COMM 100 Unit 1 Flashcards
The Basics of Professional Communication
1
Q
What are the 10 essential employability skills?
A
Self & Social Awareness, Technology, Productivity, Initiative, Results Driven, Communication, Relationship Building, Problem Solving, Innovation, Agility
2
Q
Define Self & Social Awareness.
A
Understanding your strengths and limitations, recognizing thoughts and emotions, being open to feedback, and understanding how behaviors impact others.
3
Q
Why is technology an important skill in the workplace?
A
78% of jobs require familiarity with technology, and digitally intensive jobs grow faster and pay more.
4
Q
What does productivity mean in a professional setting?
A
Strategizing, organizing, and managing time effectively to prioritize tasks.
5
Q
Define Initiative.
A
Taking action without being prompted, thinking independently, and identifying what needs to be done.
6
Q
Why is being results-driven important?
A
Companies rely on results-driven employees to keep projects on track, especially with more freelancers in the workforce.
7
Q
Why is communication a critical skill?
A
It allows individuals to share ideas, collaborate, give and receive feedback, resolve conflicts, and accomplish tasks effectively.
8
Q
What percentage of jobs are filled through personal connections?
A
85% of open positions are filled through networking.
9
Q
What are the eight essential components of communication?
A
- Source
- Message
- Channel
- Receiver
- Feedback
- Environment
- Context
- Interference
10
Q
What is the source in communication?
A
The source (or sender) imagines, creates, and sends the message.
11
Q
Steps a speaker takes to convey a message
A
- Determine the message.
- Encode the message.
- Present the information.
- Observe audience reactions.
12
Q
What is a message?
A
The intended meaning that a source creates to share with a receiver.
13
Q
What does the channel refer to in communication?
A
The medium that carries a message from a source to a receiver.
14
Q
What is the role of the receiver in communication?
A
The recipient and interpreter of a source’s message.
15
Q
What is feedback in the communication process?
A
Verbal or nonverbal messages that a receiver sends back to a source.
16
Q
What does the environment refer to in communication?
A
The physical or psychological climate where messages between a source and receiver are exchanged.
17
Q
What is context in communication?
A
The combination of factors, such as the purpose of the communication and the environmental cues, that impact the expectations of the parties involved.
18
Q
What is interference in communication?
A
A factor that can prevent a message from being received, or cause a message to be interpreted in a way other than the one intended by the source.
19
Q
Transactional model of communication
A
The source and receiver may send messages at the same time.
20
Q
What are the two models of communication covered in this lesson?
A
Transactional Model of Communication and the Constructivist Model of Communication.
21
Q
What is the Transactional Model of Communication?
A
A communication model that focuses on communication as an exchange in which certain events (e.g., sending and receiving a message) can occur simultaneously.
22
Q
How does the Transactional Model of Communication view the roles of source and receiver?
A
It blurs the distinction between source and receiver, viewing communication as an exchange with actions happening at the same time.
23
Q
What is the Constructivist Model of Communication?
A
A communication model that focuses on finding a negotiated meaning, or common ground, in order to reach understanding.
24
Q
How does the Constructivist Model of Communication emphasize the role of common ground?
A
The more common ground that exists between sender and receiver, the more efficient communication will be.
25
What is Intrapersonal Communication?
Communication that involves one person, often occurring in the form of self-dialogue or internalized expectations.
26
What is Interpersonal Communication?
Communication that typically involves two people and can be either formal or informal depending on the relationship between the parties.
27
What is Group Communication?
Communication that occurs between a small number of people (typically three to eight).
28
What is Public Communication?
Communication in which one person speaks or writes to a group of people; unlike in group communication, the audience typically defers to the speaker.
29
What is Mass Communication?
Communication with the goal of delivering a single message to as many people as possible.
30
How does Mass Communication differ from other forms of communication?
Mass communication involves sending a single message to a large audience, limiting the ability to tailor that message to specific groups or individuals.
31
What are the responsibilities of a communicator in a business context?
You have responsibilities to your audience, employer, and profession when speaking or writing.
32
What does being prepared as a communicator involve?
Being prepared includes organization, clarity, and concision and punctuality.
33
What are the key aspects of organization in communication?
Organization involves narrowing your focus to key points and linking them together with transitions.
