Module 1.1 Intro

8/6/2019 Module 1.1 Intro

1/28

1

Communication in theCommunication in theWorkplaceWorkplace

MCS

Comprehension EnglishComprehension English


2/28

22

Overview

Communication in the Workplace

The importance of communication

Three forms of communication in business

Formal and informal networks

The process of communicationBasic truths about communication

Communication Barriers and Solution


3/28

3The Importance ofT e Importance oCommunication Skills asCommunication Skills asExpressed by BusinessExpressed by Business

AuthoritiesAuthoritiesTop executives from Fortune 500 companies ratecommunications skills as the most important quality for

business leaders.

--Business SectionNew York Times

There may be no single thing more important in our effortsto achieve meaningful work and fulfilling relationships than

to learn and practice the art of communication.--Max De Pree, Author The Art of Leadership


4/28

4

Verbal and NonverbalVerbal and Nonverbal

CommunicationCommunicationVerbal Communication

Face-to-Face/Phone Conversations/MeetingsE-mail/Voice-Mail MessagesLetters, Memos, and Reports

Nonverbal CommunicationPictures/Company Logos

Gestures/Body LanguageWho Sits Where/How Long a Visitor is Kept

Waiting

Slide 1-1


5/28

5

Non Verbal CommunicationNon Verbal Communication

Appearance

Posture

Gestures

Facial Expressions

Body Language

Time

Space

5

Touch

Smell

ColorSurroundings


6/28

6

Myths About Workplace WritingMyths About Workplace Writing

Secretaries will do allmy writing.

Ill use form letters or

templates when I needto write.

Im being hired as aprogrammer, not awriter.

Ill just pick up thephone.

Slide 1-2


7/28

7

Internal and External AudiencesInternal and External Audiences

Internal audiencesincludeSubordinates.

Superiors.Peers.

Slide 1-3

External audiencesincludeCustomers/Suppliers.

Stockholders. Potential Employees.Government Agencies. The Press/General

Public.


8/28

8

Basic PurposesBasic Purposes

All workplace communication has three

basic purposes:

To inform.To request or to persuade.

To build goodwill.

Slide 1-5


9/28

9

Communication Challenges inCommunication Challenges in

Todays WorkplaceTodays Workplace

Advances

in Technology

WorkforceDiversity

Globalization

Team-BasedOrganizations


10/28

10

ListeningListening

45%45%

WritingWriting9%9%

ReadingReading16%16%

SpeakingSpeaking

30%30%

Re

ceivin

gSen

din

g

Usage of Communication Channels at workplaceUsage of Communication Channels at workplace


11/28

11

Main Forms ofMain Forms ofCommunication in BusinessCommunication in Business

Operational Internal

ExternalPersonal

Intranets like thisone from Deere &

Company are used

for internal


12/28

12

Communication NetworksCommunication Networks

Formal Networkwell-established, usually

along operational lines

planned

Informal Networkcomplex

dynamic

Th F l d I f lTh F l d I f l


13/28

13

Department

Manager

Supervisor Supervisor

Black Solid Lines = Formal NetworkCoral Dashed Lines = Informal Network (at a moment in time, for they change often)

The Formal and InformalThe Formal and InformalCommunication Networks in aCommunication Networks in a

Division of a Small ManufacturingDivision of a Small Manufacturing

CompanyCompany

14


14/28

14

Factors Affecting Volume ofFactors Affecting Volume ofCommunication in BusinessCommunication in Business

Nature of the business

Operating plan

People

15


15/28

15

A Model of the Communication ProcessA Model of the Communication Process

1. A message sent by Marci arrivesin Kevins sensory world.

2. Kevins senses pick up themessage, but may also pick upcompeting information.

3. Marcis message is filteredthrough Kevins unique mind andis given meaning.

4. The meaning given may trigger aresponse, which Kevins unique

mind forms.5. Kevin sends the message to

Marci. It enters her sensory world,and a second cycle begins.

16


16/28

16

A Model of the Communication ProcessA Model of the Communication Process(continued)(continued)

1. A message sent by Kevin arrivesin Marcis sensory world.

2. Marcis senses pick up themessage, but may also pick upcompeting information.

3. Kevins message is filteredthrough Marcis unique mind andis given meaning.

4. The meaning given may trigger aresponse, which Marcis uniquemind forms.

5. Marci sends the message toKevin. It enters his sensoryworld, and another cycle begins.

1717


17/28

17

How Oral and WrittenHow Oral and WrittenCommunication DifferCommunication Differ

is more likely to involve creative effort,

has longer cycles, and usually has fewer cycles.

Written communication

18


18/28

18

Some Basic Truths aboutSome Basic Truths aboutCommunicationCommunication

Meanings sent are not always received.

Meaning is not in words.

The symbols of communication are imperfect.

19


19/28

19

Communication BarriersCommunication Barriers

Perception and language

Restrictive environments

Distractions

Deceptive tacticsInformation overload

20


20/28

20

Overcoming BarriersOvercoming Barriers

OpenCommunication

OpenCommunication

EfficientMessagesEfficientMessages

Audience-CenteredApproach

Audience-CenteredApproach

EthicalCommunication

EthicalCommunication

21


21/28

21

Audience-Centered

Approach

Audience-Centered

ApproachBiases

Education

Age

Status

Style

22


22/28

Communication ClimateCommunication Climate

Corporate Culture

Flat

Tall

High

Low

Level of FeedbackOverall Structure

More Open

Less Open

23


23/28

MakeMakeEthical ChoicesEthical ChoicesMakeMake

Ethical ChoicesEthical Choices

RecognizeRecognize


RecognizeRecognize


MotivateMotivate


MotivateMotivate


EthicalEthical

CommunicationCommunication

Business PrinciplesBusiness Principles

EthicalEthical

CommunicationCommunication

Business PrinciplesBusiness Principles

24


24/28

Efficient Messages

Concise Business Communication

DevelopCommunication

Skills

Minimize

Distractions

Send Fewer

Messages


25/28

26


26/28

Time managementTime management

24 X 7= 168 hrs/week How do you spend this time?

Make an allotment for:

Work Eating

Leisure/interests Daily routine Rest/sleep Relaxation (!?) Household duties Relationships

On-campus commitments Travel Study Everything else ___________ Total _____168_

27


27/28

Time planTime plan

Allocate the tasks/responsibilities (168 hours) to the

seven days of the week

Stick to the plan!

28


28/28

Writing is thinking on paper. Anyonewho thinks clearly should be able towrite clearly about any subject at all.

--William Zinsser, AuthorOn Writing Well

Documents

Module 1.1 Intro