Communication 356 Studyguide Flashcards
How to create a communication climate?
Use descriptive "I" language Focus on solving problems, Be honest Show concert for others Demonstrate and attitude of equality Keep an open mind
A metaphor used to describe the quality of relationships in an organization
Communication climate
Steps to offer constructive feedback
Consider the content
Consider the sender
Consider the relational climate
Consider the delivery
Responding to criticism
Seek more information
Agree with criticism
Work for a cooperative solution
Managing conflict steps when approaching to conflict?
Avoiding Accomodating Competing Collaboration Compromising
Informal, often unstated rules about what behavior is appropriate in a group?
Norms
Steps with norms
Create desirable norms early
Comply with established norms whenever possible
The degree to which members feel themselves part of a group and want to remain with that group.
Cohesiveness
When a meeting isn’t justified,
It could be done on the phone A memo could be sent Key people cannot attend The subject is trivial There isn't enough time Members arnt Prepaired Its routine, no reason to meet Job can be handled by one person You already made up the decision
Items that should be on an agenda:
Time, length and location Participants Background info Items as goals Pre-meeting work
5 phase method for giving group members ideas equal chance at consideration.
Nominal group technique
Nominal (1/5) each member writes down his or her idea and they are collected and discussed by leader ensures what?
That good ideas from quite member will have a chance for consideration
Nominal (2/5) all ideas are posted for every member to see keeping authors private is good because?
It keeps consideration more likely based on the idea and less on personal factors and popularity
Nominal 3/5
Members discuss idea to better understand ideas, criticism is prohibited, what is the goal
The goal is to clarify the possibilities, not evaluate them.
Nominal 4/5 each member privacy ranks the ideas, what does this accomplish?
It prevents domination by a few talkative or influential members.
Nominal 5/5 items recovering the greatest number of votes are discussed critically and thoroughly by the group. Ensures what?
This ensures the best decision method can be made .
Ways to keep discussions on track?
Remind group of time. Pressures
Summarize and redirect discussion
Use relevancy challenges
Promise to deal with ideas later
Three parts of a meeting conclusion
Signal when time is almost up
Summarize the meeting accomplishment and future actions
Thank the group
Three steps in following up a meeting
Build an agenda for the next meeting
Follow up other members
Take care of your own assignments
?s to ask yourself when allay lazing the audience
Who are key audience members How much do they know What do they want to know What are their personal prefs What demographic is significant What is the size of the group? What are the listeners attitudes
Factors to consider when analyzing the occasion.
Facilities
Time
Contex
Problems with most presentations
Taking to long to get to the point
Including irrelevant material
Leaving out necessary info
Getting ideas mixed up
Arranges points according to their sequence it time.
Chronological
Organizes material according to how it’s put together or where it is physically located
Spatial
Groups ideas around some logical themes or divisions in your subject
Topical
Shows certain events have happened or will happen as a result of certain circumstances
Cause and effect
Shows the audience what’s wrong and then suggests how to fix it
Problem - solution
Sets up criteria that the audience will accept and then shows how your idea or products meets them
Criteria satisfaction
Puts several alternatives side by side to show why yours is best
Comparative advantages
A five step plan designed to boost the involvement and interest of the audience. (Attention, need, satisfaction, visualization, and action)
Motivated sequence
Max number of points a presentation should have?
5 main points
Introductions should include
- Capture the listeners attention
- Give the audience a reason to listen
- Set the proper tone for the topic and setting
- Establish your qualifications
- Introduce your thesis and preview your presentation
Conclusions should include
The review
The closing statement
Transitions should follow these guidelines :
They promote clarity
They emphasize important ideas
Keep listeners interested
A question with an obvious answer which does not call for an overt answer
Rhetorical question
3 functions of supporting material
Clarity proof interest
Types of verbal support
Definitions Examples Stories Statistics Comparisons Quotations
Advantages of presentation software
Deliver an onscreen show/special effects.
Organize a set of speakers notes for yourself
Prepair a variety of handouts for your audience, based on speaking notes
Create videos of presentation
Create charts, graphs, and tables
Disadvantages of technology presentations
Poorly conceived messages
Design over content
Overly complex presentations
Visual aid selection guide lines
Be sure to reason for using a visual aid
Keep your slide shows brief
Match your audience with pictures
Design guild lines for visual aids
Make sure the visual is large enough to see Keep design of your visuals simple Use only a few words Use only horizontal printing Label all items for clear identification
Presentation guidelines for visual aids
Display a visual only while you are discussing it
Make sure your visuals will work in the meeting room
Practice using your visuals
Planned and rehearsed but not word for word
Extemporaneous presentation
In expected of the cuff talk presentation
Impromptu
Characteristics of speaking notes
Breif
Legible
Unobtrusive
Guidelines for impromptu presentations
Anticipate when you may be asked to speak Focus on your audience Accept the invitation with assurance Organize your thoughts Present reasons, logic or facts Don't apologize Don't ramble
Guidelines for an oral speaking style
Keep most sentences short Use personal pronouns Use the actve voice Use contractions often Address your listeners by name
Guidlines for vocal elements
Speak with enthusiasm and sincerity Speak loudly enough to be heard Avoid disfluencies Vary your speech Use pauses effectively
Suggestions for managing questions
Start the ball rolling Anticipate key questions Clarify confusing elements Treat questions with respect Keep answers focused on the goal Buy time if necessary Follow last question with summary
Guidelines for rehearing presentation
Rehearse on your feet, expect your talk to run 20 % longer
Pay attention to your into and conclusion
Rehearse in a real setting
Common myths about presentations
A presentation must be perfect
It is possible to persuade the entire audience
The worst will happen
An informative presentation that reviews the purpose, progress, obsticals, and milestones of a project
Status report
Report delivered upon completion of an understanding
Final report
Guidelines for sales presentations
Establish client relationship before presentation Put the clients needs first Listen to your clients Emphasize benefits, not features Use an effective closing strategy
Act of motivating and audience through communication
Persuasion
Forcing someone against their will to change their particualr belief
Coercion
Tricking the other party into thinking for acting in the desired way
Manipulation
Ways to enhance creditability
Show competence
Earn trust of audience
Emphasize your similarity to the audience
Attacks on the intergrity of a person in order to weaken the argument he or she is making
Personal attack
Attacks the argument b extending it to such extreme Lengths that it looks absurd
Reduction to the absurd
Sets up false alternatives, suggesting that if the inferior one must be rejected , then the others must be accepted.
Either -or
Mistakenly assumed that one event cause s another because they occur sequentially
False cause
Based on the ofthe. Dubious notion that just because many people favor an idea, you should too
Bandwagon appeal
A listeners preexhisting position on an issue being advocated
Anchor
Deferring a thesis,
Defer with hostile audience
Demonstrate importance of the topic
Giving a toast
Choose time wisely Be Prepared Look spontaneous Be breif Be visible an audible Be inclusive Be sober Be appropriate
