Promoting Effective Communication in Organizations

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Questions and Answers

What is the primary goal of effective communication in an organization?

  • To minimize employee interaction
  • To establish a hierarchy
  • To promote individual achievements
  • To reach a common understanding (correct)

Which of the following is NOT one of the goals that good communication helps an organization achieve?

  • Efficiency
  • Innovation
  • Customer discontent (correct)
  • Quality

What are the two main phases of the communication process?

  • Transmission and reflection
  • Encoding and decoding
  • Transmission and feedback (correct)
  • Sharing and understanding

How does perception influence communication?

<p>It affects the interpretation of messages (C)</p> Signup and view all the answers

What can happen if managers are ineffective communicators?

<p>The organization may lose its competitive advantage (A)</p> Signup and view all the answers

Which of the following describes a consequence of poor communication?

<p>Tragic loss of life (B)</p> Signup and view all the answers

What is the role of managers regarding communication in organizations?

<p>To enhance the communication skills of their employees (B)</p> Signup and view all the answers

In the context of communication, what is meant by the feedback phase?

<p>Achieving a mutual understanding of the message (B)</p> Signup and view all the answers

What was the impact of improved communication during doctor shift changes as found by Harvard University researchers?

<p>Reduced adverse events in patients by 30% (A)</p> Signup and view all the answers

Which communication medium is considered highest in information richness?

<p>Face-to-face communication (C)</p> Signup and view all the answers

What is a significant advantage of face-to-face communication over other forms?

<p>It allows for the interpretation of nonverbal signals. (C)</p> Signup and view all the answers

How does spoken communication transmitted electronically compare to face-to-face communication?

<p>It is lower in information richness but still effective. (D)</p> Signup and view all the answers

What is a benefit of personally addressed written communication?

<p>It demands attention from receivers. (B)</p> Signup and view all the answers

What aspect is NOT conveyed during telephone conversations?

<p>Facial expressions (C)</p> Signup and view all the answers

Which statement is false regarding the effectiveness of communication methods?

<p>All communication methods offer equal interaction. (D)</p> Signup and view all the answers

Which of the following statements best summarizes the importance of effective communication for managers?

<p>Choosing the right communication medium is crucial for conveying messages. (D)</p> Signup and view all the answers

What is a significant advantage of personally addressed written communications?

<p>They are likely to be read and understood by the recipient. (C)</p> Signup and view all the answers

Which type of written communication is best for reaching a large audience?

<p>Impersonal written communication (C)</p> Signup and view all the answers

What role does technology play in managerial communication?

<p>It enhances the ability to access information and communicate. (D)</p> Signup and view all the answers

How do intranets benefit employees within an organization?

<p>By facilitating the sharing of various internal information. (B)</p> Signup and view all the answers

What is a limitation of personally addressed written communication compared to spoken communication?

<p>The sender's tone of voice is not included. (A)</p> Signup and view all the answers

Which of the following is NOT an example of information that can be shared via intranets?

<p>Social media updates (D)</p> Signup and view all the answers

What characteristic defines the Internet as a communication tool?

<p>It is a global system of interconnected computer networks. (B)</p> Signup and view all the answers

What is the primary focus of communication in a managerial context, despite technological advancements?

<p>Human interaction and understanding. (D)</p> Signup and view all the answers

What is the primary function of collaboration software?

<p>To facilitate collaborative interactions and provide a shared online workspace (D)</p> Signup and view all the answers

What barrier can affect effective communication within organizations?

<p>Using an inappropriate medium for messages (A)</p> Signup and view all the answers

Which of the following is NOT a skill that managers should develop to be effective senders of messages?

<p>Using technical jargon to impress the receiver (A)</p> Signup and view all the answers

What is a key characteristic of effective communication that managers should exhibit as receivers?

<p>Be empathetic and actively listen to messages (C)</p> Signup and view all the answers

One of the functions of a firewall in intranets is to:

<p>Prevent unauthorized access from hackers or competitors (A)</p> Signup and view all the answers

Which of the following factors can lead to distorted information in communication?

<p>Lack of clarity and incompleteness in messages (C)</p> Signup and view all the answers

Which communication skill is emphasized for managers as senders to prevent misunderstandings?

<p>Encoding messages in symbols that the receiver understands (D)</p> Signup and view all the answers

What is an essential attribute of teamwork facilitated by collaboration software?

<p>Creation of a centralized location for data sharing and communication (D)</p> Signup and view all the answers

Flashcards

Communication definition

Sharing information between people or groups to achieve a shared understanding.

