MGT 3003 final – Flashcards
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What is most likely to be a communication preference of one who is a thinker?
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Avoids exaggeration and big claims and is precise
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What form of communication most likely to be used for one-to-one conversations between parties in different locations, and is a fairly rich communication channel to quickly discuss and clarify work place issues?
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Phone conversation; used for one-to-one conversations between parties in in different locations. These are fairly rich communication channels to quickly discuss and clarify workplace issues.
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When addressing feelers, one should include personal comments and explain the impacts of decisions on people.
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Feelers tend to be more people-oriented and as a result, they focus heavily on harmony. When addressing feelers, one should include personal comments and explain the impacts of decisions on people. Refer to table 2.7.
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What form of communication is most likely to be used for team meetings or sales presentations and is a richer form of interacting than conference calls but typically requires more coordination due to technology requirements?
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Web conferences or Webinars-used for team meetings and sales presentations. These are a richer form of interacting than conference calls but typically require more coordination due to technology requirements. Its planning component is high.
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When communicating with intuitors, one should take more time for discussion and not overemphasize the details.
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Intuitors are future-oriented, out-of-the-box thinkers. When communicating with intuitors, take more time for discussion and don't overemphasize the details. Refer to table 2.7.
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What is most likely to be a communication preference of one who is an intuitor?
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a. Moves from topic to topic b. Intuitors are future-oriented, out-of-the-box thinkers. When communicating with intuitors, take more time for discussion and don't overemphasize the details. An intuitor moves from topic to topic. Refer to table 2.7
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People who speak out constructively about differences of opinion are most likely to have high relationship management skills.
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Relationship management is the "ability to use your awareness of emotions and those of others to manage interactions successfully." Refer to table 2.5.
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Mitigating information involves favorable explanations for why others have behaved in a certain way.
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People can quickly control moderate negative emotions. For example, an individual who tries to understand mitigating information can short-circuit moderate anger almost immediately. Mitigating information involves favorable explanations for why others have behaved in a certain way.
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The employees of Choc-a-block, a sweet manufacturing company in Maryland, enjoy their work very much. This is largely due to their manager, Tess, with whom they have a good work relationship. She is extremely adept at handling situations in which her employees have made mistakes and knows that a crucial component of managing people is the ability to ask the right questions. Which of the following questions would Tess have asked, if she had a judger mind-set?
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a. Can't you try a better approach? b. In a judger mind-set, people have their minds made up before listening carefully to others' ideas, perspective, and experiences. Judgers view disagreement rigidly, with little possibility of finding common ground unless the other person changes his or her views. Judging often involves punishing others for disagreement. At its extreme, the judger mind-set involves ascribing negative traits to others and labeling them in undesirable terms.
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What is the norming stage of a team?
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The team arrives at a work plan, including their roles, goals, and accountabilities.
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What are the components of an agenda?
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Agendas provide structure for meetings. For most meetings, preparing and distributing an agenda ahead of time allows each meeting participant to form expectations and prepare. Most agendas should include items to be covered, time frames, goals and/or expected outcomes, roles, and materials needed.
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What is true of high performing teams and conflict?
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Effective teams embrace differing viewpoints and conflict. High-performing teams embrace conflict. They see differences of opinion as natural and as a path to creativity and innovation.
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What are characteristics of learner mind-sets?
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In a learner mind-set, you show eagerness to hear others' ideas and perspectives and listen with an open mind. You do not have your mind made up before listening fully. When you disagree, you stay open to the possibility of finding common ground and mutually beneficial solutions. Under the learner mind-set, difference of opinion is considered normal, even healthy, and potentially solution-producing.
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In which of the following components of active listening does body language play an important role?
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Paying attention requires active nonverbal communication. Your body language, including appropriate eye contact, should show you are eager to understand the other person.
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What characteristic is needed to manage difficult conversations?
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a. Managing difficult conversations with success necessitates self-awareness. b. Few business professionals prepare for difficult conversations. During these difficult encounters, high emotional intelligence is crucial. Self-awareness is the foundation.
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What are rapport-building questions?
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Rapport-building questions are intended to create bonds between people. They can break the ice and gradually ease people into conversations about shared business interests.
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Premature or heavy-handed advice makes others feel micromanaged and challenges their autonomy.
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During conversations, premature or heavy-handed advice can abruptly end dialogue and result in resistance. When you provide advice too soon, you give the impression of wanting to end the conversation. When you provide excessive advice, you challenge the autonomy and decision making of others and make them feel micromanaged.
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What is a sign of a person paying attention?
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a. A nod to indicate acknowledgement b. Paying attention requires active nonverbal communication. Your body language, including appropriate eye contact, should show you are eager to understand the other person. Lean forward. Keep an open body position. Sit up straight. Nod to show you are listening. Smile as appropriate.
