1
MCS
Communication in the Workplace
Comprehension English
Overview
Communication in the Workplace
The importance of communication Three forms of communication in business Formal and informal networks The process of communication Basic truths about communication Communication Barriers and Solution
The Importance of Communication Skills as Expressed by Business Authorities rate Top executives from Fortune 500 companies
--Business Section New York Times
communications skills as the most important quality for business leaders.
There may be no single thing more important in our efforts to achieve meaningful work and fulfilling relationships than to learn and practice the art of communication.
--Max De Pree, Author The Art of Leadership
Verbal and Nonverbal Communication
Verbal
Communication
Face-to-Face/Phone
Conversations/Meetings E-mail/Voice-Mail Messages Letters, Memos, and Reports
Nonverbal
Communication
Pictures/Company
Logos Gestures/Body Language Who Sits Where/How Long a Visitor is Kept Waiting
Slide 1-1
Non Verbal Communication
Appearance Posture Gestures Facial
Touch Smell Color Surroundings
Expressions Body Language Time Space
Myths About Workplace Writing
Secretaries
my writing. Ill use form letters or templates when I need to write. Im being hired as a programmer, not a writer. Ill just pick up the phone.
Slide 1-2
will do all
Internal and External Audiences
Internal
include
audiences
External audiences include
Customers/Suppliers. Stockholders. Potential Employees. Government Agencies. The Press/General Public.
Subordinates. Superiors. Peers.
Slide 1-3
Basic Purposes
All
workplace communication has three basic purposes:
To
inform. To request or to persuade. To build goodwill.
Slide 1-5
Communication Challenges in Todays Workplace
Advances in Technology Workforce Diversity Globalization
Team-Based Organizations
10
Usage of Communication Channels at workplace
Writing 9%
Receiving
Sending
Speaking 30%
Listening 45%
Reading 16%
11
Main Forms of Communication in Business
Operational
Internal External
Personal
Intranets like this one from Deere & Company are used for internal
12
Communication Networks
Formal
Network
well-established,
usually along operational lines planned
Informal
Network
complex dynamic
13 The Formal and Informal Communication Networks in a Division of a Small Manufacturing Company
Department Manager
Supervisor
Supervisor
Black Solid Lines = Formal Network Coral Dashed Lines = Informal Network (at a moment in time, for they change often)
14
Factors Affecting Volume of Communication in Business
Nature
of the business plan
Operating People
15
A Model of the Communication Process
1. 2.
3.
4.
5.
A message sent by Marci arrives in Kevins sensory world. Kevins senses pick up the message, but may also pick up competing information. Marcis message is filtered through Kevins unique mind and is given meaning. The meaning given may trigger a response, which Kevins unique mind forms. Kevin sends the message to Marci. It enters her sensory world, and a second cycle begins.
16
A Model of the Communication Process
(continued)
1.
2.
3.
4.
5.
A message sent by Kevin arrives in Marcis sensory world. Marcis senses pick up the message, but may also pick up competing information. Kevins message is filtered through Marcis unique mind and is given meaning. The meaning given may trigger a response, which Marcis unique mind forms. Marci sends the message to Kevin. It enters his sensory world, and another cycle begins.
17
17
How Oral and Written Communication Differ
Written communication is more likely to involve creative effort, has longer cycles, and usually has fewer cycles.
18
Some Basic Truths about Communication
Meanings Meaning The
sent are not always received.
is not in words.
symbols of communication are imperfect.
19
Communication Barriers
Perception Restrictive
and language environments
Distractions Deceptive
tactics overload
Information
20
Overcoming Barriers
Audience-Centered Approach Open Communication
Ethical Communication
Efficient Messages
21
Biases Education Age Status Style
Audience-Centered Approach
22
Communication Climate
Overall Structure Corporate Culture Level of Feedback
Flat
More Open
High
Tall
Less Open
Low
23
Ethical Communication
Recognize Ethical Choices
Make Ethical Choices
Business Principles
Motivate Ethical Choices
24
Efficient Messages
Send Fewer Messages
Minimize Distractions Develop Communication Skills
Concise Business Communication
25
Success!
S=
f (T*E+A) Success is a function of Time, Effort and Ability Ability is relatively constant over the short-term for each individual (constant) Only time and effort are discretionary (variables)
26
Time management
24 X 7= 168 hrs/week How do you spend this time?
Make an allotment for:
Work Eating Leisure/interests Daily routine Rest/sleep Relaxation (!?) Household duties Relationships On-campus commitments Travel Study Everything else Total
___________ _____168_
27
Time plan
Allocate
the tasks/responsibilities (168 hours) to the seven days of the week Stick to the plan!
28
Writing is thinking on paper. Anyone who thinks clearly should be able to write clearly about any subject at all.
--William Zinsser, Author On Writing Well