Importance of good communication

Essential for efficiency, quality, customer responsiveness, and innovation in an organization.

Communication Process - Transmission

The sharing of information between individuals or groups.

Communication Process - Feedback

Ensuring a common understanding is achieved.

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Perception and Communication

How people see, organize, and interpret information a3ects communication.

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Ineffective communication danger

Causes reduced organizational performance and loss of competitive advantage.

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Managerial communication responsibility

Managers are responsible for effective communication within their teams.

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Importance of employee communication skills

E3ective internal and external communication boosts organizational performance.

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Information Richness

The amount of detail and nuance conveyed in a communication method.

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Face-to-Face Communication

Highest in information richness, using verbal and nonverbal cues (body language, expressions).

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Spoken Communication (Electronic)

Second highest in information richness, using phone or internet; tone and emphasis matter.

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Personally Addressed Written Communication

Lower in information richness than verbal communication; relies on words.

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Communication Medium

The way a message is transmitted (e.g. face to face, email).

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Medical Error Reduction

Improving communication can decrease medical errors by approximately 25% (according to a study).

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Adverse Event Reduction

Changing doctor communication during shifts can reduce patient risks by 30%.

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Effective Communication (Managers)

Selecting the correct communication channel (medium) for each message is crucial for managers.

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Impersonal written communication

Written communication meant for many receivers, lower in richness, but suitable for mass dissemination of information.

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Internet

A global computer network connecting organizations and individuals worldwide.

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Intranet

A company's internal network using internet technology, for sharing information and resources among employees.

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Technology and Communication

Advances in technology have improved communication efficiency and access to information for making better decisions.

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Communication is human

Despite technology advancements, communication remains fundamentally a human interaction.

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Advantages of personally addressed written communication

Higher chance of being read and understood by the receiver than other forms; sender can use a tailored method of written approach.

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Intranet Security

Intranets use firewalls and passwords to protect against unauthorized access from hackers or competitors.

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Collaboration Software

Software that facilitates teamwork by providing an online workspace for sharing documents, calendars, and communication.

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Effective Communication (Senders)

Managers must send clear, complete messages using appropriate channels, and allow for feedback to ensure proper understanding.

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Message Clarity

Messages should be easy to understand and complete.

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Appropriate Communication Medium

Choose a communication channel suitable for the message's content and the receiver's habits.

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Feedback Mechanisms

Ensure a way for the receiver to respond and provide feedback.

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Receiver Communication Skills

Effective receivers pay attention, listen actively, and understand the message's intent.

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Empathy in Communication

Consider the receiver's perspective and feelings when crafting and receiving messages.

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Study Notes

Promoting Effective Communication

  • Communication is the sharing of information between two or more individuals or groups to achieve a common understanding.
  • Effective communication is crucial for organizational success, enabling increased efficiency, quality, responsiveness to customers, and innovation.
  • Managers can enhance efficiency by improving production processes through new technologies and worker training.
  • The communication process involves two phases:
    • Transmission: sharing information between individuals or groups.
    • Feedback: ensuring a common understanding is achieved.
  • Perception is a critical element in communication, influencing both transmission and feedback. Perception is the process of selecting, organizing, and interpreting sensory input to create meaning.
  • Ineffective communication negatively impacts organizational performance and can lead to serious consequences, including safety risks. For example, improved communication between healthcare professionals during shift changes can reduce adverse events by 30% and medical errors by almost 25%.
  • Managers must select appropriate communication methods based on the information richness required.
  • Face-to-face communication is the richest medium, allowing for verbal and nonverbal cues, while impersonal written communication is the least rich but suitable for broad dissemination.
  • Important communication skills for managers include:
    • Sending: clear, complete, and appropriate messages, encoding messages for receiver understanding, selecting suitable communication channels, avoiding distortion, and ensuring feedback mechanisms.
    • Receiving: actively listening, paying attention, and demonstrating empathy.

Communication Media

  • Face-to-face communication is the most information-rich medium, allowing for nonverbal cues and immediate feedback.
  • Spoken communication transmitted electronically (e.g., phone, online) is next in richness, enabling tone of voice and feedback.
  • Personally addressed written communication (e.g., letters, memos) is less rich but emphasizes attention to the intended receivers.
  • Impersonal written communication (e.g., announcements) has the lowest richness but can reach many recipients.

Technology and Communication

  • Technology (internet, intranets, collaboration software) facilitates communication and information access for increased efficiency, but human interaction remains crucial.
  • Intranets are internal company networks for sharing company information.
  • Collaboration software provides online workspaces for team communication and document sharing.

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