Chapter 1 Communicating at Work Mary Ellen Guffey, Business Communication: Process and Product, 5e Copyright © 2006 Changes Affecting the Workplace • Heightened global competition • Flattened management hierarchies • Expanded team-based management • Innovative communication technologies • New work environments • Increasingly diverse workforce Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 2 Success for YOU in the new global and diverse workplace requires excellent communication skills! Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 3 The Communication Process Basic Model Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 4 The Communication Process Basic Model 1. Sender has idea Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 5 The Communication Process Basic Model 1. Sender has idea Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 6 The Communication Process Basic Model 1. Sender has idea 2. Sender encodes idea in message Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 7 The Communication Process Basic Model 1. Sender has idea 2. Sender encodes idea in message Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 8 The Communication Process Basic Model 1. Sender has idea 2. Sender encodes idea in message 3. Message travels over channel Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 9 The Communication Process Basic Model 1. Sender has idea 2. Sender encodes idea in message 3. Message travels over channel Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 10 The Communication Process Basic Model 1. Sender has idea 2. Sender encodes idea in message 3. Message travels over channel Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 11 4. Receiver decodes message The Communication Process Basic Model 1. Sender has idea 2. Sender encodes idea in message 3. Message travels over channel Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 12 4. Receiver decodes message The Communication Process Basic Model 5. Feedback travels to sender 1. Sender has idea 2. Sender encodes idea in message 3. Message travels over channel Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 13 4. Receiver decodes message The Communication Process Basic Model 5. Feedback travels to sender 1. Sender has idea 2. Sender encodes idea in message 3. Message travels over channel Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 14 4. Receiver decodes message The Communication Process Basic Model 5. Feedback travels to sender 1. Sender has idea 2. Sender encodes idea in message 3. Message travels over channel Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 15 4. Receiver decodes message The Communication Process Basic Model 5. Feedback travels to sender 1. Sender has idea 2. Sender encodes idea in message 3. Message travels over channel 6. Possible additional feedback to receiver Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 16 4. Receiver decodes message The Communication Process Basic Model 5. Feedback travels to sender 1. Sender has idea 2. Sender encodes idea in message 3. Message travels over channel 6. Possible additional feedback to receiver Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 17 4. Receiver decodes message The Communication Process Expanded Model Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 18 Barriers to Interpersonal Communication • Bypassing • Limited frame of reference • Lack of language skills • Lack of listening skills • Emotional interference • Physical distractions Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 19 Understanding is shaped by • Communication climate • Context and setting • Background, experiences • Knowledge, mood • Values, beliefs, culture Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 20 Barriers That Block the Flow of Information in Organizations • • • • Closed communication climate Top-heavy organizational structure Long lines of communication Lack of trust between management and employees • Competition for power, status, rewards Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 21 Additional Communication Barriers • Fear of reprisal for honest communication • Differing frames of reference among communicators • Lack of communication skills • Ego involvement • Turf wars Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 22 A Classic Case of Miscommunication In Center Harbor, Maine, local legend recalls the day when Walter Cronkite steered his boat into port. The avid sailor was amused to see in the distance a small crowd on shore waving their arms to greet him. He could barely make out their excited shouts: “Hello Walter, Hello Walter!” Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 23 A Classic Case of Miscommunication As his boat came closer, the crowd grew larger, still yelling. Pleased at the reception, Cronkite tipped his white captain's hat, waved back, even took a bow. But before reaching dockside, Cronkite's boat abruptly jammed aground. The crowd stood silent. The veteran news anchor suddenly realized what they'd been shouting: “Low water, low water!” Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 24 Analysis of Flawed Communication Process Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 25 Analysis of Flawed Communication Process Sender has idea Warn boater Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 26 Analysis of Flawed Communication Process Sender has idea Sender encodes message Warn boater “Low water!” Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 27 Analysis of Flawed Communication Process Sender has idea Sender encodes message Channel carries message Warn boater “Low water!” Message distorted Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 28 Analysis of Flawed Communication Process Sender has idea Sender encodes message Channel carries message Receiver decodes message Warn boater “Low water!” Message distorted “Hello Walter!” Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 29 Barriers That Caused Cronkite Miscommunication • Frame of reference • Receiver accustomed to acclaim and appreciative crowds. • Language skills • Maine accent makes "water" and "Walter" sound similar. • Listening skills • Receiver more accustomed to speaking than to listening. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 30 Barriers That Caused Cronkite Miscommunication • Emotional interference • Ego prompted receiver to believe crowd was responding to his celebrity status. • Physical barriers • Noise from boat, distance between senders and receivers. Which of these barriers could be overcome through improved communication skills? Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 31 Overcoming Communication Barriers • Realize that communication is imperfect. • Adapt the message to the receiver. • Improve your language and listening skills. • Question your preconceptions. • Plan for feedback. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 32 Organizational Communication • Functions: internal and external • Form: oral and written • Form: channel selection dependent on • • • • • Message content Need for immediate response Audience size and distance Audience reaction Need to show empathy, friendliness, formality • Flow: • Formal: down, up, horizontal • Informal: grapevine Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 33 Communication Flowing Through Formal Channels Downward Horizontal Upward Management directives Job plans, policies Company goals Mission statements Task coordination Information sharing Problem solving Conflict resolution Employee feedback Progress reports Reports of customer interaction, feedback Suggestions for improvement Anonymous hotline Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 34 Forms of Communication Flowing Through Formal Channels Written Oral Electronic Executive memos, letters Annual report Company newsletter Bulletin board postings Orientation manual Telephone Face-to-face conversation Company meetings Team meetings E-mail Voicemail Instant Messaging Intranet Videoconferencing Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 35 MISCOMMUNICATION IN PRODUCT EVOLVEMENT Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 36 As Marketing Requested It Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 37 As Sales Ordered It Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 38 As Engineering Designed It Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 39 As Production Manufactured It Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 40 As Maintenance Installed It Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 41 What the Customer Wanted Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 42 Message Distortion Downward Communication Through Five Levels of Management Message Amount of message written by board of directors 100% Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 43 Message Distortion Downward Communication Through Five Levels of Management Message Amount of message written by board of directors received by vice-president 100% 63% Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 44 Message Distortion Downward Communication Through Five Levels of Management Message Amount of message written by board of directors 100% received by vice-president 63% received by general supervisor 56% Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 45 Message Distortion Downward Communication Through Five Levels of Management Message Amount of message written by board of directors 100% received by vice-president 63% received by general supervisor 56% received by plant manager 40% Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 46 Message Distortion Downward Communication Through Five Levels of Management Message Amount of message written by board of directors 100% received by vice-president 63% received by general supervisor 56% received by plant manager 40% received by team leader 30% Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 47 Message Distortion Downward Communication Through Five Levels of Management Message Amount of message written by board of directors 100% received by vice-president 63% received by general supervisor 56% received by plant manager 40% received by team leader 30% received by worker 20% Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 48 Surmounting Organizational Barriers • Encourage open environment for interaction and feedback. • Flatten the organizational structure. • Promote horizontal communication. • Provide hotline for anonymous feedback. • Provide sufficient information through formal channels. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 49 Five Common Ethical Traps • The falsenecessity trap (convincing yourself that no other choice exists) • The doctrine-ofrelative-filth trap (comparing your unethical behavior with someone else’s even more unethical behavior) Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 50 Five Common Ethical Traps • The rationalization trap (justifying unethical actions with excuses) • The self-deception trap (persuading yourself, for example, that a lie is not really a lie) • The ends-justify-the-means trap (using unethical methods to accomplish a desirable goal) Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 51 Tools for Doing the Right Thing • Is the action you are considering legal? • How would you see the problem if you were on the other side? • What alternate solutions are available? Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 52 Tools for Doing the Right Thing • Can you discuss the problem with someone you trust? • How would you feel if your family, friends, employer, or co-workers learned of your action? Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 53 End Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 1, Slide 54