Week 2 Attendance “Who Am I?” Due Good News! Chapter 4 Gestures Power Point/Extra Credit Quiz Body Language/Steering Wheel Videos Communication Inventory Chapter 5 Team Building – Back to Back Flexing Power Point Listening Inventory Team Building – Drawing Bugs Inventory writing

Improving Personal and Organizational Communication Chapter 4

Before Class Starts… Be thinking of how you will answer the attendance question…”What is your biggest pet peeve?”

The Communication Process All organizational communication is on a continuum Impersonal Interpersonal

Impersonal Communication One-way information giving process Transmit or transfer of information Used to give basic information: –company policies, instructions, facts Methods include: –memos, letters, , voice mail, manuals, bulletin boards

Impersonal Communication Advantage:  easy ways to get the word out Limitations:  limited feedback from receiver  understanding of message not known  timing of message not controlled

Interpersonal Communication Two-way communication Verbal exchange of thoughts or information between two or more people Descriptions include:  share, discuss, argue, interact Formats include:  meetings, interviews, phone calls, traditional classes Response from receiver necessary for effectiveness

Interpersonal Communication Advantages:  builds stronger, more personal relationships  sender can be sure the message was understood Limitations:  takes time, often not feasible

Rules to Live By Make a list of careers where workers work as a team Make a list of careers where workers work alone Which list has more? –There are very few jobs where workers work alone.

Rules to Live By Discuss the rules that are necessary for members of a team to follow in order for the team to be successful Draw a picture of what this looks like  No words!

Effective communication is composed of 3 basic elements: Sender Message Receiver

Figure 2.1 Diagram of Simple Communication Process

Complex Communication Most communications are more complicated Messages travel through filters which can alter the way your message is understood Need to be aware of possible distortions so miscommunication can be interpreted

Figure 2.2 Diagram of More Complex Communication Process

Communication Filters Semantics Emotions Attitudes Language/Culture differences Role expectations Gender-specific focus Nonverbal messages

Semantics Study of relationship between words and their meaning(s) We often assume that the words we use mean the same things to others, but this assumption can create problems. Abstract terms are subject to more interpretations of meaning Example: Some words have imprecise meanings and can be interpreted in different ways: job satisfaction, downsizing, and word processing…others?

Emotions Powerful communication filter Receivers may think with their emotions Strong emotions can prevent reception, or distort the strength of a message May shift attention from the message content to feelings Example: An angry client can easily ruin effective communication.

Attitudes Negative and positive attitudes can create resistance or bias to a message Attitude may be based on: voice, accent, gesture, dress, delivery, mannerisms and/or speaker’s topic For example: The listener may not like the speaker’s voice and have a hard time listening to the intended message, therefore breaking down communication.

Language and Cultural Barriers Language  English is the dominant language in the global marketplace, however….  Accommodate the needs of those whose first language is not English.  Considerations when using English with non-native speakers  speak slowly, clearly  avoid slang  ask if clarification is needed

Language and Cultural Barriers Culture  An accumulation of values, forms of expression, beliefs, and language  Shapes one's interpretations of what events mean  Communication problems can be caused by conflicting cultural assumptions

Language and Cultural Barriers Cultures have different standards for  how fast you should talk  how much you should talk  how long you should pause between ideas  how long you should wait after someone finishes talking before you say something

Role Expectations Influences how people expect themselves, and others, to act Two ways they can distort communication  People may identify others too closely with their roles (example: “It’s just the boss again saying the same old thing.”)  People use their roles to alter the way they relate to others or “position power” (example: managers expecting employees to accept what they say simply because of their authority.)

Gender-Specific Focus Learned gender roles can influence the way men and women communicate Genders conditioned to approach communication in different ways  Males: take charge  Females: facilitative and cooperative Maybe you have a biased about women in charge or maybe you are a ‘man hater’ and do not want to be told what to do by another male in your life. Contrary to the comedian…..most recent research finds the communication styles of men and women to be more alike than different.

Impersonal…….Interpersonal Communication Activity Need a volunteer to give out verbal directions for drawing a picture Need everyone else to get out a blank piece of paper Get ready to create a ‘picture’ No questions allowed, not even for clarification Watch and listen for communication filters that may be getting in the way

Impersonal…….Interpersonal Communication Activity Let’s try it again…. You can ask questions this time around. Turn your paper over and get ready to draw the picture again. Which version of the picture was better (using impersonal communication or interpersonal communication?) Hopefully the picture using interpersonal communication!

Communication Filter Practice In your team, read through the following scenarios…. Which filters are getting in the way? What might be the result? Discuss all points of view. Discuss as a whole group in 5 minutes or so.

COMPLETE THIS INVENTORY TO DETERMINE YOUR PERSONALITY PREFERENCE. You’re at a Party

Week 3 Read the resume, cover letter supplement (pg ) Begin working on your “rough draft” of resume and cover letter  Due 6 th class  You will also write a cover letter to a person from a job ad you find in the paper or on the internet. This is a job you would like to have once you have received your degree. If there is not a person listed to send resume to use my name, Ms. Deb Holst.  Use the company address listed in the ad for the “inside address” on your cover letter.