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Communication Presentation

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by

Trent Morrison

on 25 October 2011

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Transcript of Communication Presentation

Organizational
Communication Direction of
Communication Interpersonal
Communication “Communication must
include both the transfer and
understanding of meaning." Questions? COMMUNICATION Barriers of
Communications -Filtering
-Selective Perception
-Information Overload
-Emotions
-Language
-Communication Apprehension Downward Communication
Filtering:
purposefully manipulating information so it will be
seen more favorably by the receiver Communication Apprehension:
Emotions:
Language:
Information Overload:
Selective Perception:
how the receiver feels at the time of the
communication can influence how it is interpreted when the information we have to work with
exceeds our processing capacity receivers selectively see and hear based on their
needs, motivations, experience, background, and
other personal characteristics even when we are communicating within the
same language, words have different meanings
people are hesitant to communicate because they
fear speaking in front of people. Formal Small Group Networks: Global Communication -cross cultural factors increase communication
problems
-semantic barriers: words mean different things
-word connotations: words imply different things
-tone differences: dependent on the context, the
tone can vary (formal vs. informal)
-perception differences: we all perceive the world
differently because of our language -Formal Small Group Networks
-The Grapevine
-Electronic Communication
-E-mail
-Instant Messaging and Text Messaging
-Video Conferencing
-Managing Information and
Dealing With Information Overload


Three Common Small-Group Networks
Chain:
Rigidly follows the formal chain of command.

Wheel:
Relies on a central figure, leader, to act as the conduit for all the group’s communication.

All Channel:
Permits all group members to actively communicate with each other.
Small-Group Networks and Effective Criteria Which network would you prefer?
Why? Grapevine: (Word-of-Mouth) Informal communication network in a group or organization and it is an important source of information.
Characteristics:
-Not controlled by management
-Most employees perceive it as more believable and reliable than formal communiques issued by management
-And it is largely used to serve the interests of the people within it
What conditions foster an active grapevine?
What gets the rumor mill rolling? How can grapevines be useful to: Managers:
Feel for the morale of their organization
Identifies issues employees consider important
Helps tap into employee anxieties Employees:
Creates sense of closeness and friendship
Electronic Communications: makes good gossip?
important issues to?
ambiguity?
anxiety? E-mail
Instant Messaging and Text Messaging Video Conferencing Managing Information and Dealing With Information Overload: Provide
Explain
Refrain
Maintain
How to Reducing Negative Consequences of Rumors? -Oral Communicaton
-Written Communication
-Nonverbal Communication
Oral Communication (The chief means of conveying messages) -Advantages
Speed: convey a verbal message and receive a response in minimal time
Feedback: rapid feedback allows the sender to quickly detect and correct it The Communication Process

Written Communication memos letters e-mail instant messaging Disadvantage
messages pass through a number of people: each person interprets the message in his or her own way "Face-to-face communication on a consistent basis is still the best way to get information to and from employees." Why?
Tangible
Verifiable both the sender and receiver have a record of the communication Nonverbal Communication Drawbacks
Time consuming
Lack of a built-in feedback mechanism How do group members transfer meaning between and among each other? Advantages
-questions about content, the message is physically available for later reference
-forced to think more thoroughly about what you want to convey Feedback Message
Purpose
The
Receiver
Sender

personal
social
spontaneous

emerge in response
to individual choices

established by the organization and transmit messages that are related to the professional activities of members

traditionally follow the authority chain within the organization Every time we deliver a verbal message, we also impart a nonverbal message lift an eyebrow shrug our shoulders wink for intimacy tap our fingers slap our forhead Our body language conveys...
1. how well we like another and are interested in his or her views
2. the perceived status between a sender and receiver recieves message

We are more likely to position ourselves closer to people we like and touch them more often If you feel you're of higher status than another, you're more likely to display body movements decodes message Inotations: It's the way you say it! speech written body language
Channel selection
Encoding a thought
communication barriers that distort the clarity of the message perceptual problems information overload semantic difficulties cultural differences
(usually into words) Has understanding
been achieved? formal channels informal channels

Communication and career success

No matter what the field, research confirms what experienced workers already know - that communication skills are crucial in finding and succeeding in a job...... In one widely followed annual survey, employers list the skills and qualities for their ideal candidate. Communication skills always top the list, ranking ahead of technical skills, initiative, analytical ability, and computer skills. (Looking out Looking In pg. 9)
In another survey, managers across the country rated the abilities to speak and listen effectively as the two most important factors in helping college graduates find jobs in a competitive workplace - more important than technical competence, work experience, and specific degree earned.

