Unit 1 Flashcards
Communication defn, Barrier to communication
Communication is the process of exchanging information, ideas, thoughts, or emotions between individual or groups.
Physical Barrier, Psychological, Semantic, Cultural, Organisational
Communication network types
Typically vertical, follows rigid chain of command, relies on leader that manage the interaction.
Relatively less structured and more structured than their formal counterparts. Informal is often called grapevine.
Roles people play in communication network
Clique, Opinion leader, bridge, liason, cosmopolite, gatekeeper.
Verbal vs Non verbal;
Spoken or written;
Dimension of non verbal communication
Body language: Also known as kinesics, this includes gestures, posture, and facial expressions. For example, nodding can show agreement, while slouching may indicate disinterest.
Eye contact: Also known as oculesics, this involves using your eyes to communicate. Sustained eye contact can show confidence, while avoiding eye contact might indicate discomfort or dishonesty.
Personal space: Also known as proxemics, this refers to the distance people maintain in social interactions. Standing closer can signify intimacy or familiarity, while maintaining distance can indicate formality or a desire for privacy.
Touch: Also known as haptics, this includes physical contact like handshakes, hugs, or pats on the back. The meaning of touch often depends on the context and cultural norms.
Voice: This dimension includes paralanguage, such as tone, pitch, volume, and speaking pace. A calm tone can convey reassurance, while a loud voice may signal anger or urgency.
Physical appearance: This includes grooming, clothing, and overall presentation, which can shape first impressions. Neat attire often signals professionalism, while casual dress might suggest a relaxed attitude.
Time: Also known as chronemics, this reflects how time is used in communication. Being punctual can show respect and reliability, while delays might indicate disorganization or disrespect.
Environment: This includes the physical setting and its arrangement, such as lighting, seating, and decor. A well-organized and welcoming space can facilitate positive communication.
Artifacts: These are objects that communicate something about the person, like jewelry, gadgets, or accessories. For instance, a watch might suggest punctuality or professionalism.
Facial expressions: While part of body language, facial expressions deserve special mention for their universality. Smiles, frowns, or raised eyebrows can convey emotions like happiness, confusion, or surprise.
Silence: Sometimes overlooked, silence is a powerful communication tool. It can signify agreement, discomfort, or a pause for reflection, depending on the context.
Types of interpersonal communication
The main types of interpersonal communication are:
Verbal communication: The exchange of information through spoken words
Nonverbal communication: The exchange of information through body language, gestures, eye contact, tone of voice, and physical space
Listening: The act of actively listening to understand the message being communicated
Written communication: The exchange of information through written words
Interpersonal communication definition
It is exchanging information, meaning, feelings, and opinions between two or more people via verbal and non verbal means
Soft skills to enhcane interpersonal communication skills
Soft Skills for Enhancing Interpersonal Communication
Foundational Soft Skills
1. Active Listening
Fully concentrate on the speaker
Demonstrate understanding through verbal and non-verbal cues
Provide thoughtful, relevant responses
Avoid interrupting or formulating responses prematurely
- Emotional Intelligence
Key Components:
Self-awareness of personal emotions
Ability to regulate emotional responses
Empathy towards others’ feelings
Managing interpersonal relationships effectively
- Empathy
Core Attributes:
Understanding others’ perspectives
Showing genuine concern
Validating others’ emotions
Creating psychological safety in interactions
Communication-Specific Soft Skills
4. Verbal Communication Proficiency
Clear and articulate speech
Appropriate tone and modulation
Structured and coherent message delivery
Adaptability to different communication contexts
- Non-Verbal Communication Mastery
Critical Elements:
Consistent body language
Appropriate eye contact
Open and welcoming posture
Matching non-verbal cues with verbal messages
- Conflict Resolution Skills
Strategic Approaches:
Active problem-solving
Maintaining professional composure
Seeking collaborative solutions
Negotiating win-win outcomes
Interpersonal Relationship Skills
7. Adaptability
Flexibility in communication styles
Quick cognitive adjustment
Openness to different perspectives
Resilience in challenging interactions
- Positive Attitude
Key Characteristics:
Constructive communication
Solution-oriented mindset
Maintaining professional optimism
Encouraging collaborative environments
- Cultural Intelligence
Essential Competencies:
Cross-cultural communication awareness
Respect for diversity
Minimizing cultural misunderstandings
Inclusive communication strategies
importance of interpersonal communication in the workplace
Interpersonal communication is a vital part of the workplace because it helps create a productive and collaborative environment. It’s important for several reasons, including:
Teamwork
Interpersonal communication helps teams work together effectively to achieve shared goals. It also helps team members leverage each other’s strengths and expertise.
Problem solving
Interpersonal communication skills help people discuss problems and consider different options before coming up with a solution.
Trust
Interpersonal communication helps build trust between employees and their employers.
Company culture
Interpersonal relationships are important for a healthy company culture.
Employee recognition
Good interpersonal communication can lead to more employee recognition.