34
What is clarity in communication?
Clarity means having a clear idea of what you want to say and using understandable language for your audience.
35
What does concision mean in professional communication?
Concision means being brief and to the point, avoiding unnecessary information.
36
Why is punctuality important in communication?
Punctuality ensures that you respect your audience's time and adhere to time constraints.
37
What are the ethical responsibilities of a communicator?
Being ethical involves being egalitarian, respectful, and trustworthy.
38
What does egalitarianism mean in communication?
Egalitarianism means believing in basic equality and ensuring your message is comprehensible to all.
39
How should respect be shown in communication?
Respect involves being passionate and enthusiastic without being manipulative or disrespectful.
40
What is trustworthiness in communication?
Trustworthiness means being honest and transparent, ensuring your audience can rely on your information.
41
What are the shared communication elements between oral and written communication?
Both rely on source, receiver, message, channel, feedback, environment, context, and interference.
42
What is the role of the source in communication?
The source creates and communicates a message.
43
What does the receiver do in the communication process?
The receiver receives the message from the source.
44
What is the message in communication?
The message is the stimulus or meaning produced by the source for the receiver.
45
What is the channel in communication?
The channel is the way a message travels between source and receiver.
46
What is feedback in communication?
Feedback is the message the receiver sends in response to the source.
47
What does the environment refer to in communication?
The environment is the physical atmosphere where the communication occurs.
48
What is context in communication?
Context involves the psychological expectations of the source and receiver.
49
What is interference in communication?
Interference is anything that blocks or distorts the communication process.
50
What happens when Heather receives Jay's phone call?
Heather misses the call because she forgot that she is in a different time zone from Jay.
51
What does Jay expect to do after the phone call?
Jay expects to send an email with the call-in information for the conference call.
52
What is the channel used for Jay's initial communication with Heather?
The channel is the telephone.
53
What does Heather expect from Jay after receiving his email?
Heather expects Jay to dial and connect the call.
54
What is the channel used for Jay's email communication?
The channel is email.
55
What are the two categories of communication?
Communication can be divided into verbal and nonverbal categories.
56
What is verbal communication?
Verbal communication involves the words you say.
57
What is nonverbal communication?
Nonverbal communication involves how you say the words, including tone of voice and body language.
58
How does written communication differ in timing?
Written communication is often asynchronous, meaning it occurs at different times.
59
What is the importance of anticipating the reader's needs in written communication?
It is important to anticipate the reader’s needs, interpretation, and likely response to promote clarity and understanding.
60
What is the goal of business communication?
The goal is clear, direct communication.
61
What does asynchronous mean?
Asynchronous means occurring at different times; often used to describe written communication in which the exchange between sender and receiver is not immediate.
62
What are the principles of verbal communication covered in this lesson?
1. Language Has Rules
2. Language Shapes Our Reality
3. Language Is Arbitrary and Symbolic
4. Language Is Abstract
5. Language Organizes and Classifies Reality
63
What is language?
A code or collection of symbols, letters, or words with arbitrary meanings used to communicate.
## Footnote
Language is essential for effective communication.
64
What are the three types of rules that govern language?
1. Syntactic Rules
2. Semantic Rules
3. Contextual Rules
65
What do syntactic rules govern?
The order of words in a sentence.
## Footnote
Example: 'Please come to the meeting in the auditorium at noon on Wednesday' is correct, while 'Please to the auditorium on Wednesday in the meeting at noon come' is incorrect.
66
What do semantic rules govern?
The meaning of words and how to interpret them.
## Footnote
Semantic rules address questions like whether a statement is true or false.
67
What do contextual rules govern?
Meaning and word choice according to context and social customs.
68
How does language shape our reality?
Language influences our identity, customs, values, and the way we communicate.
69
What is the difference between denotative and connotative meanings?
Denotative meaning is the common meaning found in the dictionary, while connotative meaning involves emotional associations that can be positive or negative.
70
What does it mean that language is arbitrary and symbolic?
Words do not have inherent meanings; humans assign meanings to them, which can change over time.
71
What does it mean that language is abstract?
Words simplify and distort our concepts, making communication easier but sometimes losing specific meanings.
72
How does language organize and classify reality?
