Professional Documents
Culture Documents
1. 2.
Although we have come a long way, we still use nonverbal cues Nonverbal differs from verbal in 2 ways:
Less structured difficult to study, no book We dont know how to teach or how a child learns it Mostly universal, but in certain ways varies from culture to culture Spontaneity
Types of Nonverbal Communication Facial expressions & Eye behavior Gestures & postures Vocal characteristics Personal appearance Touching behavior Use of time & space Variation with culture & gender
Verbal Communication
Speaking & Writing (productive skills)
Business people prefer oral communication because it is quicker & more convenient When speaking or listening you can pick up added meaning from nonverbal communication Mere oral Communication has its own limitations. See example of Ben & Jerry
The sender has an idea The idea becomes a message through encoding. The message is communicated through a communication channel (verbal/nonverbal), and medium (letter, computer, face-to-face etc) The receiver gets the message and decodes it to understand. The receiver reacts and sends feedback to sender.
Differences in Perception
Perception is our individual interpretation of the world around us. No 2 perceptions of about the world are alike because each mind absorbs experiences in ones unique/personal way Perceptual barriers difficult to overcome
Try to predict how your message will be received Shape the message accordingly Try not to apply the same solution to every problem, but look for solutions to fit specific problems Your message should have meaning for audience
Incorrect Filtering
To overcome filtering barriers:
Try to establish more than one communication channel (so that information can be verified through multiple sources) eliminate as many intermediaries as possible condense message to bare essentials
Language Problems
Code, members of particular community problems also due to varied interpretation of words: example of cookie, language is arbitrary. Denotative & connotative meanings To overcome this barrier, use specific words, which your audience will understand. Language that describes rather than evaluates.
Poor listening
To overcome listening barriers:
Verify your interpretation of what has been said Empathize with speakers Resist jumping to conclusions Ask non-threatening Q, listen without interrupting
be alert to the greater potential for misunderstanding that accompanies emotional messages
Differing Backgrounds
Communication becomes difficult when receivers life experience differs from yours Age, education, gender, social status, economic position, cultural background, temperament, health, popularity, religion, political belief, and even mood Cultural & nationality clashes often arise at work places Misunderstanding not just confined to alien, even best friends To overcome differing backgrounds barriers:
Avoid projecting your own background or culture Clarify your own & understand others backgrounds, spheres of knowledge, personalities & perceptions Dont assume that certain behaviors mean the same thing to everyone.
Information overload
Too much information is as bad as too little as it reduces audiences/readers ability to concentrate on important messages In overload situation people sometimes try to ignore some messages by delaying responses, or responding inaccurately To overcome information overload make necessary information easily available Give information meaning rather than just passing it on, & set priorities for dealing with the information flow
Message complexity
Adjust your own ideas & style so that acceptable to your employer May be asked to write or say something that you disagree with Try to turn dry subjects into interesting writings To overcome barrier of complex messages: Keep them clear & easy to understand Use strong organization Tell readers what they should expect Use concrete & specific language, stick to the point Get feedback so that you can improve
Message competition
Communicators are often faced with massages that compete for attention Variety of interruptions: the phone rings, people intrude, meetings are called & crises arise To overcome this, avoid communication with receiver who doesnt have time for attention Make written messages visually appealing and easy, & try to deliver them when your receiver has time to read Oral messages are most effective Set aside enough time for messages that you receive
Differing status
Lower status employees may be overly cautious Higher status people wouldnt discuss details that they think tends to undermine their authority Belonging to a particular dept. can narrow your point of view To overcome status barrier, keep managers and colleagues well informed Be respectful to the opinions of lower status employees
Lack of trust
Without trust free & open communication is blocked To overcome trust barrier, be visible & accessible. Dont insulate yourself behind assistants & secretaries Share info with colleagues, & include them in decision making
Face-to-face C. is the richest medium because it is personal, provides immediate feedback, both verbal & nonverbal, emotions
Telephones although allow immediate feedback, they dont provide visual nonverbal cues Written media can be personalized through addressed memos, letters but the lack immediate feedback, and nonverbal cues The leanest media are: impersonal written messages, such as bulletins, fliers, standard reports To overcome media barriers: choose the richest media for non-routine complex messages Use rich media to extend & humanize your presence in organization Use leaner media to communicate simpler routine messages
Physical distractions
Bad connections, poor acoustics, noise, illegible copy Uncomfortable chair, poor lighting, Sometimes receivers health, hearing or visual impairment etc.
Minimize Noise
Try to eliminate potential sources of interference Choose proper channel/medium for your message If written document, make it appealing & easy to comprehend Deliver when sure the reader has time to read If oral channel, try to eliminate physical barriers Quite & comfortable location, adequate lighting, good acoustics, few visual distractions, your own appearance, direct delivery of message to intended audience because the more the filters, the greater the distortion
Facilitate Feedback
Face to face allows immediate feedback while written document Although useful, it reduces your communication control, communicating with group doesnt allow reacting to every question Sometimes you may ask specific questions from audience, but also encourage audience to express general reactions Regardless of channel, encourage people to be open & tell what they really feel Accept criticism, dont lose temper, try not to act defensively, instead of repeating again & again, try to find the source of misunderstanding