Conflict management
Interpersonal communication skills help people resolve disputes and prevent conflicts from becoming toxic.
Emotional intelligence
Emotional intelligence, or EQ, is the ability to recognize and understand your own emotions and the emotions of others. People with high EQ can manage their emotions, even in stressful situations.
Burnout prevention
Interpersonal communication can help prevent burnout by encouraging employees to feel more connected to the organization
group; forming of group
A group is two or more individuals, interacting and interdependent, who have come together to achieve particular objectives. .The Development of a Group
Groups evolve through distinct stages, as proposed in Tuckman’s Model:
Forming: Members meet and establish roles and goals.
Storming: Conflicts arise as individuals assert their opinions.
Norming: Group cohesion develops with agreed norms and collaboration.
Performing: The group focuses on achieving objectives efficiently.
Adjourning: The group disbands after completing its purpose.
conflict; postive & negative effect; conflict management strategies
Improving ability and skill to resolve
conflict
Key factors to be considered while
choosing the best conflict
resolution method
Leadership definition; Types of leadership;
ability to influence or guide individuals or group to achieve a goal.
According to Peter Drucker “Leadership is the lifting of a man’s vision to
higher sights, the raising of a man’s performance to a higher standard,
the building of a man’s personality beyond its normal limitations.
Autocratic Leadership: Centralized decision-making with little input from team members.
Democratic Leadership: Encourages participation and collaboration in decision-making.
Laissez-Faire Leadership: Delegates authority and provides minimal supervision.
Transformational Leadership: Inspires and motivates change through vision and enthusiasm.
Transactional Leadership: Focuses on routine tasks and clear structures.
JOhari window; who develops; what it helps;
Rational decision making steps
Define the Problem
Clearly identify and articulate the issue or decision to be made.
Ensure you understand the scope and impact of the problem.
Determine the Decision’s Objectives
Specify the desired outcomes and criteria for success.
This step ensures alignment with broader goals or values.
Develop Alternatives
Generate a range of potential solutions or courses of action.
Explore all viable options without prematurely judging them.
Evaluate the Alternatives
Assess each alternative against the criteria and objectives established.
Consider the pros, cons, risks, and implications of each option.
Decide on the Best Alternative
Choose the alternative that best meets the objectives and criteria.
This decision should balance short-term and long-term considerations.
Implement the Decision
Develop an action plan to execute the chosen alternative.
Allocate resources, assign responsibilities, and set timelines.
Monitor and Adjust
Evaluate the outcomes of the decision to ensure it achieves the intended results.
Be prepared to make adjustments or revisions if necessary.
Group cohesiveness, group norm, primary group & secondary group, formal and informal group; groupthink; polarisation in group;
factor affecting group decision making
Group Composition: Diverse skills and perspectives enhance decision quality, while lack of diversity may lead to groupthink.
Communication: Open and clear communication fosters better understanding and collaboration.
Leadership Style: A facilitative leader encourages participation, improving decision-making.
Conflict Management: Constructive conflict leads to better ideas, while destructive conflict hinders progress.
Information Availability: Decisions improve when all members have access to accurate and sufficient information.
Time Constraints: Adequate time allows for thorough analysis, while rushed decisions can be flawed.
Group Dynamics: Trust and mutual respect among members support effective collaboration.
Qualities of good reporting
Good reporting, whether in journalism, business, or any other field, requires specific qualities to ensure effectiveness and credibility. Here are the key qualities:
Accuracy
Reports should be factually correct and free from errors.
Data, names, dates, and figures must be verified.
Clarity
Information should be presented in a clear, straightforward manner.
Avoid jargon, ambiguous terms, or overly complex language.
Objectivity
Reports should be unbiased, presenting facts without personal opinions or emotions.
Any analysis or interpretation must be well-supported by evidence.
Completeness
A good report covers all relevant aspects of the subject without leaving important details out.
It addresses the “who, what, when, where, why, and how” as applicable.
Conciseness
Reports should be concise and to the point, avoiding unnecessary details.
Include only information relevant to the purpose of the report.
Timeliness
Reports should be delivered promptly to remain relevant and actionable.
Delayed reporting can diminish its impact and utility.
Coherence and Organization
The information should be logically organized, with a clear structure and flow.
Use headings, subheadings, and sections to guide the reader.
Credibility
Based on reliable sources and evidence, lending trustworthiness to the report.
Proper citation of data and references is crucial.
Audience Awareness
Tailor the report to meet the needs and understanding level of the intended audience.
Consider the purpose and context of the report while writing.
Visual Presentation
Use visuals like charts, graphs, and tables to enhance understanding.
Ensure the report is well-formatted, with attention to layout and design.
Actionable Insights
Especially in business or research contexts, reports should provide recommendations or conclusions that guide decision-making.
Ethical Integrity
Reports should adhere to ethical standards, avoiding plagiarism, manipulation, or selective presentation of facts.
