1. ® Tony Gauvin, UMFK, 2004 ELC 347 DAY 3

2. ® Tony Gauvin, UMFK, 2004 Agenda Questions Assignment # 1 not Corrected yet  I have started but they really need more of my attention for better feedback  Homework was in two extremes  We will discuss in class  Resubmit before Friday evening for more credit Avg between two Assignment #2 Due Discussion on Communication Start of Group Project Exam #1 will be on September 29 (next Class)  15 M/C (4 points each)  4 essays (10 points each)  Open book, 60 min

3. ® Tony Gauvin, UMFK, 2004 Communication Objectives Meeting project Communication needs Uncovering reasons for infectiveness Matching communications styles and media Gaining access for communications Ensuring efficiency and confirming “appreciation”

4. ® Tony Gauvin, UMFK, 2004 Indicators of Communications Problems Why don’t they listen She won’t report on paper Nobody understands Sales won’t talk to engineering I can’t ever get him on the phone Do I have to ask for everything What about e-mail He talks “around” the issue She always says the wrong things

5. ® Tony Gauvin, UMFK, 2004 Tony’s management advice People assume that good communicators are more intelligent than mediocre communicators even though there is no basis for that assumption. If you want people to think you are smart, learn to be an effective communicator

6. ® Tony Gauvin, UMFK, 2004 Meeting Project Communication needs Formal project communications  Meetings  Status Reports  Change orders  Conference calls  Project scope (map or graphic)  Control reports  Test results  Problem detection and notification  Problem solving

7. ® Tony Gauvin, UMFK, 2004 Project Teams Communications Problems Project members come from diverse departments Project teams are made up of highly specialized people Project team may not understand tasks interdependencies Project members may be reluctant to communicate

8. ® Tony Gauvin, UMFK, 2004 To determine how people communicate best let them communicate to you in their preferred style  People tend to send messages in the manner they take in information best  Some avoid certain media altogether even when doing so may create a problem for them There are Six basic communication types  Readers  Listeners  exchangers Matching Communication Styles  Movers  Manipulators  Viewers

9. ® Tony Gauvin, UMFK, 2004 Readers Advantages Ability to explain complex ideas and keep it available for referral Documents provide a record of communication Things in print seem to have enhanced credibility Disadvantages Without nonverbal clues, possibility exists for misunderstanding Requires greater attention to word choice, grammar and punctuation An error in print could be taken as fact and be legally binding For people who don’t prefer print, follow-up may be required to ensure communication  Prefer print, send messages and ask for responses in writing  Read and study ideas

10. ® Tony Gauvin, UMFK, 2004 Listeners Advantages Quick Feedback and responses during real-time communication Sender can adapt message if he/she perceives it is not being received correctly Disadvantages Rsik of error, of “not hearing you right” Forgetting important facts Most people are not efficient listeners, influenced by bias  Telephone and face to face talks and lectures  Remember what they hear rather than what they read

11. ® Tony Gauvin, UMFK, 2004 Exchangers Advantages Both the parties to the communication are actively involved Feedback is automatic Often many relevant issues emerge during exchange Disadvantages Conversation may drift off- target Process constantly Must have some kind of exchange Conversatios often aren’t documented  Require and exchange or dialogue  Think when they talk  Require feed back and validation

12. ® Tony Gauvin, UMFK, 2004 Movers Advantages Think well on their feet Process quickly and generate ideas rapidly Easy to communicate to if you join them in a walk or physical activity referral Disadvantages May not sit still at meetings, may distract others Will not process information if required to sit May pace and fidget during presentations  Need to move to think and process clearly  May have been hyperactive children  Highly unlikely that they will send time filling out endless forms or write up reports

13. ® Tony Gauvin, UMFK, 2004 Manipulators Advantages Generally easily comprehends an idea if allowed to “play” with it When presented with abstract concepts, an activity or object to reinforce concept will ensure communication Disadvantages If they cannot be physically involved in a procedure in some ways, they cannot retain the ideas involved on that procedures  Prefer Hands-on approaches  Highly mechanical “thinkerers”  Concrete and not abstract thinkers

14. ® Tony Gauvin, UMFK, 2004 Viewers Advantages Pictures can substitute for words or can enhance meaning for viewers Might feel like your ideas “make more sense” if they are represented graphically Disadvantages Difficult to accomplish goals with words with viewers  Love drawings, videos, diagrams flowcharts and models  Printed words mean little  Charts and diagrams work

15. ® Tony Gauvin, UMFK, 2004 Understanding the communication process Sender’s Idea Receiver's Idea Communication

16. ® Tony Gauvin, UMFK, 2004 Elements of a message Purpose  Motivation for the communication Body Language  Non verbal  75% to 90% of what we send and receive Proxemics  Physical distance between communicators  Personal space Inflections  The sound of the voice  “it’s not what you say, it’s how you say it”

17. ® Tony Gauvin, UMFK, 2004 Elements affecting the message received Listening  The brain operates at speeds greater than most people speak or read  Distractions are likely Bias  Prior attitudes or experience  Appearance of the sender (including age and gender) Connotations  Words with “loaded” meanings  Kid, boss, new guy Appreciation  Agreement is not always possible

18. ® Tony Gauvin, UMFK, 2004 Reasons for ineffective communications Chasms, Barriers Noise Sender’s Idea Receiver's Idea Communication

19. ® Tony Gauvin, UMFK, 2004 Uderstanding Gaps Chasm  Distance between communicators Physical Media Barriers  Physical Working environments versus off-sites  Perceptual Disability, race cultural Noise  Physical noise and interruptions  Mental noise and distraction

20. ® Tony Gauvin, UMFK, 2004 Gaining access for communications Accessibility Need to communicate Need to control

21. ® Tony Gauvin, UMFK, 2004 Electronic Access Alternatives E-mail  Ubiquitous  Asynchronous Voice mail  Asynchronous Not universally accepted (yet)

22. ® Tony Gauvin, UMFK, 2004 Personal time accessibility Different people have differing restrictions about personal time Conduct and inventory before hand

23. ® Tony Gauvin, UMFK, 2004 Some helpful hints Ensure “appreciation”  Buy-in to project outcomes Build a common experience Improve you communications skills Adopt a constructive attitude  Reasonable, problem-solving approaches  Concern for mutual agreement  Respectful posture  Constant pursuit of understanding  Acceptance of responsibility for success of communication

24. ® Tony Gauvin, UMFK, 2004 High efficient, interactive communications Model excellent communication patterns Affirm superior communications skill in team members Value clear, open communications (good or bad news) Persist in encouraging skill improvement through training or coaching Remove as many communication barriers as possible Provide person-to-person, electronic, and other formalized platforms to encourage frequent and candid communication Provide ample opportunities for informal idea exchange to foster cooperation.

25. ® Tony Gauvin, UMFK, 2004 Group Project Your are a team formed to create a new web site for UMFK  Must maintain all content  Must have methodology for keeping current  Plan must include infrastructure (webserver(s) and networks) Deliverables  Project Plan (Microsoft Project and Word) (60%) project goal work breakdown structure organization chart Gantt Chart and CPM Network, highlighting the critical path's  Contingences for critical path failures all significant milestones, individuals assigned for each activity.  Can be team member or outsourced budget  Assume pay rates for all individuals+-  Progress updates to me every other week! (15%) Written Week 6, 8 and 10 (Oct 6, Oct 20, Nov 3)  Formal report and presentation on Week 12 (Nov 17) (25%) 30 minutes of each week can be used for group meetings Today you should set up organization and start “carving” out taskings and responsibilities  Should have organization chart established  Set up communications channels