Transcript Mary Ellen Guffey, Essentials of Business - Mark

Why Bother
With
Communication
Skills?
Instructor Only Version
© 2010 Thomson South-Western
Communication Skills:
Your ticket
to work...
promotion..
I have never hired anyone who
did not have good
communications skills.
OR
Your ticket out the door!
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 2
The Process of Communication
MaryMary
EllenEllen
Guffey,
Guffey,
Essentials
Essentials
of Business
of Business
Communication,
Communication,
8e 8e
Chapter 1, Slide 3
The Process of Communication
What is the job of the
sender?
To be so clear that the
receiver cannot possibly
misunderstand the message.
What is the job of the
receiver?
To understand the message
of the sender, no matter how
poorly sent.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 4
The Process of Communication
How may the sender
encode a message?
Verbally or nonverbally.
By speaking, writing,
gesturing.
What kinds of
channels carry
messages?
Letters, e-mail, IM, Tweets,
memos, TV, telephone,
handwritten notes, Facebook
messages, voice, body . . . .
What is the job of the
sender?
To be so clear that the
receiver cannot possibly
misunderstand.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 5
The Process of Communication
How does a receiver
decode a message?
Hearing, reading,
observing
When is
communication
successful?
When a message is
understood as the sender
intended it to be.
How can a
Ask questions, check
communicator
reactions, don’t dominate
provide for feedback? the exchange.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 6
Barriers to Effective Listening
Physical barriers
hearing disabilities, noisy
surroundings
Psychological
barriers
tuning out ideas that counter our
values
Language
problems
unfamiliar or charged words
Nonverbal
distractions
clothing, mannerisms, appearance
Assumptions
cultural, contextual
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 7
Barriers to Effective Listening
Thought speed
our minds process
thoughts faster than
speakers say them
Faking
attention
pretending to listen
Grandstanding
talking all the time or
listening only for the next
pause
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 8
Nonverbal Communication
Time, space, and territory send
silent messages.
 Time (punctuality and structure)
 Space (arrangement of objects)
 Territory (privacy zones)
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 9
Nonverbal Communication
Appearance sends silent
messages.
 Appearance of business
documents
 Appearance of people
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 10
Four Space Zones for Social
Interaction Among Americans
MaryMary
EllenEllen
Guffey,
Guffey,
Essentials
Essentials
of Business
of Business
Communication,
Communication,
8e 8e
Chapter 1, Slide 11
Keys to Building
Strong Nonverbal Skills





Establish and maintain eye contact.
Use posture to show interest.
Improve your decoding skills.
Probe for more information.
Avoid assigning nonverbal meanings
out of context.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 12
Keys to Building
Strong Nonverbal Skills
 Associate with people from diverse
cultures.
 Appreciate the power of appearance.
 Observe yourself on videotape.
 Enlist friends and family.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 13
Culture and Communication
Good communication
demands special
sensitivity and skills
when communicators
are from different
cultures.
© 2008 Image Source Black/Jupiter Images
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 14
Dimensions of Culture
Context
Time
Orientation
Communication
Style
Individualism
Culture
Formality
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 15
Dimensions of Culture
Context
High-context cultures (those in Japan,
China, and Arab countries) tend to be
relational, collectivist, and contemplative.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 16
Dimensions of Culture
Context
Low-context cultures (those in North
America, Scandinavia, Holland and
Germany) tend to be logical, linear, and
action-oriented.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 17
Dimensions of Culture
Individualism
 High-context cultures tend to prefer
group values, duties, and decisions.
 Low-context cultures tend to prefer
individual initiative, self-assertion, and
personal achievement.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 18
Dimensions of Culture
Formality
 North Americans place less emphasis
on tradition, ceremony, and social rules.
 Other cultures prefer more formality.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 19
Dimensions of Culture
Communication Style
High-context cultures rely on
nonverbal cues and the total
picture to communicate.
Meanings are embedded at
many sociocultural levels.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 20
Dimensions of Culture
Communication Style
Low-context cultures
emphasize words,
straightforwardness, and
openness. People tend to
be informal, impatient, and
literal.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 21
Dimensions of Culture
Time Orientation
 Time is precious to North
Americans. It correlates with
productivity, efficiency, and
money.
 In some cultures time is
unlimited and never-ending,
promoting a relaxed attitude.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 22
Comparison of High- and
Low-Context Cultures
High-Context
Cultures
Low-Context
Cultures
Relational
Linear
Collectivist
Individualistic
Intuitive
Logical
Contemplative
Action-oriented
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 23
Proverbs Reflect Culture
What do these U.S. proverbs indicate
about this culture and what it values?
1.
2.
3.
4.
5.
The squeaking wheel gets the grease.
Waste not, want not.
He who holds the gold makes the rules.
If at first you don’t succeed, try, try again.
The early bird gets the worm.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 24
Proverbs Reflect Culture
What do these Chinese proverbs
indicate about the Chinese culture and
what it values?
1. A man who waits for a roast duck to fly into his
mouth must wait a very long time.
2. A man who says it cannot be done should not
interrupt a man doing it.
3. Give a man a fish, and he will live for a day;
give him a net, and he will live for a lifetime.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 25
Proverbs Reflect Culture
What do these proverbs indicate about
their respective cultures and what they
value?
1. No one is either rich or poor who has not
helped himself to be so. (German)
2. Words do not make flour. (Italian)
3. The nail that sticks up gets pounded down.
(Japanese)
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 26
Improving Communication With
Multicultural Audiences
Oral Messages
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
© Creatas / Photolibrary Group / Index Stock Imagery
 Use simple English.
 Speak slowly and
enunciate clearly.
 Encourage accurate
feedback.
 Check frequently for
comprehension.
Chapter 1, Slide 27
Improving Communication With
Multicultural Audiences
Oral Messages
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
© Creatas / Photolibrary Group / Index Stock Imagery
 Observe eye messages.
 Accept blame.
 Listen without
interrupting.
 Smile when appropriate.
 Follow up in writing.
Chapter 1, Slide 28
Improving Communication With
Multicultural Audiences
Written Messages
 Consider local styles.
 Consider hiring a translator.
 Use short sentences and
short paragraphs.
 Avoid ambiguous wording.
 Follow up in writing.
 Cite numbers carefully.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 29
Improving Communication Among
Diverse Workplace Audiences





Understand the value of differences.
Seek training.
Learn about your own cultural self.
Make fewer workplace assumptions.
Build on similarities.
Mary Ellen Guffey, Essentials of Business Communication, 8e - MHMortensen
Chapter 1, Slide 30
END
Instructor Only Version
© 2010 Thomson South-Western