Communication Skills and Professional Ethics PDF

0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills Interpersonal Communication Definitions Communication - a process by which information is exchanged between individual...

0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills Interpersonal Communication Definitions Communication - a process by which information is exchanged between individuals through a common system of symbols, signs, or behavior. OR: The abilities used to send and receive different kinds of information, share ideas and feelings effectively Interpersonal Communication - communication between two or more people in an organization Intrapersonal Communication - communication with one's self. Ex. brain to hand Elements of interpersonal communications 1. Communicator - the person originating the message 2. Receiver - the person receiving a message 3. Perceptual Screen - a window through which we interact with people that influences the quality, accuracy, and clarity of the communication include age, gender, values, beliefs, culture, experiences, needs 4. Message - the thoughts and feelings that the communicator is attempting to elicit in the receiver 5. Feedback Loop - the pathway that completes two-way communication 1|Page  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills Properties of message 1. Language - the words, their pronunciation, and the methods of combining them used & understood by a group of people 2. Data – un-interpreted and unanalyzed facts Information - data that have been interpreted, analyzed, & and have meaning to some user 3. Richness - the ability of a medium or channel) such as face to face, email, text message, etc. )to elicit or evoke meaning in the receiver Importance of communication skills - It is very important to make good relationships with other people. - With the help of good communication skills, you can convey your thoughts more properly. - If you have good communication skills, then it will help you in interviews. - It also helps you to boost your confidence. - You can grab new opportunities if you have good communication skills. Communication Skills for Any Job 1- Written And Oral Communication: Oral communication speak clearly, concisely ‫بإيجاز‬, and without misinterpretation.‫تفسير خاطيء‬ 2. Presentation skills to present your ideas and intentions in the workplace, present yourself in a job interview. 3- Active listening: close attention to the speaker to understand the subject and asking clarifying questions. 4- Nonverbal Communication: body language, posture, gestures, eye contact patterns, and facial expressions, among others. 5-Feedback 6. Respect, active listening when others speak and knowing when to initiate conversation or respond. 7. Confidence: first impression during your job interview. Some ways to appear more confident include: 2|Page  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills ◦ Maintaining eye contact during the job interview ◦ Sitting up straight with open shoulders ◦ Speaking in a friendly - but firm - tone of voice and clear ◦ Preparing in advance so you don’t stumble on your words Why Effective Communication? Effective communication helps us better understand a person or situation and enables us to resolve differences and build trust and respect. 1) The ability to effectively communicate with others is one of the most important tools for professional and personal success. 2) Effective communication can help you influence others. 3) Your capacity to communicate is often seen as an indicator of your ability and intelligence. The Communication Process The main barriers in communication or challenges to effective communication 3|Page  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills Communication barriers can include anything that prevents or disables communicators to deliver the right message to the right person at the right time, or a receiver to get the right message at the right time. (1) Noise (interruptions, physical distractions) (2) Physical (geographical considerations, time and space) (3) Mental attitude (perceptions‫ التصورات‬, stereotyping‫ النمطيه‬, prejudice‫ التحيز‬, personal beliefs, status, relationship between communicators, culture, emotionality), Physiological Barriers‫الحاجزالنفسي‬ (4) Lack of trust or confidence (5) Poor feedback (6) Poor listening skills (listening is often much more important than speaking) (7) Selection of inappropriate medium or language used (8) Body language (non-verbal communication) (9) Close-minded the pie chart of communication developed by Albert Mehrabian shows us the importance of the nonverbal communication when expressing our feelings. 4|Page  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills How to eliminate Communication Barriers * 1. Make Your Ideas Clear Before Communicating * 2. Ensure if Time and Place is good to communicate with others * 3. Use clear Language that Listener Can Understand * 4. Make your Message to the Point and Short and one thing at a time * 5. Check if the listener has Understood Your Message * 6. Take Care of Your Body Language, Tone and Content of the Message * 7. Listen Before you Speak Again * 8. Do Not Interrupt When Someone Else is Speaking Types of Communication Types of Communication base on style and purpose 5|Page  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills (A) Formal communication is also known as official communication Documented, time-consuming, slow, information provided through official channels. Ex. business letters, reports, orders, etc. (B) Informal communication: ex. rapid face-to-face Communication, telephonic conversations, not documented, rapid time not official. Types of Communication based on communication channel (C) Verbal communication: the use of words to send and receive message Speaking and writing (D) Nonverbal communication: send and receiving messages without using words such as facial expressions, body language, eye contact, and gestures. We use both verbal and nonverbal communication for the message you send and receive. Kinds of Communication * Vertical Communication: on various organizational levels. the message is passed from juniors to team members to the manager. CC * Horizontal Communication: This kind of communication takes place among the peers of the same or different departments. * Diagonal Communication: communication between different levels. Ex. a sales manager with vice precedent. * Upward Communication: the information is transmitted from lower to a higher level. * Downward Communication: the information is transferred from higher to the lower level.  