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What is a technique that is most likely to make a business message more positive?
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a. Displaying a confident attitude b. In order to make business messages more positive you should focus on actions you can accomplish and demonstrate a realistic optimism.
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In the course of creating an effective business message, excellent business thinkers are most likely to identify and articulate key questions and problems.
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Excellent business thinkers possess a number of characteristics. First, they clearly and precisely identify and articulate key questions and problems. Second, they gather information from a variety of sources. Third, they make well-reasoned conclusions and solutions. Fourth, they remain open to alternatives to approaching and reasoning about the business problem—that is, they are mentally flexible.
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What is one of the goals of a business communicator?
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a. To express the message in a way that respects others b. One of your primary goals as a communicator is to express your messages in ways that respect and inspire others.
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Reviewing stage of writing an effective business message
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In order to create an effective business message, during the reviewing stage, you should ensure that the communication is fair, consider whether your message is effective, and remove any distractions. Refer to figure 5.1.
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What is most likely to contribute toward lowering a person's credibility?
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Exaggeration of facts; exaggeration impacts readers' perception of your overall credibility as well as the credibility of the message.
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Analyzing a business problem
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Analyzing the business problem typically involves uncovering relevant facts, making conclusions, and taking positions.
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Deductive approach
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Most business arguments employ a direct or deductive approach. In other words, they begin by stating the primary message, which is typically a position or recommendation. Then they lay out the supporting reasons. Most business messages conclude with a call to action.
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AIM planning process
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Audience analysis Idea development Message structuring
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FAIR Test
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The FAIR test helps you examine how well you have provided the FACTS, how well you have granted ACCESS to your motives, reasoning, and information; how well you have explained IMPACTS on stakeholders, and how well you have shown RESPECT.
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Paragraphs in routine business messages have___ words.
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Typically, paragraphs in business messages should contain 40 to 80 words. For routine messages, paragraphs as short as 20 to 30 words are common and appropriate.
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Improving ease of reading with natural style requires that the writer uses short and familiar words.
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Whenever possible, choose short, conversational, and familiar words. Using longer, less common ones to "sound smart" rarely pays off. They slow processing and distract from your message.
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The Reviewing Process
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The reviewing process includes three interrelated components: conducting the FAIR test, proofreading, and getting feedback.
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The less specific you are while writing your business messages, the greater the possibility that your readers will scan and skim your message.
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If you are not specific while writing your business messages, your readers may become impatient and begin scanning and skimming for the information they want. If they can't find that information, they are unlikely to respond to your message as you intend.
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While conducting the FAIR test, which of the following questions are you most likely to ask to analyze whether in your message you have demonstrated respect for the inherent worth of your audience?
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a. Have you shown that you value others? b. The reviewing process includes three interrelated components: conducting the FAIR test, proofreading, and getting feedback. The "R" in FAIR test stands for "respect." At this stage, you are likely to check whether in your message you have demonstrated respect for the inherent worth of others.
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Which of the following is most likely to have a negative impact on your readers' perceptions of your credibility?
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a. Being vague b. Being specific affects the judgments your readers make about your credibility. Specific statements lead your readers to believe that you know what you're talking about (competence); that you are not hiding anything (character); and that you want your readers to be informed (caring). Being vague, on the other hand, detracts from your credibility.
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To keep your writing natural and engaging...
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To keep your writing natural and engaging, make sure you don't distract your readers with overused or out-of-place words or phrases. Buzzwords, which are workplace terms that become trite because of overuse, can stir negative feelings among some readers.
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Improvement of the ease of reading with navigational designs
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a. Formatting features that distract readers from the main message should be avoided. b. As you design your document, focus first on easy navigation for your reader.
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Why should long paragraphs ideally be avoided while writing business messages?
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Long paragraphs show disrespect for the reader's time.
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What type of learners needs group activities, hands-on activities, or breaks at least every 20 minutes?
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Kinesthetic learners, who make up about 20 percent of the population, need to participate to focus their attention on your message and learn best. They need group activities, hands-on activities, or breaks at least every 20 minutes.
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What guideline should be kept in mind while designing presentation slides?
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While designing presentation slides, create a storyboard with your PowerPoint slide titles. Make sure that your presentations tell a story to your audience. To check whether your slides provide a flowing narrative rather than a disjointed set of ideas, line up your slide titles. Ask yourself whether the slide titles move naturally through the narrative of your presentation.
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In the story line approach to business presentations, what refers to a resolution?
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A solution to the challenges or tensions
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The PREP method in justifying your views in a presentation
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The PREP method of justifying your views in a presentation involves stating your position, providing the reasons, giving an example or providing evidence, and then restating your position.
