Formal vs. Informal Communication

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Questions and Answers

What is one potential disadvantage of informal communication?

  • It encourages collaboration across departments
  • It improves employee morale significantly
  • It can lead to rapid rumor spread (correct)
  • It creates a sense of belonging among employees

Which statement best describes the role of grapevines in an organization?

  • They are solely responsible for formal communication.
  • They only serve to demotivate employees.
  • They limit the flow of information among departments.
  • They often contradict information shared through formal channels. (correct)

How can informal communication best be utilized in an organization?

  • To provide praise, feedback, and boost morale (correct)
  • To disseminate business updates and formal invitations
  • To replace all formal communication channels
  • To ensure strict control of information flow

What impact can non-verbal communication have in a conversational context?

<p>It can introduce ambiguity in understanding. (C)</p> Signup and view all the answers

Which of the following is a key advantage of informal communication?

<p>It encourages the free exchange of ideas. (C)</p> Signup and view all the answers

What is one of the key functions of eye contact in public communication?

<p>Regulating the flow of communication (D)</p> Signup and view all the answers

What does the negative feedback of poor eye contact from an audience typically lead to in a speaker?

<p>Loss of fluency and poor presentation performance (D)</p> Signup and view all the answers

Which of the following statements about nonverbal communication is accurate?

<p>Some nonverbal cues hold more importance than others. (D)</p> Signup and view all the answers

How can cultural norms influence nonverbal communication?

<p>They shape how different situations are perceived. (D)</p> Signup and view all the answers

According to the content, what should individuals always remember when engaging in nonverbal communication?

<p>The context of nonverbal communication is relevant. (A)</p> Signup and view all the answers

What distinguishes formal communication from informal communication within an organization?

<p>Formal communication uses official channels. (B)</p> Signup and view all the answers

Which of the following is a potential challenge of formal communication?

<p>It can lead to information overload. (D)</p> Signup and view all the answers

What is a primary goal of informal communication in a business setting?

<p>To preserve and establish relationships. (A)</p> Signup and view all the answers

Which aspect of the communications process involves translating a message into a format for transmission?

<p>Encoding (D)</p> Signup and view all the answers

Which of the following examples best illustrates formal communication?

<p>An email from a manager to employees. (A)</p> Signup and view all the answers

How can formal communication negatively impact employees?

<p>By creating an environment of uncertainty. (C)</p> Signup and view all the answers

Which communication method is considered informal?

<p>Casual chats in the break room. (B)</p> Signup and view all the answers

What role does 'noise' play in the communication process?

<p>To distract from or distort the message. (D)</p> Signup and view all the answers

What role does context play in nonverbal communication?

<p>It determines the meaning of nonverbal cues. (C)</p> Signup and view all the answers

Which of the following is NOT a function of nonverbal communication?

<p>Inhibiting (A)</p> Signup and view all the answers

How does nonverbal communication affect social status and power?

<p>It influences perceptions of authority. (D)</p> Signup and view all the answers

Which form of nonverbal communication involves the study of body's position and movement?

<p>Kinesics (D)</p> Signup and view all the answers

What is the significance of 'social costuming' in nonverbal communication?

<p>It influences how individuals are perceived based on their appearance. (D)</p> Signup and view all the answers

What does the study of 'proxemics' deal with in nonverbal communication?

<p>Distance and personal space in interactions. (D)</p> Signup and view all the answers

Which of the following is an example of 'haptics'?

<p>A firm handshake. (C)</p> Signup and view all the answers

What does 'chronemics' in nonverbal communication refer to?

<p>The perception and structure of time in communication. (B)</p> Signup and view all the answers

Flashcards

Informal Communication

Communication that happens outside of official channels, like emails or meetings. It can be through conversations, gossip, or even just body language.

Challenges of Informal Communication

Informal communication can be fast and easy, but it's hard to track and can spread rumors quickly.

Benefits of Informal Communication

Informal communication can help people feel like they belong and can build a sense of community in the workplace.

Grapevine Communication

A network of informal communication within an organization, often seen as gossip or rumors.

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Nonverbal Communication

A combination of verbal and nonverbal cues, like facial expressions, body language, and tone of voice, that can communicate more than just words.

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The Communication Process

The process of communication involves a sender encoding a message, transmitting it through a medium, the message being decoded by the receiver, and the receiver providing feedback. Noise can interfere with the process.

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External Communication

Communication directed outside the organization, such as advertising, press releases, or public announcements.

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Formal Communication Challenge: Slow Decision-Making

Formal communication can slow down decision-making due to its structure and formality.

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Formal Communication Challenge: Information Overload or Drought

Formal communication can lead to confusion if information overload or information drought occurs.

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Kinesics

The study of how people use their bodies to communicate, including gestures, facial expressions, and posture.

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Proxemics

The study of how people use personal space and territory in communication.

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Complementary nonverbal communication

Nonverbal communication that reinforces or complements verbal communication.

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Regulatory nonverbal communication

Nonverbal communication that regulates or modifies verbal communication.

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Substituting nonverbal communication

Nonverbal communication that replaces verbal communication.

