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Communication barriers
1.
Communication Barriers
2.
Contents Importance of
communication Business communication – An introduction Communication barriers Effect of communication barriers Overcoming communication barriers Planning and structuring Difficult communication situations Understanding others better Cross-culture communication Copyright © 2008 - 2012 managementstudyguide.c
3.
Why communication is
important? Exchange thoughts Communication Express oneself Shared feelings Shared under-standing You are communi-cating Copyright © 2008 - 2012 managementstudyguide.c
4.
Why communicate? To
increase productivity To reduce stress Better understanding of what others say Better understanding how to get your message across Enhance relationships Save time and money Allows firm to learn new skills and technologies Become more responsive to customers Improve quality of product and services and foster innovation Copyright © 2008 - 2012 managementstudyguide.c
5.
Modes of communication
One-way Memo, fax, email, voice mail, letter Two-way Phone call, in-person Collaborative Team meetings, consulting, group problem solving Copyright © 2008 - 2012 managementstudyguide.c
6.
Contents Importance of
communication Business communication – An introduction Communication barriers Effect of communication barriers Overcoming communication barriers Planning and structuring Difficult communication situations Understanding others better Cross-culture communication Copyright © 2008 - 2012 managementstudyguide.c
7.
Business communication The
message of communication The effective way in which you get your message over to the person(s) that you are communicating with Verbal communication Communication that uses words; may be either oral or written Non-verbal communication Communication that does not use words like audience awareness, personal presentation, body language Copyright © 2008 - 2012 managementstudyguide.c
8.
Business communication in
managerial functions Internal audiences • Subordinates • Superiors • Peers External audiences • Customers • Suppliers • Unions • Stockholders • Potential employees • Government agencies • Press • General public People in the same organization People outside the organization Copyright © 2008 - 2012 managementstudyguide.c
9.
Business communication –
The basic purposes of the organization Inform Request or Persuade Build goodwill Explain something or tell readers something Make the readers act Create a good image that makes people to do business with you Copyright © 2008 - 2012 managementstudyguide.c
10.
Contents Importance of
communication Business communication – An introduction Communication barriers Effect of communication barriers Overcoming communication barriers Planning and structuring Difficult communication situations Understanding others better Cross-culture communication Copyright © 2008 - 2012 managementstudyguide.c
11.
What is communication
barrier? Communication is fruitful only if the messages sent by the sender is interpreted with same meaning by the receiver Any kind of disturbance blocks any step of communication, the message will be destroyed There are several barriers that affects the flow of communication in an organization. These barriers interrupt the flow of communication from the sender to the receiver, thus making communication ineffective. It is essential for managers to overcome these barriers Copyright © 2008 - 2012 managementstudyguide.c
12.
Possible barriers Symbols
or words that have different meanings: Some words mean different things to people depending on background or culture. A large amount of terminology is used in the hospital and misunderstanding is often the cause of problems Different values within the group: Everyone has their own value system and many do not recognize the value of others Different perceptions of the problem: Problems exist in all groups, organizations, and businesses. Problems differ depending on the individual’s perception of the problem Emphasis on status: If people in power or higher superiority in the organization consistently remind others of their station, communication will be stifled Conflict of interest: People may be fearful of change or worried that the change will take away their advantage or invade their territory. This fear may cause people to block communication Feelings of personal insecurity: it is difficult for people to admit feelings of inadequacy. People will not offer information for fear that they may appear ignorant, or they may be defensive when criticized Copyright © 2008 - 2012 managementstudyguide.c
13.
Major communication barriers
Perception is generally how each individual interprets the world around him. All generally want to receive messages which are significant to them. But any message which is against their values is not accepted It is essential to control this information flow else the information is likely to be misinterpreted or forgotten or overlooked. As a result communication is less effective At times we just not listen, but only hear. Messages should be ignored for effective communication The targets have to be achieved within a specified time period, the failure of which has adverse consequences. In a haste to meet deadlines, the formal channels of communication are shortened, or messages are partially given, i.e., not completely transferred. Thus sufficient time should be given for effective communication Perceptual and language differences High load of information Inattentive Time pressures Copyright © 2008 - 2012 managementstudyguide.c
14.