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High contrast backgrounds for effective presentation
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Make sure backgrounds do not obscure text. For dark text, use light backgrounds. For light text, use dark backgrounds.
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an advantage of using charts and diagrams in presentations
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It helps simplify complex data relationships.
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What is the primary goal of attention-getters in your presentation?
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The primary goals of attention-getters are to get your audience members emotionally invested in your presentation and engaged in thinking about your ideas.
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What helps the audience grasp the content of your presentation within 10 to 15 seconds?
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Limiting the amount of information on any given slide. For text, rarely should you use more than ten words per line and more than five to six lines.
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The positioning statement in a presentation should be as concise as possible.
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A positioning statement frames your message in appealing terms to your audience members and demonstrates clear and valuable benefits to them. It should ideally be one to two sentences.
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Which of the following strategies is important for making the Q&A round as smooth and effective as possible during presentations?
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Redirecting to support your agenda
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Which of the following will help you manage your nervousness before your presentation?
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Watching your food and beverage intake. Notice how various foods and beverages affect your body and adjust accordingly.
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Publicly expressing appreciation for the merits of a presentation is a way of being a supportive audience member.
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Do all you can to support the presenter. Show interest by maintaining eye contact and sitting up straight. Avoid behaviors that may distract the presenter, such as glancing at your mobile phone or yawning. Make comments and ask questions that help the presenter stay on message. Publicly express appreciation for the merits of the presentation. Privately offer advice for making the presentation more useful.
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Which of the guidelines makes you draw your audience's attention to you?
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When you explain and elaborate on the content in your slides, you draw your audience's attention to you as the primary source of information.
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What is a disadvantage of using handouts during presentations?
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They can distract your audience members.
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What are some of the ways you can maintain a flexible approach during your presentation?
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Arrive early to deal with surprises in terms of equipment, room layout, or people in attendance Do not panic when you lose your train of thought.
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What are the types of attire and the attributes they project?
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Generally, formal business attire projects authority and competence, high-level business casual is associated with productivity and trustworthiness, and low-level business casual is associated with creativity and friendliness.
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What is something you can do to help you manage your nervousness before your presentation?
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Focusing on friendly faces initially to gain composure and confidence
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What is one of the best ways of to relax immediately before your presentation?
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Speaking with audience members. Greet them at the door, walk around the room, engage in small talk, and find others ways to break the ice and help you and your audience members warm up to each other.
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What should an applicant include in a cover letter when applying for a job?
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The position being applied for
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What resume format is ideal for someone with no experience?
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Functional résumés draw special attention to your key skills. They are most often used by professionals with extensive (more than 15 years) experience and individuals with little or no work experience. Inexperienced individuals often use them to emphasize key skills developed through a combination of school, community, volunteer, and other types of activities while de-emphasizing a lack of work experience
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Why does the use of clichés fail to highlight a person's abilities and attributes?
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Many potential employers perceive these statements as showing unrealistic or naïve expectations about a job or inflated beliefs about abilities.
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FAIR Test Facts question
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How factual is your communication?
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FAIR Test Access question
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How accessible or transparent are your motives, reasoning, and information?
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FAIR Test Impact question
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How does your communication impact stakeholders?
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FAIR Test Respect question
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How respectful is your communication ?
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physical noise
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is external noise that makes a message difficult to hear or otherwise receive
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physiological noise
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refers to disruption due to physiological factors such as illness, hearing problems, memory loss, etc...
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semantic noise
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occurs when the communicators apply different meanings to the same words or phrases can be difficult to overcome when strong emotions are attached to words or phrases
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psychological noise
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refers to interference due to attitudes, ideas, and emotions experienced during an interpersonal interaction
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emotional hijacking
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a situation in which emotions control our behavior, causing us to react without thinking
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self-awareness
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the foundation for emotional intelligence; involves understanding your emotions as they occur and how they affect you
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empathy
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is the ability to accurately pick up on emotions in other people and understand what is going on with them
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Three basic considerations when choosing a communication channel
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richness control constraints
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Sensers
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are pragmatic and results oriented. When addressing sensers be direct, brief, and to the point
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Feelers
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tend to be more people oriented and as a result, they focus heavily on harmony. When addressing feelers, include personal comments and explain the impacts of decisions on people
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Thinkers
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are most focused on logic, objectivity, and correct analysis. When addressing thinkers focus on well organized, well-analyzed, dispassionate, and conclusive arguments.
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Intuitors
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are future oriented, out of the box thinkers. When communicating with intuitors, take more time for discussion and don't over emphasize the details
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Team stages leading up to high performance
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forming (months 1 and 2)team members focus on gaining acceptance and avoiding conflict storming (months 2 and 3) least productive, team members open up about their competing ideas and how to approach the work norming (months 4 and 5) team arrives at a work plan performing (months 6 and 7)
