BCOM - LESSON 1 - Elements of Communication PDF

Lesson 1 ELEMENTS OF COMMUNICATION Business Communication TOPIC OUTCOMES Explain the nature and power of language, Describe the different types of miscommunication, Illustrate the importance of perception management in communication ELEMENTS OF COMMUNICATION THE NARURE OF COMMUNICATI...

Lesson 1 ELEMENTS OF COMMUNICATION Business Communication TOPIC OUTCOMES Explain the nature and power of language, Describe the different types of miscommunication, Illustrate the importance of perception management in communication ELEMENTS OF COMMUNICATION THE NARURE OF COMMUNICATION Business Communication ELEMENTS OF COMMUNICATION IMPRESSION MANAGEMENT Business Communication How much is a first impression worth? We all know the value of a strong first impression, but not many of us know how to strategically go about creating one. Instead, we tend to cultivate two different personas. There’s our relaxed self, when we don’t feel like we have to impress. And then there are the times when we’re “on,” and we become deliberate about every word we say and move we make. What is impression management? Canadian social psychologist, sociologist, and writer Erving Goffman first presented the idea of impression management in the 1950s. In his book, The Presentation of Self in Everyday Life, Goffman uses the idea of theatre as a metaphor for human social interactions. His theory became known as Goffman's dramaturgical analysis. It provides an interesting contextual framework for understanding human behavior. What is impression management? Impression management is the sum total of actions we take — both consciously and unconsciously — to influence how others perceive us. We often attempt to manage how people see us to make us more likely to achieve our goals. People use impression management to align how we’re seen with what we want. In general, we want other people to think of us as confident, likeable, intelligent, capable, interesting, and any number of other positive traits. 7 impression management techniques 1. Conformity Conformity means being accepted by a larger group. In order to conform, you have to (implicitly or explicitly) uphold the social norms and expectations of the group. Group norms are the behaviors that are considered appropriate for a situation or in a particular set of people. For example, if your job may have a business-casual dress code, so cut-off jeans would feel out-of-place. 7 impression management techniques 2. Excuses Excuses are explanations for a negative event given in order to avoid (or lessen) punishment and judgment. There are countless examples of excuses being made — in and out of the workplace. For example, you might hear people blame traffic when they’re late to meetings. 7 impression management techniques 3. Acclaim Public recognition of someone’s accomplishments often goes a long way towards building rapport. When you acclaim someone in this way, you applaud them for their skills and success. If your team is recognition-driven, this sentiment will likely inspire others to work hard as well. It can help incentivize specific behaviors. 7 impression management techniques 4. Flattery Flattery is a technique often used to improve your relationship with someone through compliments. It’s meant to make you seem agreeable, perceptive, and pleasant. After all, who wouldn’t want to spend time with someone who always has something positive to say about them? 7 impression management techniques 5. Self-promotion Self-promotion is about highlighting your strengths and drawing attention to your achievements. This phenomenon is especially common in business settings, but it’s frequently seen in personal relationships, too. Because it’s self-directed, some worry that “bragging” on themselves will make them less likeable. 7 impression management techniques 6. Favors Doing a favor for someone, whether in business or in everyday life, shifts the power dynamic of a relationship. It establishes the person doing the favor as “useful,” and may result in the recipient feeling like they owe something to the other party. 7 impression management techniques 7. Association Association means ensuring that any information shared about you, your company, and your partners is truthful and relevant. This is especially important, as being associated with someone means that everyone’s impressions reflect on each other's values and image. ELEMENTS OF COMMUNICATION LANGUAGE OF MISCOMMUNICATION Business Communication Miscommunication is a common yet complex issue that can lead to confusion, errors, and strained relationships. Verbal Miscommunication: Often arising from unclear language or tone, verbal miscommunication can lead to misunderstandings.This section explores the root causes of miscommunication. From language barriers to emotional influences, we examine the diverse factors that lead to misunderstandings. Understanding these causes is crucial in preventing miscommunication and fostering clear, effective interactions in both personal and professional contexts. Example: A manager says “ASAP” for a task, but the employee misunderstands it as end-of-day, not immediate priority. Nonverbal Miscommunication: Body language and facial expressions sometimes convey unintended messages.Nonverbal cues, including body language and facial expressions, play a crucial role in communication but can sometimes send mixed signals. This segment delves into how nonverbal miscommunication can occur and its effects on interpersonal interactions. Example: A nod is interpreted as agreement, but the person was merely acknowledging the speaker. Written Miscommunication: Emails or texts can be misconstrued without the nuances of spoken language.In our digital age, written communication via emails and texts is ubiquitous but prone to misinterpretation. This part of the article addresses the challenges of conveying tone and intent in written form. We discuss how the absence of vocal cues can lead to misunderstandings and provide strategies for clearer, more empathetic written communication. Example: A hastily written email is perceived as rude, though no offense was intended. Cultural Miscommunication: Different cultural backgrounds can lead to differing interpretations.Cultural differences can lead to unique communication challenges. This section explores how varying cultural norms and practices influence the way messages are interpreted. By presenting examples of cultural miscommunication, we aim to foster an understanding of the importance of cultural sensitivity and awareness in our increasingly globalized world. Example: A thumbs-up gesture is positive in some cultures but offensive in others. Contextual Miscommunication: Missing context can lead to incorrect assumptions.Context is key in communication. This segment examines scenarios where a lack of context leads to miscommunication. We analyze real- life situations to demonstrate how missing or overlooked contextual information can lead to confusion and misinterpretation, emphasizing the importance of providing complete information. Example: Discussing a project without mentioning a crucial update, leading to confusion. Technical Miscommunication: Jargon or technical language can be unclear to non- experts.Technical jargon and industry-specific language can often be a barrier to clear communication. This section highlights the pitfalls of technical miscommunication, especially when communicating with non-experts. We provide examples of how to simplify complex terminology for broader understanding, bridging the gap between experts and laypersons. Example: A doctor uses medical terminology, but the patient misunderstands the diagnosis. Perceptual Miscommunication: Personal biases and perceptions can color interpretations.Perceptual miscommunication arises from individual biases and interpretations. In this part, we explore how personal perceptions and preconceived notions can lead to miscommunication. By examining various instances, we illustrate the importance of open-mindedness and the need to avoid assumptions in communication. Example: Assuming a colleague’s silence in a meeting is disinterest, rather than contemplation. Semantic Miscommunication: Similar sounding words with different meanings cause confusion.The English language is rich but can be confusing due to similar-sounding words with different meanings. This section delves into semantic miscommunication, discussing how word choice can lead to misunderstandings. We emphasize the importance of precise language use and the need to clarify meanings when necessary. Example: Using “affect” instead of “effect” in a report, leading to misinterpretation. Emotional Miscommunication: Emotions can warp the intended message.Emotions significantly influence how we communicate and interpret messages. This segment examines the role of emotions in miscommunication, highlighting how emotional states can distort the intended message. We discuss strategies to manage emotions for clearer communication and better understanding. Example: Anxiety during a presentation leads to mixed messages being conveyed. Listening Miscommunication: Not listening effectively can result in missed or distorted information.Effective listening is as important as speaking in communication. This part focuses on the common issue of listening miscommunication, where failure to listen attentively leads to information being missed or misunderstood. We provide insights into improving listening skills for more effective and accurate communication. Example: Mishearing a date in a conversation leads to missing an important appointment.