Major communication barriers
Physical distractions are also there such as, poor lightning, uncomfortable sitting, unhygienic room also affects communication in a meeting. Similarly use of high voltage speakers interferes with communication If the receiver feels that communicator is angry he interprets that the information being sent is very bad. While he takes it differently if the communicator is happy Greater the hierarchy in an organization more is the chances of communication getting destroyed. Only the people at the top level can see the overall picture while the people at low level just have knowledge about their own area and a little knowledge about other areas Human memory cannot function beyond a limit. One cant always retain what is being told specially if he is not interested or not attentive. This leads to communication breakdown Distraction Emotions Organization structure complexity Poor retention Copyright © 2008 - 2012 managementstudyguide.c
15.
Communication barriers –
‘Know-hows’ Lack of Enthusiasm Key actions for good communications • Paying attention to the type of facial expressions you make • Make sure your facial expressions are appropriate based on your topic, listeners and objective • Ensure you are incorporating facial expressions into your message, matching the appropriate expression to each situation Distracting Gestures Key actions for good communications • Do you talk with your hands or gesture too often? • Do your gestures have purpose? • When your gestures create a visual for your listeners, they will remember more information and will remember your message longer • Gestures add energy and inflection to your voice and channel Lack of Focus Key actions for good communications • When you begin to say too much . . . . PAUSE! • Keep your objective in mind. Think in terms of what your listener needs to know about what you want them to do and not what you want to tell them • Put thought into your words and focus your message on significant points Copyright © 2008 - 2012 managementstudyguide.c
16.
Communication barriers –
‘Know-hows’ Presentation overload Key actions for good communications • Create presentation slides with more pictures and fewer words • Identify your presentation how best it supports your message • Make presentation by identifying listener expectation and needs • Listener experience and knowledge level • Objectives, time frame • Number of participants Verbal static Key actions for good communications • Think on your feet • Get to point and avoid rambling • Take a relaxing breath • Hold your listener’s attention • Gain control over your message • Hear, understand and respond • Act on what you say Lack of eye connection Key actions for good communications • When speaking to more than two individuals, connect with one individual for a complete sentence or thought • Take a moment to pause as you transition your eyes from one individual to another • Ask your listener to immediately give you feedback when you look away from them while you’re speaking Copyright © 2008 - 2012 managementstudyguide.c
17.
Common internal communication
problems in organizations The most common communications problem is managements' (leaders' and managers') assumption that because they are aware of some piece of information, than everyone else is, too. Usually staff are not aware unless management makes a deliberate attempt to carefully convey information If I know it, then everyone must know it Writing something down can be seen as a sign of bureaucracy and to be avoided. As the organization grows, it needs more communications and feedback to remain healthy, but this communication is not valued. As a result, increasing confusion ensues -- unless management matures and realizes the need for increased, reliable communications We hate bureaucracy -- we're "lean and mean." Another frequent problem is managements' not really valuing communications or assuming that it just happens. So they are not aware of what they told to whom -- even when they intended for everyone to know the information I told everyone, or some people, or ...? Copyright © 2008 - 2012 managementstudyguide.c
18.
Common internal communication
problems in organizations With today's increasingly diverse workforce, it is easy to believe you have conveyed information to someone, but you are not aware that they interpreted you differently than you intended. Unfortunately, you will not be aware of this problem until a major problem or issue arises out of the confusion Did you hear what I meant for you to hear? Particularly when personnel are tired or under stress, it's easy to do what's urgent rather than what's important. So people misunderstand others' points or understand their intentions. This problem usually gets discovered too late, too Our problems are too big to have to listen to each other! Communications problems can arise when inexperienced management interprets its job to be solving problems and if they're aren't any problems/crises, then there's nothing that needs to be communicated So what's to talk about? Copyright © 2008 - 2012 managementstudyguide.c
19.
Common internal communication
problems in organizations As organizations grow, their management tends to focus on matters of efficiency. They often generate systems that produce substantial amount of data -- raw information that does not seem to really be important There's data and there's information Communications problems can arise when management simply sees no value whatsoever in communicating with subordinates, believing subordinates should shut up and do their jobs If I need your opinion, I'll tell it to you Copyright © 2008 - 2012 managementstudyguide.c
20.