Language helps create order by grouping words that represent similar concepts, but these classifications can reflect biases.
73
What is nonverbal communication?
Communication using physical gestures or visual displays; the portrayal of a person's words.
74
What does it mean that nonverbal communication is fluid?
Nonverbal communication is always in motion and never the same twice.
75
How does nonverbal communication differ from verbal communication?
Nonverbal communication can convey messages without words and can be harder to interpret.
76
Why is nonverbal communication considered fast?
Nonverbal communication often occurs without conscious thought, revealing emotions before we are aware of them.
77
What are illustrators and emblems?
Illustrators are gestures that reinforce verbal messages, while emblems are gestures that carry specific meanings and can replace words.
## Footnote
Example: Nodding in response to a question can be an illustrator.
78
What are regulators in nonverbal communication?
Regulators are nonverbal gestures meant to control communication by encouraging or discouraging it.
## Footnote
Example: Holding up a hand to ask someone to stop talking.
79
What are affect displays?
Affect displays are nonverbal indicators meant to demonstrate emotions.
## Footnote
Example: Smiling and waving at coworkers to welcome them.
80
What are adaptors in nonverbal communication?
Adaptors are nonverbal displays intended to help an individual feel comfortable or communicate an emotion.
## Footnote
Example: Tapping a pencil during a presentation may indicate disengagement.
81
What does it mean to complement, repeat, replace, mask, or contradict in nonverbal communication?
These are methods of using nonverbal communication to enhance, echo, substitute, obscure, or conflict with verbal messages.
## Footnote
Example: Nodding while saying 'yes' complements the verbal message.
82
How is nonverbal communication both universal and contextual?
Nonverbal communication is a constant across cultures but varies in meaning based on context.
83
Can nonverbal communication be intentional or unintentional?
Yes, nonverbal communication can occur both deliberately and inadvertently.
84
How do nonverbal messages communicate feelings and attitudes?
Nonverbal responses often reveal initial reactions before they can be processed through language.
85
What percentage of emotional messages are communicated nonverbally according to Albert Mehrabian?
93 percent of emotional messages are communicated nonverbally, with 55 percent through facial gestures.
86
How can emotional responses change over time?
Emotional responses can fluctuate, meaning a moment of frustration may pass, but the receiver's perception may linger.
87
What role does spoken communication play in emotional expression?
Spoken words can clarify past emotions, inviting further discussion.
88
Which is often believed more: nonverbal or verbal communication?
Nonverbal communication is often believed more than verbal communication.
89
What does the phrase 'actions speak louder than words' imply?
It suggests that people tend to trust nonverbal messages over verbal ones.
90
What are common behaviors indicating deception?
Reduction in eye contact, awkward pauses, higher pitch, deliberate articulation, increased response time, and decreased smiling are indicators of deception.
91
What is the connection between nonverbal responses and physiological responses?
Nonverbal responses are linked to physiological responses like heart rate and blood pressure.
92
What is proxemics?
Proxemics is the study of the human use of space and distance in communication.
93
How does space impact communication?
Space can indicate social rank and varies across cultures.
94
What is chronemics?
Chronemics is the study of how humans refer to and perceive time.
95
How do physical characteristics affect communication?
Physical characteristics can lead to judgments about personality, which are often inaccurate.
96
What is kinesics?
Kinesics is the study of body movements in communication.
97
How can body movements complement verbal messages?
Body movements can reinforce or repeat verbal messages, regulate conversations, or replace verbal communication.
98
What is haptics?
Haptics is the study of touch in communication.
99
What is paralanguage?
Paralanguage involves verbal and nonverbal aspects of speech that influence meaning, such as tone and pauses.
100
What is paralanguage?
Paralanguage involves verbal and nonverbal aspects of speech that influence meaning, including tone, intensity, pausing, and even silence.
101
What is a pregnant pause?
A pregnant pause is a silence between verbal messages that is full of meaning, even if the meaning is hard to understand.
102
How can silence or vocal pauses communicate?
Silence or vocal pauses can communicate hesitation, indicate the need to gather thought, or serve as a sign of respect.
103
What are artifacts in communication?
Artifacts are forms of decorative ornamentation that are chosen to represent self-concept, including rings, tattoos, brand names, and logos.
