Week 3 Flashcards
What is the definition of Organizational Communication?
The policies and Procedures used by a company to provide a flow of information from top to bottom and to provide equally effective procedure for permitting the flow of information.
Any communication system whether formal or informal must be?
a two way system.
Fredrick Winslow Taylor was?
The father of Scientific management Influence not force oriented
Henry Fayol was focused on?
Principles, Chain of command
Six major principals used for organizational effectiveness
Scalar Chain Unity of Command Exception Principle Span of control Specialization clarity of responsibilities
Scalar Chain
Chain of command. People should know who reports to them and to whom they report, authority should flow in a clear unbroken line, decisions should take place as close as possible to point of action
Principals for organizational effectiveness benefits to Unity of Command
No one should receive orders from more than one superior, violation leads to role conflict employee dissatisfaction and ineffective performance.
Exception Principle
Recurring decisions should be programmed, and delegated downward, only non-recurring issues should be referred to superiors.
Span of Control
The maximum number of subordinates that can be effectively supervised (5-7), Should be based on Complexity of jobs, quality-ability of people holding the job, ability of the manager
Specialization
Labor should be divided so that common activities are meaningfully clustered into one job or department
Clarity of Responsibilities
Policies and procedures: Responsibilities should be clearly written and understood by employees
Information Filtering
80% of information is filtered out by the time it gets to the bottom.
Organizational barrier
Mismanagement of agreement
Four Functions of Organizational communication
Control
Motivate
Information
Emotional Expression
Organizational Framework (4 Frames)
Structural Frame-Formality
Human Resource Frame-Fit people with organization
Political Frame-Power Brokering
Symbolic Frame-Culture
Structural Frame (3 points)
Emphasizes rationality, formal roles and relationships
Rules, roles, goals, policies, and technology are key concepts
Division of labor and coordination of individual activities are key frame processes
Fish Philosophy
Play
Make their day
Be there
Choose your Attitude
Benefits to the organization with the Fish Philosophy
Better Recruitment Improved retention better morale greater acceptance of change ability to deal with stress enhanced productivity greater integrity and trust
In what a speech looks like there are three parts, introduction body and conclusion. In the body the important parts are what?
The transitions
Effective communication must be?
Two way
Upward communication’s major problem is?
It often terminates with the supervisor
Benefits of Horizontal communication
It tends to be less formal
Usually takes place face-to-face
Contains fewer threats to status and ego
Less likely to create defensive attitudes and emotions
Rumors can be diminished by?
Providing the truth but it must come from someone who is trustworthy
How can you build trust in the organizational Culture?
Maintain Vigilance Value & Model Trustworthiness Reward Trustworthy behavior Encourage Communication & Feedback Remain loyal to the absent Condemn degrading communication
Benefits of Information Technology
Increased ability to monitor individual and group performance
better decision making based on more complete information
Provides a means for faster communication to large groups of people
More collaboration and sharing of information
Greater accessibility to coworkers
What are some electronic considerations
Right to Privacy Open Records sexual harassment no foundries bypasses the chain of command encourages the grapevine approach can give fuel to rumors
Neologisms are
Words that are created by adding the suffixes “ize and wise”
Benefits of Synergy
Taps into the collective Knowledge of the individuals in the organization
Provides open dialogue and buy-in
Helps create momentum
Psychosocial stress
Environmental demands that tax or exceed the adaptive capacity of an organism, resulting in physiological and psychological changes that may place the organism at risk for disease
Psychosocial stress may occur as a result of
Unresolved conflicts
Role Uncertainty
Inappropriate person-environment fit
Upward Communication includes what the person says about?
Himself, his performance, and his problems
others and their problems
Organizational practices and policies
What needs to be done and how it can be done
Major cause of rumors is?
A lack of information
What is the Grapevine?
An informal organizational communication network that is active in almost every organization
How does the grapevine work?
Provides a channel for issues not necessarily addressed by formal communication channels
Can be a barometer for organizational issues
Normally carries negative information
Can be used in a positive manner
Is more prevalent at lower-levels of the managerial hierarchy
The grapevine appears to be more influential in larger organizations
Benefits to Downward Communication
Job instructions-specific task directives
Job rationales to produce understanding
Organizational procedures and practices
Performance feedback to subordinates
Indoctrination of goals–a sense of mission
Tips for controlling agency image with the medial
The initial reaction is critical
Be accountable and accessible
Create a mechanism for receiving accurate information updates
Try to control the flow of information by keeping message simple focus on 2-3 main points repeat the message often
Plan briefings to match the news cycle
Scientific Management ignores?