Contents Importance of
communication Business communication – An introduction Communication barriers Effect of communication barriers Overcoming communication barriers Planning and structuring Difficult communication situations Understanding others better Cross-culture communication Copyright © 2008 - 2012 managementstudyguide.c
21.
Effect of communication
barriers Emotional or psycholo-gical Effects in Semantic Effects in Organi-zatioal Effects in Superiors Effect of communication barriers Copyright © 2008 - 2012 managementstudyguide.c
22.
Effects in Semantic
Symbols with different meaning Badly expressed message Faulty translation Assumption not clear or unclarified Specialist’s language Copyright © 2008 - 2012 managementstudyguide.c
23.
Emotional and psychological
effects Premature evolution Failure to communicate Distrust of Commun-ication Undue reliance on written word Loss of transmission Inattention Copyright © 2008 - 2012 managementstudyguide.c
24.
Organizational effects Policy,
vision, mission of the organization unclear Unclear communication about organization rules and regulations Lack of good status relation in organization Complexity in organization Copyright © 2008 - 2012 managementstudyguide.c
25.
Personal effects Effect
of barriers in superior • Attitude of superior • Fear of challenge of authority • Lack of time • Lack of awareness Effect of barriers in sunordinates • Unwillingness to communicate • Lack of proper incentives Copyright © 2008 - 2012 managementstudyguide.c
26.
Barriers effecting business
communication Noise in business communication Any information downloaded at a noisy place is bound to get distorted and result in a complete mess. Noise reduces the chances of the correct flow of information from the sender to the receiver. Unorganized thoughts also lead to ineffective communication Communications are bound to suffer due to ineffective communication. If any individual wants something from his team members, he first must be himself very clear what actually he expects from his team. Speaker has to be clear and careful during meetings about his pitch and tone Do not just speak, also invite questions from the team. After any seminar or meeting, the superior or the incharge must send the minutes of the meeting through email to all the required recipients to avoid last minute confusions and discrepancies and ensure everyone is clear Difference in thought process results in poor communication A boss and the employee can never think on the same level. One should remember that the listeners are also a part of the conversation. The listeners must give their feedback at the end of the conversation. If you are not clear what your boss is expecting out of you, or what you are actually supposed to do, ASK Effect of communication barriers Copyright © 2008 - 2012 managementstudyguide.c
27.
Communication barriers effects
in organizations Physical Barriers System design Attitudinal barriers • It is a natural barrier when staff is located at different buildings or at different sites • Poor or outdated equipment, particularly the failure of management to introduce new technology • Staff shortage which frequently causes communication difficulties • It refers to structures or systems in place in an organization • Organizational structure which is unclear and therefore makes it confusing to know who to communicate with • Lack of supervision or training, clarity in roles and responsibilities which can lead to staff being uncertain what is expected from them • These come as a result of problems with staff in an organization • Factors as poor management, lack of consultation with employees, personality conflicts which can result in people delaying or refusing to communicate • Lack of motivation, dissatisfaction at work also leads to failure to communicate Copyright © 2008 - 2012 managementstudyguide.c
28.
Communication barriers effects
in organizations Identification Communication barriers include any breakdown or impediment that concerns relaying information. Such communication may occur between workers or within a structural system. One example of a barrier is a lack of trust between a manager and her subordinates. Vision and Mission Communication barriers can impede a company from relaying its vision and mission. Weak language skills, confusing the message by using different words to mean the same thing and physical distractions all inhibit the free flow of information Customer service Communication barriers can devastate a company's customer service division. These barriers include dismissive, rude employees, poor customer service ordering techniques and failure to relay order information to the appropriate parties Production The production process may suffer due to communication barriers within an organization. Barriers in communication can create inefficient production or even jarring halts in work flow Copyright © 2008 - 2012 managementstudyguide.c
29.
Contents Importance of
communication Business communication – An introduction Communication barriers Effect of communication barriers Overcoming communication barriers Planning and structuring Difficult communication situations Understanding others better Cross-culture communication Copyright © 2008 - 2012 managementstudyguide.c
30.