104
How do artifacts communicate self-concept?
Artifacts communicate something about our sense of self, projecting gender, role, class, personality, and group membership.
105
What does the environment refer to in communication?
Environment involves the physical and psychological aspects of the communication context, influencing one's reaction to it.
106
What is an example of an effective work environment?
Google's work environment, designed for physical activity and collaboration, facilitates creativity and interaction.
107
What is self-awareness in communication?
Self-awareness is the ability to be conscious of events and stimuli, influencing how you communicate.
108
What is perspective in communication?
Perspective is a frame of mind formed from experiences and education across an individual's lifetime.
109
How does self-awareness impact communication?
Self-awareness helps you understand your intentions and the message you want to convey before communicating with an audience.
110
What is the role of social influence on self?
Social influence shapes your sense of self through interactions, praise, and criticism from others.
111
What is an attitude?
An attitude is your immediate disposition toward a concept or an object.
112
What is a belief?
A belief is an idea based on previous experiences and convictions, not necessarily based on logic or fact.
113
What is a value?
A value is a core concept of what is considered good or bad, right or wrong, or worth a sacrifice.
114
What is self-concept?
Self-concept is an individual's central identity and set of beliefs about who they are and what they are capable of accomplishing.
115
What is self-image?
Self-image is how you see yourself, including physical characteristics, knowledge, experience, and personal expectations.
116
What is self-esteem?
Self-esteem is an individual's feelings of self-worth, self-acceptance, and self-respect.
117
What are the three A's of active listening?
The three A's of active listening are Attention, Attitude, and Adjustment.
118
What is active listening?
Active listening is a communication technique where the listener sends constant feedback to the speaker, indicating understanding.
119
How does attention differ from hearing?
Attention requires intentional effort to understand the speaker's message, while hearing is passive.
120
Why is attitude important in active listening?
A positive attitude helps you listen effectively and remain open to learning from the speaker.
121
What does adjustment mean in active listening?
Adjustment refers to being flexible and willing to follow the speaker's ideas, even if they seem to deviate from the main point.
122
What are some tips for facilitating active listening?
Maintain eye contact, avoid interruptions, focus on the message, restate the message, and ask clarifying questions.
123
What are the six W's of communication?
The six W's are Who, What, Where, When, Why, and How, which help interpret the message.
124
What should you maintain while listening or reading?
Maintain eye contact with the speaker; if reading, keep your eyes on the page.
125
What should you avoid while listening or reading?
Don’t interrupt; if reading, don’t multitask.
126
What should you focus on during communication?
Focus your attention on the message, not your internal monologue.
127
What should you do to confirm your understanding?
Restate the message in your own words and ask if you understood correctly.
128
What type of questions should you ask to show interest?
Ask clarifying questions to communicate interest and gain insight.
129
What are the six W's of communication?
1. Who: Who is involved? 2. What: What happened? 3. When: When did it occur? 4. Where: Where did it take place? 5. Why: Why is this being communicated? 6. How: How are things getting done?
130
What should you do to create a positive communication environment for difficult subjects?
Set aside a special time for the conversation, ensuring you will not be disturbed.
131
What is a key aspect of listening during difficult conversations?
Keep silent while the other person speaks.
132
How should you receive a message during difficult conversations?
Be nonjudgmental and receive the message without criticism.
133
What does it mean to be accepting in communication?
Be open to the message being communicated, realizing acceptance does not mean agreement.
134
What is important about taking turns in conversation?
Wait until it is your turn to respond and measure your response in proportion to the message delivered.
135
How can you acknowledge the speaker during communication?
Let the other person know that you have listened attentively.
136
What should you do if you don’t understand the message?
Ask for clarification and restate the message in your own words.
137
What is a recommended way to keep calm during difficult conversations?
Use 'I' statements to express your feelings without blaming.
138
What is the significance of mutual respect in communication?
Mutual respect and understanding are built one conversation at a time.
139
What are the three A's of active listening?
Giving full attention, listening with a positive attitude, and being willing to adjust expectations.
140
What is Active Listening?
A communication technique in which the listener sends constant feedback to the speaker, indicating that the speaker's message has been received and understood.
141
What does Maslow's Hierarchy of Needs explain?
