Managerial Communication

Question 1

Basic communication process

Answer 1

4 elements

Sender-you
Receiver-leader, subordinate or peer
Message
Feedback

Question 2

Sender

Answer 2

Original of process
Speaking, writing, artists, musicians and even architectural are considered senders
Most create an accurate message in the minds of the receivers
Encoding-selecting and arranging symbols

Question 3

Message

Answer 3

The idea, feeling, or Information transferred to the audience-written or spoken words and nonverbal symbols

Ensure message is clear and precise

Question 4

Receiver

Answer 4

Target for the senders message

Reading, listening, observing and touching are ways messages are received

Decoding-Deciphering the senders message

Question 5

Feedback

Answer 5

Completes the process and starts it all over again
A reaction to the message as you received it
Sender must fight for feedback to ensure message was received as intended

2 forms. Verbal and nonverbal

Question 6

Flow of communication

Upward communication

Answer 6

Up through the chain of command from lowest to highest

Provides feedback on the effective of downward communication

Avenue for lower levels to communicate facts, opinions and ideals up

Question 7

Flow of communication

Downward communication

Answer 7

Organization upper level of management down through the chain of command

Memos, letters, meetings, phone etc

Difficulty is knowing which channel to send through and how much to send

Question 8

Flow of communication

Lateral communication

Answer 8

Across an organization channels or among peers

Allows for coordination or integration of all diverse functions within and outside an organization

Question 9

Diagnosing communication needs

Effective communication

Answer 9

Focused, addresses issue directly and completely without getting sidetracked and uses the least amount of words nessary to get the point across

Follows rules of language and grammar
Don’t hid ideals in a jungle of words
That the audiences experience, background,and expectations into account. Logic and credible sources

Question 10

Diagnosing communication needs

General purpose of communication

Answer 10

To cause an action, mental or physical

To relay a message or notify about something

Question 11

Direct communication

Answer 11

Describe actions you expect to be carried out by your audience

Emphasis is clear, concise directions and expectations

Best used to deliver orders to subordinates

Question 12

Informative communication

Answer 12

Merely pass on information to the audience

Only successful if audience understands the message exactly the way intended

Clear, direct communication with accurate and adequate info tailored to the education and skills of the audience

Question 13

Persuasive communication

Answer 13

trying to sell your audience on a new idea, product, or change in operations

Convincing evidence put together in a logical way

Example-Air Force Recruiters

Question 14

Inspire

Answer 14

You want to inspire the audience

Question 15

Select-Narrow topic

Answer 15

Break the subject down
List all of the major aspects
Prioritize the subject and among of Information available
What is the audience all ready familiar with
Most critical to minor and what will the audience likely need to know

Question 16

Specific objective

General purpose objective

Answer 16

Define the specific objective the bottom line
Determine what audience needs to do because of the message

What the communication intends to do, direct, inform, persuade inspire

Question 17

Analyze audience

Answer 17

2 steps
Sending audience-persons responsible for the message
Receiving audience-intended recipient of the message

Question 18

Define Parameters

Answer 18

Limitations

Amount of information, time to get together, type of information, level of formality, tone, amount of time for delivery

Question 19

Research

Answer 19

Develop substance or foundation of information

Use yourself, others who are familiar with subject and reference sources, common knowledge and standard information

Question 20

Standard information

Answer 20

You know a fact but you don’t know how you know it,where you learned it or where to find it

Commonly know information such as historical or scientific facts

Question 21

Development of information-Communication

Answer 21

Factual information-support material

Clarify, amplify, reinforce or emphasize your ideals or proof your assertions

Clarification support and proof support

Question 22

Organization communication

Select a pattern

Answer 22

Present ideals in a logical sequence so the audience can follow start to finish

Time/chronological pattern
Reasoning pattern
Problems-solution pattern
Cause-effect pattern
Topical pattern

Question 23

Organization communication

Determine main points and support

Answer 23

After a pattern is set up organize all of the ideals to determine main and sub points

Question 24

Organization communication

Outlining

Answer 24

The blueprint for the communication

Question 25

Organization communication

Transitions

Answer 25

Moving from one point to another

Use transitions to let audience know a shift is coming and is occurring

Question 26

Draft and edit

Introduction

Answer 26

Attention step, purpose statement, motivation hook and overview

Question 27

Draft and edit

Purpose statement

Answer 27

Clearly and briefly address purpose for communication

Underlying there for the rest of your communication and reason for the communication

Question 28

Motivation hook

Answer 28

Informing the audience of why they need to listen, how Information can be used and what makes them want to listen

Question 29

Overview

Answer 29

Road map for your audience

Where you will begin and end

Question 30

Body

Answer 30

Where you deliver your message and achieve your objective

Guides the audience along a logical pattern

Question 31

Topic sentences

Answer 31

Bottom line up front

Audience does not half to shift through all the information to see if it applies to them

Question 32

Unity

Answer 32

All sentences support the topic sentence, which in turn supports the main point

Place “Because” at the end of each supporting sentence to see if it supports the topic sentence

Question 33

Conclusion

Answer 33

Last and most neglected part of well-arranged communication

Last chance to summarize

Closure has all 3
Summary
Restatement of purpose- re-motivation
Closure

Question 34

Brainstorming tools

Answer 34

Mind-mapping

Free-writing

Question 35

Support materials

Answer 35

Examples-Real live
Imaginary-Jokes-Parables
Brief example 
Statistics-summary of data
Testimony 
Comparisons
Explanations 
Evaluating sources- related material. Is it a fact
Relevance
Evaluating on-line sources 
Words of others
No Plagiarism