Nature and Function of Communication

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Questions and Answers

How does actively seeking feedback in interpersonal communication primarily improve the exchange?

  • It accelerates the communication process, enabling quicker decision-making and reducing overall time spent in dialogue.
  • It ensures that the sender's message is always perceived as intended, eliminating any possibility of emotional interpretation.
  • It establishes a formal communication protocol, minimizing informal exchanges and promoting a more professional environment.
  • It provides an opportunity to clarify and correct misunderstandings, enhancing the accuracy of the communication. (correct)

What critical role does 'simplifying language' play in overcoming communication barriers?

  • It accelerates the pace of communication, allowing for more information to be conveyed in a shorter amount of time.
  • It minimizes the impact of cultural differences, as simple language is universally understood regardless of background.
  • It caters specifically to individuals with limited vocabulary, ensuring no one is excluded from the conversation.
  • It ensures the message is easily understood by all parties, enhancing clarity and reducing potential misinterpretations. (correct)

Why is emotional control considered vital to effective interpersonal communication?

  • It reduces the complexity of the message, focusing solely on critical information and eliminating superfluous details.
  • It ensures messages are delivered logically and rationally, minimizing subjective interpretations and biased responses.
  • It prevents personal feelings from influencing the objective transmission of facts, thus maintaining professional distance.
  • It allows individuals to respond thoughtfully rather than react impulsively, promoting understanding and preventing conflicts. (correct)

What mechanism underlies the use of 'selective perception' as a barrier to interpersonal communication?

<p>The receiver filters incoming messages based on personal biases, diminishing objective comprehension. (D)</p> Signup and view all the answers

How does 'information overload' most significantly act as a barrier to effective interpersonal communication?

<p>It overwhelms the receiver's processing capacity, leading to confusion and inaccurate interpretation of the message. (B)</p> Signup and view all the answers

In what scenario does 'filtering' present the most significant obstacle to workplace communication?

<p>When it is used to prevent lower-level employees from voicing concerns about management decisions, stifling upward communication. (B)</p> Signup and view all the answers

What distinguishes 'interpersonal communication' from other forms of communication?

<p>Its direct involvement of two or more individuals exchanging messages to achieve mutual understanding. (D)</p> Signup and view all the answers

How does the concept of 'noise' in the interpersonal communication model extend beyond literal auditory disturbances?

<p>It includes emotional states, cultural differences, and biases that distort the clarity of communicated messages. (B)</p> Signup and view all the answers

What impact does the sender's consideration of the receiver have on the interpersonal communication process?

<p>It helps tailor the message to the receiver's understanding and needs, improving clarity and effectiveness. (D)</p> Signup and view all the answers

In 'organizational communication', how does the direction of information flow affect operational efficiency?

<p>All of the above. (D)</p> Signup and view all the answers

How can 'town hall meetings' strategically improve organizational communication?

<p>By fostering a sense of community and transparent dialogue, addressing concerns and celebrating achievements collectively. (D)</p> Signup and view all the answers

What role does considering the sender contribute to the receiver's ability to decode messages effectively?

<p>It helps the receiver understand the sender's perspective and context, enhancing accurate interpretation. (B)</p> Signup and view all the answers

How does 'verbal intonation' affect the interpretation of spoken communication?

<p>It adds emotional context and emphasis to words, altering the perceived meaning beyond their literal definitions. (B)</p> Signup and view all the answers

What is the primary challenge posed by 'cultural barriers' in global organizational communication?

<p>The potential for misinterpretations due to differing semantics, connotations, and nonverbal cues across cultures. (D)</p> Signup and view all the answers

How do 'semantics' act as a significant cultural barrier in international business communications?

<p>They cause misunderstandings due to variations in word meaning, leading to misinterpretations and conflict. (A)</p> Signup and view all the answers

In organizational settings, how do 'communication networks' influence the distribution and reception of information?

<p>By creating specialized channels that dictate how information is disseminated, which impacts operational speed, accuracy, and employee satisfaction. (A)</p> Signup and view all the answers

Which method most effectively reduces the negative impact of the 'grapevine' in organizational communication?

<p>Encouraging open, honest communication from leadership to preempt misinformation and build trust among employees. (A)</p> Signup and view all the answers

When would 'proxemics' be most critical in enhancing communication during international negotiations?

<p>When observing interpersonal distances, as comfort levels vary widely and may affect perceived respect and openness. (D)</p> Signup and view all the answers

How does the 'all-channel' communication network benefit organizations compared to other network structures?

<p>By enabling all members to communicate freely, fostering collaboration, innovation, and overall member satisfaction. (C)</p> Signup and view all the answers

Which aspect of voice modulation significantly enhances communication during conflict resolution?

<p>Slowing the rate of speech to ensure each party has sufficient time to process information and respond calmly. (B)</p> Signup and view all the answers

What is the fundamental premise underlying the importance of 'active listening' in effective communication?

<p>It prioritizes empathy and engagement, aiming to fully understand the speaker’s perspective and underlying emotions. (A)</p> Signup and view all the answers

In the context of organizational communication, what strategy would best utilize 'upward communication' to improve workplace conditions?

<p>Establishing clear channels for feedback on management practices, enabling continuous improvement. (A)</p> Signup and view all the answers

How can the strategic use of 'silence' function as a barrier to communication in certain cultural contexts?