We communicate to meet basic needs, moving from survival needs to safety, companionship, self-esteem, and self-actualization.
142
What does Schutz' Theory of Needs focus on?
It outlines interpersonal needs of affection, control, and belonging, which are interdependent and variable.
143
What is a potential barrier to communication?
Clichés, jargon, slang, sexist and racist language, euphemisms, and doublespeak can all create misunderstandings.
144
What is a cliché?
A once-clever word or phrase that has lost its impact through overuse.
145
What is a cliché?
A cliché is a once-clever word or phrase that has lost its impact through overuse.
## Footnote
Clichés often sound silly or boring and can be obstacles to successful communication.
146
What is jargon?
Jargon is occupation-specific language used by people in a given profession.
## Footnote
Examples include terms used in information technology, marketing, and engineering.
147
What is slang?
Slang involves the use of existing or newly invented words to replace standard words, often adding a humorous or rebellious effect.
## Footnote
Slang is typically used in informal contexts among friends.
148
What is sexist language?
Sexist language uses gender as a discriminating factor.
## Footnote
Examples include referring to adult women as 'girls' or using 'man' to refer to humankind.
149
What is racist language?
Racist language discriminates against members of a given race or ethnic group.
## Footnote
It includes both overt slurs and subtle references that may be offensive.
150
What is a euphemism?
A euphemism is a substitution of an acceptable word for an offensive or controversial one that conveys a similar meaning.
## Footnote
For example, saying someone 'passed away' instead of 'died.'
151
What is doublespeak?
Doublespeak is the deliberate use of words to disguise, obscure, or change meaning.
## Footnote
An example is referring to a bailout as a 'rescue' or 'buy in.'
152
What is bias?
Bias refers to the inclination or prejudice for or against a person or group, often in a way considered to be unfair.
153
What are perception errors?
Perception errors are mistakes in understanding or interpreting social cues, leading to biased conclusions.
154
What is a stereotype?
A stereotype is an oversimplified generalization about a group of people.
155
What is prejudice?
Prejudice refers to the beliefs, thoughts, feelings, and attitudes someone holds about a group.
156
What is discrimination?
Discrimination consists of actions taken against a group of people.
157
What are microaggressions?
Microaggressions are brief, everyday exchanges that send denigrating messages to certain individuals because of their group membership.
158
What are microinvalidations?
Microinvalidations are communications or environmental cues that exclude, negate, or nullify the psychological thoughts, feelings, or experiential reality of certain groups.
159
How can one address bias in the workplace?
One can address bias by having private conversations about problematic dynamics, describing incidents to superiors, or discussing observations with colleagues.
160
What is the importance of choosing precise words?
Choosing precise words helps to create a vivid and accurate mental picture for the audience, increasing understanding.
161
Why is considering your audience important?
Considering your audience ensures that your message is tailored to their understanding and background, enhancing communication effectiveness.
162
What is the role of self and social awareness in communication?
Practicing self and social awareness improves verbal communication by helping individuals adjust their speech for better understanding.
163
What happens when you say 'in conclusion'?
You set in motion a set of expectations that you are about to wrap up. If you introduce a new point afterward, it leads to an expectancy violation.
164
How can you show respect for your audience during a presentation?
By not exceeding the expected time or length in a document.
165
What should you consider about your tone in writing or speech?
Whether it sounds pleasant, simple, sophisticated, or comes across as stuffy, formal, or rude.
166
How can you improve your tone?
Read your document out loud before delivery to reveal its tone.
167
What is a useful way to assess your tone?
Listen to or watch presentations described with terms associated with tone.
168
Can you give an example of different tones in famous speeches?
Martin Luther King Jr. had one style while President Barack Obama has another.
## Footnote
Both are successful with their respective audiences.
169
What should you do to ensure understanding in oral communication?
Make time for feedback, ask clarifying questions, and share your presentation with multiple people.
170
What is a big idea regarding feedback in oral communication?
Feedback is a core component of the communication model, making assessment easier.
171
What does Stephen Covey suggest for success in assignments?
Begin with the end in mind.
172
What is important to balance in business communication?
The need for attention to detail with the need to complete the assignment on time.
173
When should you shift focus during a presentation preparation?
When further revision will not benefit the presentation, focus on feedback or sharing it with a mentor.
