The Art of Effective Communication

→The transfer of information and understanding from one person to another → 81% of a manager's time in a typical workday is spent communicating → Is the process of transferring information from sender to receiver and the receiver from the way the sender has intended it to be understood. If that does not take place then communication does not take place

Sender: →Person wanting to share information-called a message Receiver: →Person for whom the message is intended Encoding: →Translating a message into understandable symbols or language Decoding: →Interpreting and trying to make sense of the message Medium: →The pathway by which a message travels Feedback: →The receiver expresses his reaction to the sender's message Noise: →Any disturbance that interferes with the transmission of a message

Medium richness →Indicates how well a particular medium conveys information and promotes learning Rich medium →Best for non-routine situations and to avoid oversimplification Lean medium →Best for routine situations and to avoid overloading

1.Physical barriers: sound, time, space, & so on 2.Semantic barriers: when words matter 3.Personal barriers: individual attributes that hinder communication

Semantics: →Study of the meaning of words Jargon:→Terminology specific to a particular profession or group

→Variable skills in communicating effectively →Variations in how information is processed & interpreted →Variations in trustworthiness & credibility →Oversized egos →Faulty listening skills →Tendency to judge others' messages →Inability to listen with understanding →Stereotypes and prejudices

→Consists of messages sent outside of the written or spoken word →Expressed through interpersonal space, eye contact, facial expressions, body movements & gestures, touch, setting and time

There is evidence that women are superior at multitasking and better at relationships, which is important in developing teams →Women are also more willing to share information

→Follow the chain of command and are recognized as official →Vertical, horizontal, external

→Develop outside the formal structure and do not follow the chain of command

Grapevine →Unofficial communication system of the informal organization Management by wandering around→Term used to describe a manager's literally wandering around his organization and talking with people across all lines of authority

→Represents the use of technology to participate in several interactions at the same time

Videoconferencing →Uses video and audio links along with computers to enable people in different locations to see, hear, and talk with each other Tele-presence technology →High-definition videoconference systems that simulate face-to-face meetings between users

1.Reduces capital costs 2.Increases flexibility and autonomy for workers 3.Provides a competitive advantage when recruiting 4.Increases job satisfaction 5.Increases productivity 6.Ability to tap into nontraditional workers Telecommuting: Working from home which is virtually like working from the office Teleworking: Working from the office.

Security →A system of safeguards for protecting information technology against disasters, system failures, and unauthorized access that result in damage or loss Identity Theft→Thieves hijack your name and identity and use your good credit rating to get cash or buy things

1.Has been a decrease in all other forms of communication among co-workers—including greetings and informal conversations 2.Emotions often are poorly communicated or miscommunicated via e-mail messages 3.The greater the use of e-mail, the less connected co-workers reportedly feel.

→Cell phones are now mostly smartphones →As smartphones develop more features and make available more applications, their importance will only increase

1.Keep the volume of your voice down while on the phone; no need to SHOUT 2.Don't force defenseless others on busses, in restaurants, and so on to have to listen to your phone conversations 3.Shut off your ringer during meetings and public performances, set the phone on vibrate and return calls at a discreet distance 4.Don't text during meetings or other conversations 5.Don't dial/text while driving

Social media:→Internet-based and mobile technologies used to generate interactive dialogue with members of a network

Crowdsourcing→The practice of obtaining needed services, ideas, or content by soliciting contributions from a large group of people and especially from the online community, such as Facebook and Twitter users

→Distraction →Leaving Wrong Impression →Replacing Real Conversation

Appreciative style: →Listening to be amused Empathic style: →Tuning into the speaker ' s emotions Comprehensive style:→Focusing on the speaker ' s logic Discerning style:→Focusing on the main message Evaluative style: →Challenging the speaker

1.Don't Rush To Respond: Don't think about what you're doing to say until the other person has finished talking. 2.Judge Content, Not Delivery: Don't tune out someone because of his or her accent, clothing mannerisms, personality, or speaking style. 3.Ask Questions, Summarize Remarks: Good listening is hard work. Ask questions to make sure you understand. Recap what the speaker said 4.Listen For Ideas: Don't get diverted by the details, try to concentrate on the main ideas 5.Resist Distractions, Show Interest: Don't get distracted by things other people are doing, paperwork on your desk, things happening outside the window, television or radio, and the like. Show the speaker you're listening, periodically restating in your own words what you've heard. 6.Give A Fair Hearing: Don't shit out unfavorable information just because you hear a term-"Republican, -Democrat, -union, big business, affirmative action, corporate welfare →that suggests ideas you're not comfortable with. Try to correct for your biases.

→Realize that speed-reading doesn't work →Learn to streamline reading →Do top-down reading - SQ3R

→Be savvy about periodicals and books →Transfer your reading load →Make internal memos and e-mail more efficient

1.Rate Reasons to Read: Rate your reasons for reading ("why should I read this? Will reading it contribute to my goals?") 2.Question and Predict Answers: Formulate specific questions you want the reading to answer. This will give you reasons for reading-to get answers to your questions 3.Survey The Big Picture: Survey the material to be read so you can get a sense of the whole. Take a few minutes to get an overview so that you'll be better able to read with purpose. 4.Skim For Main Ideas: Skimming the material is similar to surveying, except its on a smaller scale. You look for the essence of each subsection or paragraph. 5.Summarize: Summarize as you skim. Verbally restate or write notes of the main points, using your own words. Visualize or stretch the main points. Answer your initial question as you skim the material.

→Don't show your ignorance →Understand your strategy before you write →Start with your purpose →Write simply, concisely, and directly →Telegraph your writing with a powerful layout

1.Tell them what you're going to say 2.Say it 3.Tell them what you said