How to overcome
communication barriers? Eliminating differences • The organization should ensure that it recruits right people. • It is the responsibility of the interviewer to ensure that the interviewee has command over the written and spoken language. • There should be proper Induction program so that the policies of the company are clear to all the employees Simple language usage • Use of simple and clear words should be emphasized. Use of ambiguous words and jargons should be avoided. • The words should be supported with examples and retain attention of the team. I Eliminate distractions • Distractions are main communication barrier which must be overcome on priority basis. • It is essential to identify the source of noise and then eliminate that source Copyright © 2008 - 2012 managementstudyguide.c
31.
How to overcome
communication barriers? Listen actively • Listen attentively and carefully. There is a difference between “listening” and “hearing”. • Active listening means hearing with proper understanding of the message that is heard. • By asking questions the speaker can ensure whether his/her message is understood or not by the receiver in the same terms as intended by the speaker Check your emotions • During communication one should make effective use of body language. • He/she should not show their emotions while communication as the receiver might misinterpret the message being delivered Organizational structure • There should be a ideal span of control within the organization • Simpler the organizational structure, more effective will be the communication • The levels in the company should not be complex and should be optimum Copyright © 2008 - 2012 managementstudyguide.c
32.
How to overcome
communication barriers? Prioritize work and give constructive feedback • The managers should know how to prioritize their work • They should spend quality time with their subordinates and should listen to their problems and feedbacks actively • Avoid giving negative feedback. The contents of the feedback might be negative, but it should be delivered constructively • Constructive feedback leads to effective communication Medium of communication • The managers should properly select the medium of communication • Simple messages should be conveyed orally, like: face to face interaction or meetings. • Use of written means of communication should be encouraged for delivering complex messages Make flexible in achieving the targets • For effective communication in an organization the managers should ensure that the individuals are meeting their targets timely without skipping the formal channels of communication. • There should not be much pressure on employees to meet their targets. Copyright © 2008 - 2012 managementstudyguide.c
33.
Strategies for overcoming
language barriers Speak slowly and clearly Ask questions and clarifications Frequently check if audience are understanding Avoid idioms Be careful of jargon • Focus on clearly enunciating and slowing down your speech. • Even if you are pressured for time, do not rush through your communi-cation • If you are not 100% sure you have understood what others say, politely ask for clarification. • Avoid assuming you have understood what has been been said • Check both that you have understood what’s been said and that others have fully understood you. • Practice reflective listening to check your own under-standing • Business language is often contextual, and therefore culture specific • This may make your communicati on more difficult to be understood – so avoid them • Watch the use of TLAs (Three Letter Abbreviations) and other organizational language that may not be understood by others • If you use them, provide in parentheses a description of what these are so others can learn Copyright © 2008 - 2012 managementstudyguide.c
34.
Strategies for overcoming
language barriers Define the basics of business Be specific Medium of communication Provide information Be patient • Spend time early in your communi-cation defining business terms mean to you and others. • Invest in building a shared vocabulary • Spell out your expectations and deadlines clearly • Make them act to your expectations and check of they understood the concept clearly • Carefully choose the medium of communi-cation you need to make (email, chat, memo, phone or video conference) • Check complexity of message and use appropriate media, otherwise your message would be ineffective • Follow phone calls with emails that summarize what is been said. • When possible, provide presentations agendas, etc. in advance so those working in their non-native language can get familiar with materials • Cross-cultural communication takes more time. • If not at all times, certainly initially you cannot expect other communication to occur with the same speed and ease as yours Copyright © 2008 - 2012 managementstudyguide.c
35.
Strategies to overcoming
communication breakdown • The way people interpret information from others they communicate differs often as the personalities and experiences of each of these individuals. • It gets even complicated in email when you cannot see their body language or hear the tone of voice from the other person. So how do we address this challenge? Copyright © 2008 - 2012 managementstudyguide.c
36.
Communication breakdown: Conflicting
communication styles Some people are comfortable communicating with a direct style, while others find it uncomfortable Some are more comfortable with other people being direct with them, while still others may find it offensive Some people are very fast, and they get to the point immediately Some are more comfortable giving a lot of background information before getting to the point The key is to realize that there is no communication style that is better than the other and to have patience and compassion when interacting with a person whose communication style is different from your own Copyright © 2008 - 2012 managementstudyguide.c
37.