Interesting tidbits about communication Physical Needs

its presence or absence affects physical health
"we must love one another or die"
a socially isolated person is more likely to die young, get a common cold and even jeopardizes coronary health to a degree that rivals cigarette smoking, high blood pressure, blood lipids, obesity, and lack of physical activity.
Identity Needs

It is the way - indeed, the only way - we learn who we are. our sense of identity comes from the way we interact with other people. Social Needs

Communication satisfies
pleasure
affection
companionship
escape
relaxation
control Practical Goals

How we get things done

On the job communication skills can even make the difference between life and death.
Police officer shootings
Doctors and nurses

"Poor communication was the root of more than 60 percent of reported medical errors - including death, serious physical injury, and psychological trauma.


Communication that flows from the top to the bottom of an organization

Used by:
group leaders
managers
Used to:
assign goals
provide job instructions
inform employees of policies and procedures
point out problems that need attention
offer feedback about performance Examples

Managers sending letters to employees' homes to advise them of the organization's new sick leave policy.

E-mail from a team leader to the members of her team reminding them of an upcoming deadline. Caution when using downard communication

Explain WHY a decision was made
Explain reasons for change
Solicit upward communication from employees that are supervised

Taking time to do this will increase employee commitment. Top Leader Middle Leaders Lowest Level Employees "Managers are finding the most productive way of accomplishing [being busier] is through email. Email allows managers to easily organize and quickly response to a high volume of time-sensitive deliverables and ensures that their programs and project continue to move forward on time and budget." The emphasis given to words or phrases that can change the meaning of a message Why don't I take Misinterpreting the message:

Communicating negative messages:

Time-consuming nature of e-mail:

Declare E-mail Bankruptcy:

E-mail Emotions:

Privacy Concerns: you to dinner tonight? Why don't I take you to dinner tonight? Why don't I take you to dinner tonight? Drawback:
Research team at New York University found we accurately decode and e-mail's intent and tone only 50% of the time. Tip:
Make sureyou reread your message for clarity before you send it Drawback:
Not an options for communicating negative messages. Tip:
Convey these messages in person. Drawback:
Our day can get consumed with checking e-mail. Tips:
Don't check e-mail in the morening.
Check e-mail in batches, experts recommend twice a day.
Unsubscribe to things you don't really need.
Stop sending e-mail.
Drawback:
We often seem busy but get less done through e-mail than we might think. Tip:
Wipe out your inbox and start over. Drawbacks:
Lack of visual and vocal cues.
E-mails are often highly emotional. Tips:
Don't send an e-mail when you are mad.
Recipient of flaming messages, remain calm and try to see the senders point of view before replying. Why we communicate Upward Communication Drawbacks:
Your e-mails are often monitored at work.
You can't trust the recipient to keep your e-mail confidential.
Not always acceptable or legal to forward e-mail from your company account to a personal account. Tips:
Check company policy.
Never send an e-mail that you don't want others, besides the intended recipient to see. Communication that flows from the bottom
to a higher level in the group or organization

Used by:
employees in an organization or team

Used to:
provide feedback to higher-ups
inform them of progress toward goals
relay current problems

Helpful because:
keeps managers aware of how employees feel about their jobs, coworkers, and the organization in general
upward communication tips

reduce distractions
communicate in headlines not paragraphs
support your headlines with actionable items
prepare an agenda to make sure you use your boss's attention well.

"You don't want to see my really really mad face..." Why are these means of communication growing so rapidly and becoming imperative in running a business? fast
inexpensive
easy for managers to connect with employees
easy for employees to keep in contact with each other
allows for being in the road and remaining connected to work
flexible; anytime and anywhere In 86% of meetings, participants check text messages
20% of managers’ report having been severely reprimanded Distraction? Avoid: Lateral Communication
omg! r u serious? brb partygurl@yahoo.com Communication that takes place among

members of the same group
members of work groups at the same level
managers at the same level
any other horizontally equivalent personnel
"Video conferencing permits employees in an organization to have meetings with people at different locations." What role does it play in organizations?

saves time
facilitates coordination



What do you like about video conferencing? What tactics have you utilized
in order to overcome these
types of barriers? short-circuit the vertical hierarchy and expedite action

efficient and accurate transfer of information

is positive when it occurs with the knowledge and support of superiors.

when members go above or around their superiors to get things done
When formal vertical channels are breached formal channel
when bosses find out that actions have been taken or decisions have been made without their knowledge 43% of an average workers day is spent on matters that are neither important nor urgent. Intel 8 month experiment "There's a competitive advantage to figuring out how to address this problem." Negative aspects: Positive aspects:
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