Verbal communications 6|Page  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills (1) Intrapersonal communication: when a person talks to them selves (2) Interpersonal communication: communication between two or more people in an organization (3) Small group communication between three or more people (4) Public communication: one speaker conveys information to a large group of people. What are Verbal Communication Skills Examples of effective verbal communication skills include: - Active listening - Asking for clarification - Asking open-ended questions to gain insights - Recognizing and responding to nonverbal cues - Speaking clearly and concisely - Using humor to engage audiences - Visual Communication: is the type of communication skill in which we share our thoughts or express our feelings with visual elements. (Videos, Gif, animations are some other good examples) Verbal and written communications 7|Page  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills the pie chart of communication developed by Albert Mehrabian shows us the importance of the nonverbal communication when expressing our feelings. Communication skills = 7% words + 83% (tone +tuning) + 55% body language. HW What is tone? What is tuning? 8|Page  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills Give 4 examples for each of them and find to which kind of communication skills are belonged. Reflective Listening Reflective Listening - the skill of listening carefully to another person and repeating back to the speaker the heard message to correct any inaccuracies or misunderstandings This complex process needs to be divided to What I heard you say be understood was we will understand the process better if we break it into steps Reflective listening - Emphasizes receiver’s role - Helps the receiver & communicator clearly & fully understand the message sent - Useful in problem solving Reflective listening emphasizes - the personal elements of the communication process - the feelings communicated in the message - responding to the communicator, not leading the communicator - the role or receiver or audience - understanding people by reducing perceptual distortions and interpersonal barriers 9|Page  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills Reflective Listening: 4 Levels of Verbal Response One-way vs. Two-way Communications One-Way Communication - a person Two-Way Communication - the sends a message to another person and communicator & receiver interact no questions, feedback, or interaction Good for problem solving follow Good for giving simple directions Fast but often less accurate than 2-way communication Five Keys to Effective Supervisory Communication - Expressive speaking - Empathetic listening - Persuasive leadership - Sensitivity to feelings - Informative management 10 | P a g e  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills Nonverbal Communication Nonverbal Communication - all elements of communication that do not involve words Four basic types ◦ Proxemics - an individual’s perception & use of space ◦ Kinesics - study of body movements, including posture ◦ Facial & Eye Behavior - movements that add cues for the receiver ◦ Paralanguage - variations in speech, such as pitch, loudness, tempo, tone, duration, laughing, & crying 11 | P a g e  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills Types of Nonverbal Communication 1. Facial expressions: are responsible for a huge proportion of nonverbal communication and it is related to expression of our emotions. 2. Gestures: (meaning without words) Common gestures include waving, pointing, and indicating numerical amounts using fingers 3. Paralinguistic: vocalization that is distinct from the language itself includes factors such as tone of voice, loudness, inflection, and pitch. 4. Body Language and posture: Body language can be seen as hand gestures or nodding or shaking of the head or the way you are sitting, how your hands are positions. Etc. 12 | P a g e 0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills 5. Eye contact or eye gaze: The degree of confidence in one’s speech, discussion or interview session is often measured by the kind of eye contact they have. 6. Closeness or Proxemics 7. Physiological Changes 8. Appearance 13 | P a g e  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills HW Give 6 examples with clarifying image about different Facial Expressions and meaning of each one.. Give 5 examples with clarifying image about different Eye behaviors and the meaning of each one.  Defensive Communication Defensive Communication - communication that can be aggressive, attacking & angry, or passive & withdrawing Leads to ◦ injured feelings ◦ communication breakdowns ◦ alienation ◦ retaliatory behaviors ◦ nonproductive efforts ◦ problem solving failures Non-defensive Communication Non-defensive Communication - communication that is assertive, direct, & powerful Provides: ◦ basis for defense when attacked 14 | P a g e  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills ◦ restores order, balance, and effectiveness Two Defensiveness Patterns - Subordinate (dependant) Defensiveness - characterized by passive, submissive, withdrawing behavior - Dominant Defensiveness - characterized by active, aggressive, attacking behavior Non-defensive Communication: A Powerful Tool - Speaker seen as centered, assertive, controlled, informative, realistic, and honest - Speaker exhibits self-control & self-possession - Listener feels accepted rather than rejected - Catherine Crier’s rules to non-defensive communication 1. Define the situation 2. Clarify the person’s position 3. Acknowledge the person’s feelings 4. Bring the focus back to the facts Proxemics: Territorial Space Territorial Space - bands of space extending outward from the body; territorial space differs from culture to culture 15 | P a g e  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills a = intimate 12’ Proxemics: Seating Dynamics Seating Dynamics - seating people in certain positions according to the person’s purpose in communication Examples of Decoding Nonverbal Cues 16 | P a g e  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills Managing Stress 1) When is stress in the workplace good? 2) When not good? 3) How do you deal with stress? 4) How does stress affect your communication? Tips to Manage Stress in the Moment 1. Recognize when you’re stressed 2. Identify your stress response 3. Bring your senses to the rescue 4. Find sensory inspiration 5. Make quick stress relief a habit 6. Practice wherever you are Stress Tolerance Exercise Do more of the “good things” Relax Respond to today 17 | P a g e  0114150: Communication Skills and Professional Ethics Software Engineering Department Part 1: Communication Skills How Do New Technologies Affect Behavior? - Communication can become more impersonal—interaction with a machine - Interpersonal skills may diminish—less tact, less graciousness - Non-verbal cues lacking - Alters social context - Easy to become overwhelmed with information 18 | P a g e