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Accenting nonverbal communication

Nonverbal communication that emphasizes or highlights verbal communication.

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Chronemics

The study of how people use time in communication, including punctuality, pace, and duration of interactions.

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Emotional Intelligence

The ability to understand and manage your own emotions and the emotions of others.

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Time as a Nonverbal Cue

The amount of time spent on a topic or activity can signal the importance or urgency of the message.

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Eye Contact in Communication

Eye contact, especially in public communication, conveys engagement and connection. Lack of eye contact can hinder the delivery and reception of the message.

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Ambiguity of Nonverbal Communication

Nonverbal cues like body language, posture, and facial expressions can be complex and can sometimes contradict spoken words, making it difficult to interpret the true message being conveyed.

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Importance of Nonverbal Cues

Nonverbal cues can be more powerful than words. For example, a confident posture can carry more weight than a spoken statement.

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Cultural Influence on Nonverbal Communication

Understanding cultural differences is crucial for interpreting and responding to nonverbal cues. What might be considered polite in one culture could be offensive in another.

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Study Notes

Formal vs. Informal Communication

  • Formal communication is official, stemming from the authority, accountability, and responsibility of the involved professional.
  • It uses official channels.
  • Examples include scheduled meetings, company reports, letters on company letterhead, emails from official accounts, legal notices, performance reviews, and induction meetings.
  • Formal communication can slow down decision-making, cause confusion (information overload or drought), and alienate employees.

Informal Communication

  • Informal communication is more relational than formal.
  • It is not backed by pre-determined channels and can happen anywhere within an organization.
  • The primary goal is to preserve and establish relationships with colleagues, superiors, and subordinates.
  • It moves quickly but lacks a formal paper trail.

Advantages of Informal Communication

  • Encourages free exchange of ideas.
  • Creates a sense of belonging, boosting employee morale.
  • Bridges gaps among departments.
  • Fosters a friendly environment.

Communication Styles

  • Formal Communication:

    • More structured.
    • More formal tone.
    • Uses standard language.
    • Emphasizes correct grammar and spelling.
    • Used mainly with non-peers and unfamiliar people.
    • Used in business, career, or educational settings.

  • Informal Communication:

    • Less structured.
    • More relaxed tone.
    • Uses casual language.
    • Places less emphasis on grammar and spelling.
    • Used mainly with peers and familiar people.
    • Used in personal situations.

Informal Communication Challenges

  • Difficult to control.
  • Can contradict formal communications.
  • Rumors spread quickly.

Grapevine

  • Grapevines are faster than formal communication networks and can easily bypass individuals without restraint.
  • They can carry useful information quickly.
  • They may supplement information disseminated through formal channels.

Balancing Formal and Informal Communication

  • Be intentional about how information is shared.
  • Establish policies for what should be shared formally (e.g., meeting invitations, business updates).
  • Use informal communication for praise, feedback, redirection, and boosting morale.

Internal and External Communication

  • Internal communication: Messaging between parties within an organization.
  • External communication: Messaging that leaves the organization. Different types of internal and external communication include planned communication, casual communication, with different examples for each.

Types of College Communication

  • Sending emails
  • Leaving voicemails
  • Meeting with educational professionals
  • Asking questions (in/out of class)
  • Writing papers/assignments
  • Giving presentations
  • Attending tutoring/study groups/review sessions
  • Participating in class discussions
  • Working on group projects
  • Applying and interviewing for jobs/internships
  • Interacting with people outside the university for independent living tasks (e.g., appointments).

Nonverbal Communication

  • Involves cues apart from spoken words.
  • Includes body movements, facial expressions, vocal nuances, clothing choices, and object movements.
  • Is critically important at work and in business because perception equals reality
  • Is influenced by and influences attitudes.
  • Can be ambiguous, and often believed over verbal messages when contradictory.

Nonverbal Codes

  • (Verbal, Prosodic, Paralinguistic, Kinesic, Standing features)

Functions of Nonverbal Communication

  • Complementary: Supports the verbal message.
  • Regulatory/Modify: Controls/influences the flow of the conversation.
  • Substituting: Replaces the verbal message.
  • Accentuating: Highlights or emphasizes the verbal message.

Key Aspects of Nonverbal Communication

  • Self-awareness: Understanding one's own nonverbal cues.
  • Emotional intelligence: Understanding and responding to the nonverbal cues of others.

Nonverbal Communication In Different Contexts

  • Context is relevant to understanding nonverbal cues.
  • Individuals react differently in different situations.
  • Cultural norms impact reactions to nonverbal cues.

Components of Nonverbal Communication

  • Body Language: (Eye contact, posture/stance, gestures, facial expression, social costuming/appearance, touch/haptics)
  • Chronemics: Role of time in communication, (time perception, structuring conversation by time)
  • Functions of Eye Contact: Regulates the flow of communication, monitors feedback, expresses emotions, communicates interpersonal nature of relationship.
  • Effects of Nonverbal Communication: Difficult to read/interpret, often contradictory, some cues more important, we're not as skilled as we think.

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CM4203 Communications PDF

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