Communication breakdown: Different
frames of reference This is where different individuals interpret the same set of facts or the same event is different ways Each individual brings to the situation a different frame of reference The way people interpret situations or set of facts depends on the background, experiences, values, attitudes, motives, assumptions and expectations of each individual Different frames of reference are the crux of these issues Sometimes agreeing to disagree is the best you can do . . . No hard feelings! Copyright © 2008 - 2012 managementstudyguide.c
38.
Communication breakdown: Personal
barriers The way a person interprets a situation also depends on emotions and values The person may hear what he or she wants to hear rather than hear what was actually said Mental set, emotional sets, prejudices and the way the individual chooses to filter or screen what is said will affect the way a message is understood Poor listening skills are a major reason many messages are not understood properly Make your presentation effective with pictures and examples . . . So there would be more focus on the situation and message you are passing will be understood clearly Copyright © 2008 - 2012 managementstudyguide.c
39.
Tips to help
bridge the communication gap On the listening end On the speaking end • Have an open mind. Remember, seek understanding rather than employing judgment • If communicating in person, pay attention to body language as well as the content of the message being conveyed. Listen to what is not said. Pay attention to their tone of voice • Ask for clarification about what the person has said before jumping into conclusions • Acknowledge the other person’s feelings and try to put yourself in their shoes. Empathy goes a long way! • Show responsibility for how you are interpreting things • Be assertive and say what is on your mind, but the key is to do it diplomatically • Be aware of your tone of voice • Ask if you are being understood and clarify any misunderstandings Copyright © 2008 - 2012 managementstudyguide.c
40.
Contents Importance of
communication Business communication – An introduction Communication barriers Effect of communication barriers Overcoming communication barriers Planning and structuring Difficult communication situations Understanding others better Cross-culture communication Copyright © 2008 - 2012 managementstudyguide.c
41.
Communication Planning Communicating
the right message to others in the right way Getting feedback from audiences is important. Check whether they have understood the messages. By getting timely feedback, you can tune your communications in future Monitor effectiveness Plan communi-cation channels Understand your audiences Plan communi-cation messages Understand your objectives Be clear about your overall communication objective. What do you want to communicate, when you want to communicate and why?. Record all the details in your plan Now analyze your various kinds of audiences. Clarify specific objectives for each audiences. An easy way is to think about audience’s needs Planning messages refers to the preparing the messages which are required to meet our objectives. There are so many channels which can be used – email, tele-conference, newsletter, posters etc. Think and use these channels appropriately Copyright © 2008 - 2012 managementstudyguide.c
42.
The Communication Cycle
AIM COMPOSE/ ENCODE TRANSMIT/ DELIVER RECEIVE FEEDBACK CHANGE/ IMPROVE ANALYZE/ DECODE/ LEARN Copyright © 2008 - 2012 managementstudyguide.c
43.
Monroe’s motivated sequence
Get the attention of your audience. Entertain them by humor, telling stories and make them to sit up and take notice. Get attention Tell to audience about the present problem. The statement should make the audience realize the current happenings and what needs to be changed Establish the need Explain to the audience about the solution which you have and how to address the problem. This is an important part of your presenta-tion Satisfy the need Help them see what the results could be if they act the way you want them to. Make sure your vision is believable and realistic. Visualize the future Finally, leave your audience with their solution for the problem. Don’t overwhelm them with too much information or expectations Action/ actuali-zation Copyright © 2008 - 2012 managementstudyguide.c
44.
The 7Cs of
communication When writing or speaking, be clear with your message. The purpose of communicating messages to your audience should be solved. If you are unclear in communication, your audience will also be unclear CLEAR While communicating to your audience, make sure that you stick to the point and your message should be brief. Your audience will not be prepared to hear lengthy speech when it can be communicated briefly CONCISE Your message should be solid and concrete. The target audience should get a clear picture of what you are speaking. There should be clear focus on the subject CONCRETE This refers to the error-free communication. When your communication is correct it fits your audience CORRECT Copyright © 2008 - 2012 managementstudyguide.c
45.
