Communication in Organizational Behavior Chapter 11
- 1. Communication Presented to: Dr. Ummrha Sehar Presented by : Aneeqa Arif Minahil Amir Uzma Khan Punjab University IER department [email protected]
- 2. Learning targets ❑ Understanding Communication Processes and functions ❑ Examining Communication Models. ❑ Identifying Barriers to Effective Communication ❑ Enhancing Interpersonal Communication Skills ❑ Exploring the Role of Technology in Communication ❑ Understanding the Importance of Nonverbal Communication ❑ Promoting Organizational Culture through Communication ❑ Developing Strategies for Effective Communication
- 3. Activity
- 4. COMMUNICATION Definition • The imparting or exchanging of information by speaking, writing, or using some other medium. • Not only defined as the transmission of information and impart meaning. • It is bond and forge connection with others. • Understanding of meaning • In ideal communication, a thought would be perfectly understood by the person receiving the message exactly how the sender would have intended.
- 5. Communication Functions Four functions of communication 1. Control member behavior 2. Foster motivation for what is to be done 3. Provide a release for emotional expression 4. Provide information needed to make decision
- 7. Interpersonal Communication • Interpersonal communication is an exchange of information between two or more people. • It is also an area of research that seeks to understand how humans use verbal and nonverbal. • Effective interpersonal communication • Oral, Written, and Nonverbal communication as tools within our communication
- 8. Oral Communication • Oral communication is the process of conveying information, thoughts, ideas, or emotions through spoken words. Types • Synchronicity • Asynchronous • Active listener • Reactive listener • Meetings Synchronicity • Both sender and receiver are present and focused. • Enables quick message exchange with immediate feedback and detect problem • Speed and response time are minimal, ensuring efficient communication. Asynchronous • In which messages are received outside a physically or psychologically present communication exchange.
- 9. Active and Reactive listeners Active listening • Focus on the speaker and understand their message. • Respond thoughtfully to show you're engaged. • Demonstrates full attention and engagement in the conversation. Reactive Listening • Acknowledge, restate, or paraphrase to show understanding. • Encourages others to elaborate without judgment. • Builds trust and shows you're actively listening. • Helps ensure you don’t miss important details in the conversation
- 10. Meetings & Speeches Meeting • Only meet when necessary • Prepare attendees • Assign role • Limited distractions • Start and end on time Speeches • Impact of Communication on Leadership • Power of Speeches • Gender and Public Speaking • Leadership and Communication Skills Types of Speech 1. Styles Dramatic/Excitable: Motivational speeches. 2. Stern/Melancholy: Serious or somber contexts. 3. Rambling: Often seen in male leaders; linked to power.
- 11. Written Communication • Forms: Includes letters, emails, instant messaging, blogs, newsletters, etc. • Long-term vs. Fleeting: Some create permanent records; others offer quick exchanges. • Impact: Small written comments can significantly affect motivation and fairness. • Tech: Natural Language Processing helps us analyze and understand written messages better. Effectiveness in remote team 1. Teams can work well using only written communication. 2. Writing helps make ideas clear and promotes reflection.
- 12. E-mails E-mail in the Workplace 1. Widespread Use 2. Time-Consuming 3. Stress & Overload E-mail’s Emotional Impact 1. Task accomplishment but also cause time pressure. 2. Lead to feeling "boxed in" and hinder goal progress. E-mail Challenges 1. Can hurt productivity and performance. 2. Negative effects include lowered engagement, negative emotions, and performance decline.
- 13. E-mails Managing E-mail Overload 1. Turn off notifications and check at regular intervals. 2. Move e-mails out of the inbox after reading. 3. Use search/filter functions and archive e-mails in categorized folders. 4. Think before you send and use "reply all" carefully 5. Don’t treat e-mail like a conversation – avoid skimming and be thoughtful.
- 14. Requires cellular connection Tied to phone service, works without internet. Internationally messaging is costly Limited to 160 characters Sent via apps (Slack, Teams, etc.), requires internet. Requires app download Internationally messaging is not costly because of internet No upper limits Text Messaging Instant Messaging BOTH ASYNOCHONOUS POPULAR SUPPORT TEXT AND VISIUAL
- 15. IM and TM Challenges • Emotional Impact • Interruptions • Misunderstandings • Intrusive • Anxiety • Overuse leads to distraction and stress
- 16. National Language Process ➢ Is a branch of AI that allows computers to analyze, understand, and generate human language, including text and speech ➢ It powers tools like chatbots, language translation, sentiment analysis, and voice assistants. USES • Analyzes written communication (emails, IMs, social media, etc.) • Measures emotions, moods, personality, and stress
- 17. National Language Process Business Applications • Predict customer interests and sentiments • Detect fraud and ensure compliance • Improve healthcare (diagnosis, patient experience) • Enhance cybersecurity and detect sensitive info • Create digital assistants for task management
- 18. Non Verbal Communication It Includes & How other perceive BODY LANGUAGE FICIAL EXPRESSION HAND GESTURES SPACE TIME
- 19. Body Language & Movement Every Movement Has Meaning. • Small actions, even unconscious, convey emotions and traits. Body Language Evaluation • We interpret body language as a whole, not just individual movements or facial expressions. Communicates Key Information • Signals status, engagement, and emotional state Workplace Importance • Understanding body language is crucial for effective communication and leadership
- 20. Contact & Sense Paralanguage (Voice & Intonation) influence others beyond the word spoken • Tone, pitch, and delivery affect meaning beyond words. • Can persuade and influence (e.g., confident speech in entrepreneurs). Smell & Odor • Powerful, symbolic in the workplace. • Pleasant scents can boost mood and focus (e.g., coffee smell). • Negative odors (e.g., fishy smell) can create suspicion and discomfort. Touch & Contact • Communicates warmth, support, and cooperation. • Handshakes and light touches important in workplace impressions. • Physical contact in the workplace is scrutinized (e.g., #MeToo movement, COVID-19 health risks).
