Session02: Professional Communications Dr. Mark H. Mortensen Sections 211 and 212 M & W2:00 to 3:15 3:30 to 4:45 Manning School of Business

Mortensen Consulting Group Session 2 Turn in Assignment 1 (100 word introduction) – bring 4 extra copies, also for group work in class Have bought the text books online. Have Read: HBR Guide to Better Business Writing – Chapters Workshop: Working in groups to make your introduction (Assignment 1) better Finish material from Monday we did not get to. Discussion: Chapter 1-3 review. Mindmaps and note taking.

Mortensen Consulting Group Workshop Get together in groups of 3-4 people Give each other copies of your introduction Each person read all of the introductions silently Have a round of comments on each introduction:  Things you liked  Things that could have been done better  Mistakes in grammar Each person re-write their introduction. You no longer have to hold to 100 words.

Mortensen Consulting Group Culture and Communication (continued) Good communication demands special sensitivity and skills when communicators are from different cultures. © 2008 Image Source Black/Jupiter Images

Mortensen Consulting Group Time Orientation CommunicationStyle Formality Individualism Context Culture Dimensions of Culture

Mortensen Consulting Group Dimensions of Culture High-context cultures (those in Japan, China, and Arab countries) tend to be relational, collectivist, and contemplative. Context

Mortensen Consulting Group Dimensions of Culture Context Low-context cultures (those in North America, Scandinavia, Holland and Germany) tend to be logical, linear, and action-oriented.

Mortensen Consulting Group Dimensions of Culture Individualism High-context cultures tend to prefer group values, duties, and decisions. Low-context cultures tend to prefer individual initiative, self-assertion, and personal achievement.

Mortensen Consulting Group Dimensions of Culture Formality North Americans place less emphasis on tradition, ceremony, and social rules. Other cultures prefer more formality.

Mortensen Consulting Group Dimensions of Culture Communication Style High-context cultures rely on nonverbal cues and the total picture to communicate. Meanings are embedded at many sociocultural levels.

Mortensen Consulting Group Dimensions of Culture Communication Style Low-context cultures emphasize words, straightforwardness, and openness. People tend to be informal, impatient, and literal.

Mortensen Consulting Group Dimensions of Culture Time Orientation Time is precious to North Americans. It correlates with productivity, efficiency, and money. In some cultures time is unlimited and never-ending, promoting a relaxed attitude.

Mortensen Consulting Group Comparison of High- and Low-Context Cultures High-Context Cultures Low-Context Cultures RelationalLinear CollectivistIndividualistic IntuitiveLogical ContemplativeAction-oriented

Mortensen Consulting Group Proverbs Reflect Culture 1. The squeaking wheel gets the grease. 2. Waste not, want not. 3. He who holds the gold makes the rules. 4. If at first you don’t succeed, try, try again. 5. The early bird gets the worm. What do these U.S. proverbs indicate about this culture and what it values?

Mortensen Consulting Group What do these Chinese proverbs indicate about the Chinese culture and what it values? 1.A man who waits for a roast duck to fly into his mouth must wait a very long time. 2.A man who says it cannot be done should not interrupt a man doing it. 3.Give a man a fish, and he will live for a day; give him a net, and he will live for a lifetime. Proverbs Reflect Culture

Mortensen Consulting Group Proverbs Reflect Culture What do these proverbs indicate about their respective cultures and what they value? 1.No one is either rich or poor who has not helped himself to be so. (German) 2.Words do not make flour. (Italian) 3.The nail that sticks up gets pounded down. (Japanese)

Mortensen Consulting Group Improving Communication With Multicultural Audiences Oral Messages  Use simple English.  Speak slowly and enunciate clearly.  Encourage accurate feedback.  Check frequently for comprehension. © Creatas / Photolibrary Group / Index Stock Imagery

Mortensen Consulting Group © Creatas / Photolibrary Group / Index Stock Imagery Oral Messages  Observe eye messages.  Accept blame.  Listen without interrupting.  Smile when appropriate.  Follow up in writing. Improving Communication With Multicultural Audiences

Mortensen Consulting Group Written Messages  Consider local styles.  Consider hiring a translator.  Use short sentences and short paragraphs.  Avoid ambiguous wording.  Follow up in writing.  Cite numbers carefully. Improving Communication With Multicultural Audiences

Mortensen Consulting Group Improving Communication Among Diverse Workplace Audiences Understand the value of differences. Seek training. Learn about your own cultural self. Make fewer workplace assumptions. Build on similarities.

Mortensen Consulting Group HBS Better Writing: Chapter 1 Know why you are writing Form follows function  Determine purpose before writing  Plainly state issue and what you want  Keep Goal in Mind

Mortensen Consulting Group HBS Better Writing: Chapter 2 Understand Your Readers  Tailor your message – what’s in it for them?  Use appropriate tone for your audience  Write to a prototypical reader (intelligent non- specialist)  Respect your readers’ time constraints Get to the point quickly Be clear Be efficient Be likable

Mortensen Consulting Group HBS Better Writing: Chapter 3 Divide the writing process into 4 separate tasks 1. Madman – Gather material Note cards Spreadsheets Mind Map 2. Architect – Outline written piece Write an outline Auto-writing 3 ideas in complete sentences and organize around 3. Carpenter – Thought  Words Tight schedule 4. Judge – Quality control Polish words, phrases, grammar

Mortensen Consulting Group Note Taking Options None Near-transcription of words said Outline technique Key word/key information technique Mind Mapping technique

Mortensen Consulting Group How to Mind Map

Mortensen Consulting Group Mind Mapping Technique

Mortensen Consulting Group It doesn’t have to be pretty

Mortensen Consulting Group But do not go overboard

Mortensen Consulting Group Example: Business Plan Outline

Mortensen Consulting Group Example: Report on how to be healthy

Mortensen Consulting Group Example: An Autobiography

Mortensen Consulting Group Example: A Chapter of a Book

Mortensen Consulting Group Example: Report on what you can do about Global Warming

Mortensen Consulting Group Example: Technical Information

Mortensen Consulting Group Mindmapping Software Don’t bother, unless you intend to use it as part of a presentation But don’t plan on using as part of a presentation – people are not ready for it, in general It’s something for YOU.

Mortensen Consulting Group Next Class (Wednesday) Session 3 11 Sept. Turn in Assignment 2 (Strengths & weaknesses) Class preparation: Bring a resume of yours (if you have one) to class along with a couple of others you have found on the internet. Have Read: HBR Guide to Better Business Writing - Chapters Workshop: Assignment 3 – Read your introduction to the class. Discussion: Chapter 4-7 review. Resumes – the why, the what and the how. Examples of good resumes. Write about one page on your strengths and weaknesses in written and verbal communications and what you hope to get out of this class. Also, identify about what you read (magazines, books – what type, on- line BLOGS, Twitter, Facebook, etc.) on a regular basis. It should be words - more if you like, or if you do not have the extra time it usually takes to make it shorter. Assignment 2

Mortensen Consulting Group ProfComm – Fall 2013