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Communicating in the Digital Age Chapter 14 McGraw-Hill/Irwin Copyright © 2010 by the McGraw-Hill Companies, Inc. All rights reserved. © 2008The McGraw-Hill Companies, Inc. All rights reserved. Ch. 14 Learning Objectives 1. Describe the perceptual process model of communication. 2. Describe the barriers to effective communication. 3. Contrast the communication styles of assertiveness, aggressiveness, and nonassertiveness. 4. Discuss the primary sources of both nonverbal communication and listener comprehension. 5. Review the five dominant listening styles and 10 keys to effective listening. 14-2 Ch. 14 Learning Objectives 6. Describe the communication differences between men and women, and explain the source of these differences. 7. Discuss the formal and informal communication channels. 8. Explain the contingency approach to media selection. 9. Describe the Internet Generation and discuss the pros and cons of teleworking. 10. Specify practical tips for more effective e-mail and cell phone etiquette. 14-3 Your Experience What are the goals of work-related communication? How do you know effective communication took place? What indications does the communication sender have that the message is not understood? 14-4 A Perceptual Model of Communication 14-5 Process Barriers to Effective Communication 14-6 Personal Barriers to Effective Communication 1) 2) 3) 4) 5) 6) 7) 8) 9) Variable skills in communicating effectively Variations in how information is processed and interpreted Variations in personal trust Stereotypes and prejudices Big egos Poor listening skills Natural tendency to evaluate other’s messages Inability to listen with understanding Nonverbal communication 14-7 Other Barriers to Effective Communication Physical barriers the distance between employees can interfere with effective communication Semantic barriers encoding and decoding errors—involve transmitting and receiving words and symbols—fueled by the use of jargon and unnecessary words 14-8 Test Your Knowledge A computer sales person relies on technical jargon to explain aspects of a computer system to his non-technical customer. Which type of barrier exists? a. Semantic barrier b. Physical barrier c. Medium barrier d. Feedback barrier 14-9 Communication Styles Communication Style Assertive Description Pushing hard without attacking; permits others to influence outcome: expressive and self-enhancing without intruding on others Nonverbal Behavior Pattern Verbal Behavior Pattern Good eye contact Comfortable, but firm posture Strong, steady, and audible voice Facial expressions matched to message Appropriately serious tone Selective interruptions to ensure understanding Direct and unambiguous language No attributions or evaluations of other’s behavior Use of “I” statements and cooperative “we” statements 14-10 Communication Styles Communication Style Aggressive Description Taking advantage of others; expressive and selfenhancing at others’ expense Nonverbal Behavior Pattern Verbal Behavior Pattern Glaring eye contact Moving or leaning too close Threatening gestures Loud voice Frequent interruptions Swear words and abusive language Attributions and evaluations of others’ behavior Sexist or racist terms Explicit threats or put-downs 14-11 Communication Styles Communication Style Nonassertive Description Nonverbal Behavior Pattern Little eye Encouraging contact others to take advantage of Downward glances us; inhibited; Slumped self-denying posture Constantly shifting weight Wringing hands Weak or whiny voice Verbal Behavior Pattern Qualifiers Fillers Negaters 14-12 Nonverbal Communication Nonverbal Communication messages sent outside of written or spoken word • Experts estimate 65 to 90% of every conversation is nonverbal What are examples of nonverbal communication? 14-13 Test Your Knowledge During a job interview, Charlie, the interviewer stared intently at the candidate while he talked, constantly nodded his head to show understanding, and leaned over the table towards the candidate. Charlie’s nonverbal communication is: a. Effective, he did all the right things b. Over the top, he would make me uncomfortable c. Pretty good, he just shouldn’t have leaned over the table 14-14 Active Listening Five Dominant Styles Appreciative Empathetic Comprehensive Discerning Evaluative 14-15 Keys to Effective Listening 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) Capitalize on thought speed Listen for ideas Find an area of interest Judge content, not delivery Hold your fire Work at listening Resist distractions Hear what is said Challenge yourself Use handouts, overheads, or other visual aids 14-16 Gender Differences in Communication 1) Men are less likely to ask for information or directions 2) In decision making, women are more likely to downplay their certainty; men are more likely to downplay their doubts 3) Women apologize even when they have done nothing wrong. Men avoid apologies as signs of weakness or concession 4) Women accept blame as a way of smoothing awkward situations. Men ignore blame and place it elsewhere 5) Women temper criticism with positive buffers. Men give criticism directly 14-17 Gender Differences in Communication Women insert unnecessary and unwarranted “thankyou’s” in conversations. Men avoid thanks altogether 7) Women ask “What do you think?” to build consensus. Men perceive that question as a sign of incompetence and lack of confidence 8) Women give directions in indirect ways 9) Men usurp (take) ideas stated by women and claim them as their own. Women allow this process to take place without protest 10) Women use softer voice volume to encourage persuasion and approval. Men use louder voice volume to attract attention and maintain control 6) 14-18 Formal Communication Channels Follow the chain of command or organizational structure Vertical – up and down the organization Horizontal - communicating within and between work units External – communicating with others outside the organization What are examples of vertical, horizontal and external communication? 14-19 Grapevine Patterns E K H Y G F D C E D C I B G F B B C H I K Gossip—one tells all A Single strand—each tells one other D J J J A X B A Probability—each randomly tells others Cluster—some tell selected others; most typical I D C F A 14-20 Informal Communication Channels Grapevine - unofficial communication system of informal organization and encompasses all types of communication media • Moles • Liaisons Management by Walking Around • Managers literally walk around an talk to people across lines of authority • How would this work in a virtual working environment? 14-21 Test Your Knowledge True (A) or False (B)? 1. The Grapevine is only 30% accurate 2. The grapevine moves a lot faster than formal communication channels. 3. Organizational moles use the grapevine to their personal advantage. 4. Managers should try to control or stop the grapevine because of it’s negative impact on the organization. 14-22 Contingency Model for Selecting Communication Media Richness of Communication Medium Rich Overload zone Face-to-face Interactive media Personal static media Oversimplification zone Impersonal static media Lean Low Complexity of Problem/Situation High 14-23 Protecting Against Security and Privacy Breaches on the Internet Pick strong passwords Use different passwords Don’t reveal sensitive information Don’t share files on services like Google Docs 14-24 Protecting Against Security and Privacy Breaches on the Internet Keep data whose disclosure would create a legal liability on personal storage devices Avoid file-sharing services Apply the latest security updates 14-25 Internet Generation Norms Freedom Customization Scrutiny Integrity Collaboration Entertainment Speed Innovation 14-26 Telecommuting Problems Benefits Work-life balance Green Isolation Employer attractiveness Career implications Takes selfdiscipline Productivity gains Reduced capital costs 14-27 Managing Email Don’t assume e-mail is confidential Be professional and courteous Avoid sloppiness Don’t use e-mail for volatile or complex issues Keep messages brief and clear Save people time Be careful with attachments 14-28 Cell Phone Etiquette Thou Shalt Not Forget to Subject turn cell Set others to phone off ringer to cell phone annoying during public convertones perforsations mances Dial while driving Speak louder on cell phone 14-29