MSYS 60 Communication Notes PDF

Communication MSYS 60 MIS Games and Strategies GD Processing Objective: To teach students the concepts of Communication and documentation Mechanics: Have each group arrange themselves by column Person at the back will pick be given a word or phrase by the lead group That person must...

Communication MSYS 60 MIS Games and Strategies GD Processing Objective: To teach students the concepts of Communication and documentation Mechanics: Have each group arrange themselves by column Person at the back will pick be given a word or phrase by the lead group That person must act out / whisper it to the next person in line, until it reaches the front of the line Person in front will write the phrase down. You will check how close it is to the original phrase. Then Person in front is moved to the back(or vice-versa), until all have had a turn GD Processing (cont.) During the activity: ○ Question 1: For the winning team, what did you do that helped control how a message was passed? ○ Question 2: For all teams, what was the biggest challenge you encountered? ○ Question 3: How does this relate to Communication? Communication - Types of communication - Levels of communication Communication in projects Communication is defined as: “The possible means by which the information can be sent or received, either through communication activities, such as meetings and presentations, or artifacts, such as emails, social media, project reports, or project documentation.” Levels of Communication - Intrapersonal - Interpersonal - Group - Organizational Intrapersonal - Communication with oneself - Nothing is sent or received - I.e. reminding yourself of deadlines, Interpersonal - Communication between 2 people - Can be to accomplish a task, and or to feel better about themselves - I.e. teammates talking to each other Group - Communication between more than 2 people - Goal of achieving greater output than if working alone. - I.e. Org meeting, a class etc. Organizational - Groups combined to take on larger tasks - Goal of achieving greater output than if working alone. - I.e. Org meeting, a class etc. Non-verbal Communication Nonverbal communication - Metacommunication Metacommunication ❏ When you give a message , but is accompanied by another hidden message not expressed in words Nonverbal communication - Kinesic Messages ❏ Getting additional meanings from what is heard, seen or said Visual Kinesic Communication Vocal Kinesic Communication ❏ Gestures ❏ Intonation ❏ Winks ❏ Projection ❏ Frowns ❏ Sound of voice ❏ Grooming ❏ Body movements Non verbal communication samples Eyes Non verbal communication samples Face Non verbal communication samples Duchenne smile Understanding Non-verbal communications 1. Non-verbal communications cannot be avoided - all actions have meaning to them 2. They can have different meanings - a wink for one person may mean something different for another 3. Depending on the culture these can vary - think “Check out/Bill out” for Filipinos vs “Bill out” in other cultures 4. Can be intentional - “You’re right about that” can mean, you’re right about THAT specifically, or I agree with you 5. These can receive more attention than verbal communications - i.e. Looking at your watch can say you’re not interested in a presentation. Grammatical errors might be the focus instead of the actual message being discussed. Listening as communications skill Consider… ❏ Good listeners are liked by others because they satisfy the human need of being heard and wanted. ❏ People who listen well are able to separate fact from fiction, cope with false persuasion, and avoid having others use them for personal gain ❏ Effective Listening leads to sensitivity and tolerance ❏ Effective listeners are constantly learning Styles of Listening Casual ❏ Listening for pleasure, recreation, amusement, and relaxation. ❏ Provides breaks from serious tasks ❏ Can sometimes show that a person is a selective listener ❏ You can block out noise Styles of Listening (cont.) Listening for Information ❏ Style of listening that involves searching for data or material ❏ I.e. Listening to an instructor ❏ Focused type of listening Styles of Listening (cont.) Intensive Listening ❏ When you listen to obtain information, solve problems, or dissuade in arguments ❏ More analytical in nature ❏ Good summarizer Styles of Listening (cont.) Empathic Listening ❏ Listening to others in an attempt to share feelings or emotions Styles of Listening (cont.) Active Listening ❏ Listen with the intent to understand AND reply ❏ Open, flexible type of listening. ❏ Don’t pass judgement on others ❏ Paraphrase what the speaker said, to guarantee you understood the message. ❏ Allows others to give their point of view Barriers to Effective Listening Barriers to effective listening 1. Internal Competition for attention - listeners have the ability to receive more words than a speaker can send 2. External Competition - Noise prevents listening 3. Time - Not enough time to listen 4. Conditioning - Tuning out information that contradicts what we believe or upsets us 5. Evaluating - Being quick to judge 6. Emotions - High emotions about a topic can make us refuse to listen 7. Perceptions - when a bias preconditions us to hear or to refuse to listen Barriers to effective communication Filtering refers to a sender’s purposely manipulating information so the receiver will see it more favorably. A manager who tells his boss what he feels the boss wants to hear is filtering information. Barriers to effective communication (cont.) Selective Perception when the receivers in the communication process selectively see and hear based on their needs, motivations, experience, background, and other personal characteristics. Barriers to effective communication (cont.) Information Overload when the information we have to work with exceeds our processing capacity - When this happens, people tend to select, ignore, pass over, or forget details Barriers to effective communication (cont.) Emotions You may interpret the same message differently when you’re angry or distraught than when you’re happy. Barriers to effective communication (cont.) Language - words mean different Silence things to different people. Age and - defined by the absence of context are two of the biggest factors information - Can also be withholding of that influence such differences. information Would you rather? A. Message a person B. Call a person C. Message a person before calling Barriers to effective communication (cont.) Social Anxiety or Communication Apprehension - Undue tension and anxiety about oral communication, written communication, or both. Barriers to effective communication (cont.) Culture 1. Barriers caused by semantics. Words mean different things to different people, particularly people from different national cultures. Some words don’t translate between cultures. 2. Barriers caused by word connotations. Words imply different things in different languages. a. I.e. Japanese “Hai” can mean, “Yes, I’m listening”, and not “Yes, I agree”  High Context vs Low Context High Context Low Context People you will come across in ANY industry Urgent~ianian/Rush~ian ~Noun, Person(s) that request everything to be marked as urgent or as rushed work.