- 21. Physical Space & Time in Nonverbal Communication Proximity • Close distance shows liking and strengthens bonds (e.g., coworkers, teachers). Speed • Fast movements = confidence; slow movements = deliberation. Contradictory Cues • Nonverbal cues (e.g., checking the watch) can contradict verbal messages. Be Strategic • Align verbal and nonverbal cues for clear communication
- 22. Communication Methods Choosing the right communication method—whether in-person, text, or meeting—depends on the message's purpose, the context, and organizational norms to ensure effectiveness without unnecessary disruption. Guide to CM In-person or Virtual Meetings Phone Calls Texts/Instant Messages Emails
- 23. Handling Barriers to Effective Communication
- 25. Advancements in Virtual Communication Virtual Communication Channels ▪ Advancements in technology have created diverse virtual communication methods. ▪ Channels vary in their ability to convey information (rich vs. lean). Channel Richness Rich Channels ▪ Handle multiple cues, enable rapid feedback, and are personal (e.g., in-person conversations). Lean Channels ▪ Provide limited cues and feedback (e.g., formal reports, bulletins). Media-Rich Channels ▪ High-channel richness: Videoconferencing, blogging, vlogging, podcasting, e- collaboration, and e-learning. ▪ Advantage: Better at conveying emotions, attitudes, and non-verbal cues
- 27. • Nonverbal Cues • Set the Stage • Respect Others • Leverage Tech • Avoid Fatigue • Be Creative • Reduces business travel, boosts engagement, fosters innovation. • Builds global teams, enhances training, and promotes community. • Exploded during the COVID- 19 pandemic (62 million downloads in March 2020). • Pre-pandemic, 80-84% of companies used videoconferencing regularly. • Facilitates real-time meetings, file sharing, and collaboration across distances Videoconferencing Rise of Videoconferencing Benefits of Videoconferencing Effective Videoconferencing
- 28. A website sharing written content to engage audiences. Purpose: To engage audiences, share valuable content, and build relationships Benefit: Essential for connecting with customers and building authority. Example: Intuit QuickBooks blog offers helpful resources, attracting new customers. Blogging, Vlogging, and Podcasting BLOGGING Video content used for engagement and tutorials. Purpose: Show products, share stories, or demonstrate processes. Useful For: Product demos, instructional videos, and sharing personal or business stories Example: Bon Appétit vlog – chefs share recipes in a relatable, “comfort food” style. VLOGGING Audio content for in-depth discussions and storytelling. Purpose: Share insights, behind-the-scenes, or company culture. Useful For: Sharing industry insights, customer stories, or company culture. Example: Trader Joe’s “Inside Trader Joe’s” – Behind- the-scenes look at product sourcing Podcasting
- 29. Video is Shown
- 31. Cross-Cultural Communication High vs. Low Context High-context: Indirect, relationship-focused (e.g., Japan). Low-context: Direct, explicit (e.g., US). Trust High-context: Trust through cues, status. Low-context: Clear, written agreement. Virtual Teams High-context cultures struggle with text-based communication. Situational Impact Stress and context affect communication. Ethical Dilemmas Cultural values can override norms. Psychological Safety Masculine: High performers speak up. Feminine: All contribute. Adaptability Adjust communication style based on culture.
- 32. Cultural Dynamics: In cross-cultural interactions, both individuals' cultural approaches influence the outcome. It's a two- way process, where each partner shapes the interaction, not just one. Embracing: Adopt the other’s culture. Five Approaches Avoiding: Set aside both cultures. Imposing: Assert one's own culture Synergizing: Blend both cultures creatively. Compromising: Find a middle ground. Goal Both parties should aim for a shared approach, not just change the other. The Interface Between Cultures
- 34. Aspects of Cultural Communication Language Differences Conflict Resolution Tone Communication Styles Aggression Words and meanings vary by culture, causing misunderstandings Formal vs. informal tone impacts communication Individualists seek direct conflict; collectivists avoid it Cultures focus on different values and information. Perception of aggression differs across cultures.
- 36. Thank you