<p>It may signal disagreement or disrespect, obstructing mutual understanding and impeding progress. (D)</p> Signup and view all the answers

What is the critical role that Body language plays in non-verbal communication?

<p>It conveys emotions, intentions, and attitudes, enriching or altering the spoken message. (A)</p> Signup and view all the answers

Under what conditions would informal communication networks, such as the 'grapevine', most likely thrive within an organization?

<p>During times of significant organizational change or uncertainty, when official information is scarce or perceived as untrustworthy. (D)</p> Signup and view all the answers

Flashcards

Communication

The transfer and understanding of meaning.

Interpersonal Communication

Communication between two or more people.

Organizational Communication

All the patterns, networks, and systems of communication within an organization.

Selective Perception

The receiver selectively sees and hears based on their needs, motivations, and experience.

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Information Overload

When the information exceeds our processing capacity.

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Filtering and Lying

Deliberate manipulation of information to make it appear more favorable to the receiver; misrepresentation of information.

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Emotions

Disregarding rational and objective thinking and substituting emotional judgments when interpreting messages.

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Language Barrier

Words mean different things to different people.

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Silence as a Barrier

Different reasons for silence; its interpretation can be a barrier.

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Use Feedback

Reduce misunderstanding and inaccuracies.

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Simplify Language

Effective communication is achieved when a message is both received and understood.

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Active Listening

Listening for full meaning without making premature judgments or interpretations.

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Constrain Emotions

Calm down and get emotions under control before communicating.

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Formal Communication

Takes place within prescribed organizational work arrangements.

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Small-Group Communication

Chain, wheel, or all-channel networks that stem from the larger, formal communication network.

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Informal Communication

Not defined by the organization's structural hierarchy.

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Downward Communication

Communications that flow from managers to employees to inform, direct, coordinate, and evaluate employees.

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Town Hall Meeting

Informal public meetings whereby information can be relayed, issues can be discussed, or employees can gather to celebrate accomplishments.

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Upward Communication

Communication that flows upward from employees to managers.

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Lateral Communication

Takes place among employees on the same organizational level.

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Diagonal Communication

Cuts across both work areas and organizational levels.

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Communication Networks

The variety of patterns of vertical and horizontal flows of organizational communication.

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Grapevine

The informal organizational communication network.

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Nonverbal Communication

Communication transmitted without words.

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Cultural Barriers of Communication

Communication barriers due to differing cultural backgrounds

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Study Notes

  • Communication is week 6's topic

The Nature and Function of Communication

  • Communication is the transfer and understanding of meaning.
  • Interpersonal communication occurs between two or more people.
  • Organizational communication includes all patterns, networks, and systems of communication within an organization.

Overcoming Barriers for Effective Interpersonal Communication

  • Selective perception occurs when the receiver selectively sees and hears based on their needs, motivations, and experience.
  • Information overload occurs when information exceeds one's processing capacity.
  • Filtering and lying involves deliberate manipulation or misrepresentation of information to make it appear favorable to the receiver.
  • Emotions involve disregarding rational and objective thinking processes and substituting emotional judgments when interpreting messages.
  • Language differences can be a barrier.
  • Silence, and how it is interpreted, can be a barrier for different reasons.

How to Overcome Communication Barriers

  • Use feedback to reduce misunderstanding and inaccuracies.
  • Simplify language, so effective communication is achieved when a message is both received and understood.
  • Practice active listening by listening for full meaning without making premature judgments or interpretations.
  • Control emotions and get them under control before communicating.

Formal vs. Informal Communication

  • Formal communication happen within prescribed organizational work arrangements.
  • Small-group communication can use chain, wheel, or all-channel networks, stemming from the formal communication network.
  • Informal communication is not defined by an organization's structural hierarchy.

Types of Organizational Communication Flow

  • Downward communication flows from managers to employees to inform, direct, coordinate, and evaluate.
  • Town hall meetings are informal public meetings where information can be relayed, issues discussed, and accomplishments celebrated.
  • Upward communication flows from employees to managers.
  • Lateral communication happens among employees on the same organizational level.
  • Diagonal communication cuts across both work areas and organizational levels.

Organizational Communication Networks

  • Communication networks are patterns of vertical and horizontal flows of organizational communication.

Grapevine

  • Grapevine is the informal organizational communication network.
  • Grapevine provides a channel for issues not suitable for formal communication.
  • The impact of information passed along can be countered by open and honest communication with employees.

Nonverbal Communication

  • Nonverbal communication is communication transmitted without words.
  • Body language includes gestures, facial expressions, and other body movements that convey meaning.
  • Verbal intonation is an emphasis given to words or phrases that conveys meaning.
  • Proxemics is the study of physical space in interpersonal relationships.

Cultural Barriers

  • Semantics, word connotations, tone differences, and differences in tolerance for conflict and methods for resolving conflicts are sources.

Midterm Exam

  • The midterm exam will be handwritten/closed book/independent work.
  • Identify all key terms and prepare lists/notes and be prepared to explain in your own words.
  • The format for the exam is:
    • Section A: 25 multiple-choice questions (25 marks).
    • Section B: 5 out of 6 short answer questions (25 marks – 5 marks each).
    • The exam is 2 hours long.

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