The human aspect
Two major aspects of Organizational communication
Technological and informational. Both control information.
Both flow on the structure and culture
Negatives to electronic communication
Bypass chain of command
symbolism includes
Culture
Ways to improve Upward communication
Suggestion systems grievance procedures employee committees employee surveys exit interviews employee focus groups
Organization communication functions Overview, what do they provide
Control, Motivation, Emotional Expression, Information
Millennial are not interested in?
The job or the organization they are looking for a mentor.
Five keys to bridging relationships and building leadership
Awareness, Commitment, Participation, Support, Accountability
P4T2
People, Policies, Practices, Perception, Training, and Traditions
Prejudice + Power put into action =
“Ism”
Three different types of power
Positional Personal Institutional
Prejudice becomes harmful when?
Put into action
Gentrification
The process of renewal and rebuilding accompanying the influx of middle-class or affluent people into deteriorating areas that often displaces poorer residents
Definition of Prejudice
A set of attitudes, opinions, and feelings formed without adequate prior knowledge, thought, or reason; prejudgment
Definition of Racism
An attitude, action, or practice backed by institutional “power” which “puts down” an individual or group of people because of their race or the color of their skin.
Selective perception is
We often normalize things s they fit with previous expectations
Ethnocentrism
The belief that the behavior of others can be interpreted according to the rules and values of one’s own culture. Believing our way is the only way of thinking and/or doing
Confirmation Bias definition
Resisting new information bout other and trying to fit new information into old categories.
Perceptual Sets:
We often see what we expect to see. Things are not always what they seem to be
Closure:
We often are restricted by our own self limiting boxes
Knowing that your actions convey many potential messages is important, especially when?
Engaging in intercultural communication
Diversity has many dimensions. What are two of them?
Stable and unchanging
unstable and changing
Cultural Awareness
Cultural awareness is the recognition that culture affects perception and that culture influences values attitudes and behavior
Integration is what?
Individual or group retains its original cultural identity but also seeks harmonious relationships with other cultures
Assimilation is what?
Individual or group takes on new culture’s beliefs values and norms
Separation is what
If forced by the more economically and politically powerful = segregation; If chosen by non-dominant group = seclusion
Marginalization is what
Individuals or groups neither retain their cultural heritage nor seek positive contacts with other groups
Key points about culture
Culture is learned not inherited
Culture comes from one’s social environment; while it is not in the genes, it can be passed down from one generation to the next
Culture rules are usually informally agreed upon but they have an amazing ability to determine what one thinks and how one behaves
Culture is determined by where we live who we interact with and what we are exposed to. these influences determine one’s etiquette personal styles and values.
Culture “colors” our interpretation of the behavior of others.
EVERYTHING about one’s culture is learned?
R.E.A.C.H. Back stands for?
Respect, Educate, Assess, Caution, Honor
Values & Cultural Group Norms #1 Relation with people is
The preferred way of relating to others-Acquired, loosely, formally, etc.
Values & Culture Group Norms #3 Communication Style is?
The preferred way of expressing oneself verbally and non-verbally and in activity and behavior
Values & Culture Group Norms #4 Relation to Authority is?
Preferred way of communicating and interacting with leaders and people in perceived positions of leadership and/or power.
Values & Culture Group Norms #5 Approach Activity is?
The preferred way of doing or not doing things
Values & Culture Group Norms #6 Perception of self & the individual is
The preferred way of acknowledging one’s self-worth or one’s importance and values
What are stereotypes?
Preconditioned ways of thinking which support group superiority-inferiority views.
By negating people’s individuality and their values, stereotypes often have a destructive and negative impact. In most situations they?
Minimize the talents, potential and accomplishments of others
Inhibit the development of authentic relationships among diverse people
Ignore or discount the full range of an individual’s behavior
If stereotyping is left unchecked in can play a major role in?
Lowering creativity, productivity and employee morale of a team. It can often become a negative predictor of behavior
A model for addressing Intercultural Conflict is S.T.A.N.D. which stands for?
State the situation you want to discuss (objectively)
Talk about your reactions to the situations
Acknowledge the other person’s point of view.
Negotiate with the other person
Discuss the possible options behavior or changes
Values & Culture Group Norms #2 is time orientation. There are two groups. What are they?
Linear and Relational
