyboard.• Urgency, Humor, Compassion etc can be

emphasized through telephone call.• Essential for staying in touch with family,

friends and social networks.


Voice Mail• Speak Clearly and distinctly • Give your phone number and Name at the

beginning.• Avoid leaving long messages.• Provide a compelling reason for returning

to your call.• A little emotion in the voice helps to

connect better.• No Instant feedback available.


E-mail• It is best used for concrete requests,

specific questions, and factual responses.• E-mails convey no Vocal tone and no

facial expression• Your tone is crucial. • Emails last forever.


Instant Messaging• Now moved into Business world from

teenagers.• Gives quick responses in real time• Disadvantage of IM is its potential to be a

distraction. It can take you away from your work.


Social Media• It lets you reach prospective clients and

people on your professional and personal areas of interest.

• Can build as many new valuable relationships.


Chart showing appropriate communication medium according to different situations

Function Meeting Phone or conf. call E-mail Voice mail Letter or fax

Brainstorming and negotiation

X X — — —

Formality required X — — — X

Informal, quick update — — X X —

Relationship building X X — X —

Distribution of lengthy, complex info

— — X — X

Distribution of simple, brief info

— — — X —

Legal purposes; hard-copy requirement

— — X — X

Sending of detailed documents for review and response

— — X — X

Discussion of documents you sent

X X — — —

Sending of urgent message; need for immediate response

— X — X —

Amity Business SchoolDiscussion of familiar topic; need for little explanation

— — X — —

Discussion of project updates and status

X X — — —

Need for corrective action or for praise

X — — — —

Sharing of organizational message

X X — — X

Addition of personal touch to quick message

— — — X —

Need for open discussion on new policy

X X — — —

Quick sending of important update to many people; need for record-keeping

— — X — —

Ensurance of privacy X X — — —

Hearing of someone's voice to read between the lines

— X — — —


How to adjust the communication style in varying situations

Step 1: Think about the situation or occasionThe context of your communication makes a difference both in the way you engage with others and in the way they interpret your communication.

• Remember that time and place matter a lot. A joke that would be a hit with your friends may not be appropriate in the office. Similarly, pouring your heart out to a dear friend is different from doing so with a young child.

• Identify the level of formality. Formal occasions like ceremonies and business presentations require more formal language and proper dress code. Informal occasions like family functions or a get together with friends allows you to be more relaxed and casual.


Step 2: Identify your Goal

• Know the purpose of your interaction to make communication effective.

For example, if you want to build a friendship with a colleague, you may invite them out for a cup of coffee or ask them to join you for lunch. But if you want to keep your work and personal lives separate, you will probably keep your communication polite and professional.


Step 3 : Know your AudienceIn order to adapt your communication style effectively, you need to understand who you are talking with. See things from their point of view and tailor your communication style as much as possible.

• Recognize your relationship with the audience.

For example, With a good friend, you will probably be able to be more upfront and blunt. With a supervisor, you will want to speak with respect. With a cashier, you may want to be friendly, but conservative.

• Acknowledge differences in personality.

For example, extroverts like to communicate face-to-face, over the phone, and in large groups. They tend to think out loud. Introverts prefer to talk through emails, text messages, and in one-on-one conversations. They often need time to reflect before answering questions


Step 4: Consider the method of your communicationEach method of communication has advantages and disadvantages. If you are able to choose, pick the method that would be most effective for your audience. Otherwise, work within its existing structure.

• During meetings, participate by sharing ideas, but also take the time to listen. Do not monopolize the discussion.

• When engaging in social media, you can be more relaxed. Communication often occurs in one- or two-sentence segments. Be casual, but concise

• Email and text messaging require a conscious choice of words. Be direct. Express tone through your words or the use of emoticons (smiley faces).


Step 5: Watch your WordsBe careful with the language you use. Words can help you quickly connect with someone, but they may also offend them.

• Choose words based on the age, education, and literacy level of the person(s) you are talking with. Use words they understand and can connect with.

• Use technical words only if you are communicating with people who know what they mean. If you must use jargon, take the time to explain what it means.


Step 6: Be Careful about your body languageBody language can be interpreted differently in different situations. Adapt your nonverbal communication to the situation at hand.

• Eye contact is generally a good way to connect with the person you are talking with. However, if it is an extremely sensitive situation, sitting side-by-side with someone can remove the pressure of having to look someone in the eyes and thus make the other person more comfortable.

• Personal space varies both by culture, by individual, and by relationship. With your significant other, you may sit close enough that your legs or shoulders touch each others. However, when you sit near a supervisor or complete stranger, you want to leave some distance in between each other.


Step 7: Pay Attention to the other person’s feedbackSome people may offer verbal feedback by asking questions. You can also watch their nonverbal communication -- crossing their arms, looking away, yawning, nodding -- to see how they are responding to what you are saying.

• If they seem nervous, make sure you are in a place where they feel comfortable. Engage them in small talk to help them calm down. Ask questions to get to know them better.

• If they seem confused, explain it again in different words. Ask them what part confuses them. Find visuals, metaphors, or illustrations to explain your point.

• If they seem upset, listen to them and try to understand why. Wait to express your own thoughts or attempt to persuade them differently.


SO WHICH IS THE MOST EFFECTIVE COMMUNICATION FOR VARYING

SITUATIONS?


• There is not one "right" way to

communicate, but you should be aware of what is appropriate and when.

• Your chosen method of communication depends on the situation.

• Put yourself in your employees' shoes. • If you needed to have a certain message

conveyed to you, think first how you would like to receive it.

• Be considerate about your employees, it helps in being an effective communicator.


Thank you!

Documents

CHOOSING THE MOST EFFECTIVE COMMUNICATION MEDIUM FOR VARYING SITUATIONS