The 7Cs of
communication Your communication should be logical and coherent. All the points should be relevant to the main topic. There should be logical and consistent flow of the text COHERENT Your message to the audience should be complete. The target audience should have full idea of what has been informed to them and if possible, take action COMPLETE Courteous communication means friendly, open and honest. There is no insult to anyone or passive-agreessive tones. COURTEOUS Copyright © 2008 - 2012 managementstudyguide.c
46.
Creating a value
proposition The “value proposition” statement clearly mentions the benefits of using our product/services. These statements should be very specific and should not be general or vague. Your value proposition should focus clearly on what your audience need. This concept is useful in marketing. Whatever you are 'selling' and to whom, a value proposition is useful, if not essential, tool. Whether your 'customers' are external customers, employees, co-workers or even your family, the idea is to help them see the specific value your offer brings to them. Copyright © 2008 - 2012 managementstudyguide.c
47.
Using Stories to
inspire • We all know that we have been fascinated by stories quite often • Stories can definitely change your views, the way we think and feel • Leaders sometime use stories to motivate people and to communicate easily to the audience • Many top CEOs today use stories to illustrate points and sell their ideas There are six main types of story that you can use in the workplace: “Who I Am” stories “Why I Am” stories Teaching stories Vision stories “Values in action” stories "I Know What You're Thinking" Stories Copyright © 2008 - 2012 managementstudyguide.c
48.
Questioning techniques Asking
the right question is the heart of effective communi-cation and information exchange. If you ask the wrong question, you will in return get a wrong answer. By asking right question you can build stronger relationships, manage people more effectively and help others to learn too. There are 2 techniques of questioning Open questions Open questions get longer answers. They usually begin with what, why, how. Open questions are useful for developing an open conversation, getting more details, getting other person’s opinion Closed questions A closed question usually receives a single word or very short answer. For e.g., “Yes” or “No” type of answer fall under this category. Closed questions are good for testing your understanding, making any decision, frame setting Copyright © 2008 - 2012 managementstudyguide.c
49.
Contents Importance of
communication Business communication – An introduction Communication barriers Effect of communication barriers Overcoming communication barriers Planning and structuring Difficult communication situations Understanding others better Cross-culture communication Copyright © 2008 - 2012 managementstudyguide.c
50.
Role Playing –
Preparing for difficult conversations and situations Role playing happens when two or more people act out roles in a particular scenario. It's most useful for helping you prepare for unfamiliar or difficult situations. You can also use it to spark brainstorming sessions, improve communication between team members, and see problems or situations from different perspectives How to use role playing? • Identify the situation. • Add details. • Assign roles. • Act out the scenario. • Discuss what you have learned Copyright © 2008 - 2012 managementstudyguide.c
51.
Dealing with unfair
criticism It is a fact that everyone reacts so strongly to unjust criticism. One can manage these type of situation by remaining calm, clarifying the situation etc. You can also mention the misunderstanding which is the root cause for the situation If your critic is still firm, then you might need some more time to get good response. Try to appreciate his feedback and this presents you as someone genuinely trying to do the best job possible – and places the focus on future interactions. Move on politely It will be better to open a real discussion of the critique. The usage of certain phrases like "from my perspective", or, "I can see how you might get that idea, but I probably haven't properly explained that." establishes key element of the conversation. Now you are viewing things from his perspective and now you'll give him the opportunity to return the favor Open up both perspec-tive Simply and calmly repeat your critic's complaints back to him. Making steady eye contact and in a non-aggressive tone, say: "So, what you're saying is.," The goal here is to take the focus away from any personality clash, and place it squarely on substantive issues Repeat the points Try to manage the situation by remaining calm. Couple of deep, quite breaths will help you to settle down. Expressing anger or emotions will only add fuel to the fire Remain calm Copyright © 2008 - 2012 managementstudyguide.c
52.
Conflict resolution Conflict
in a workplace is a strong barrier for team work. Conflict breaks cooperation and the whole organization’s mission is threate-ned. The good news is that by resolving conflict successfully, you can solve many of the problems that it has brought to the surface, as well as getting benefits that you might not at first expect: Increased understanding Increased group cohesion Improved self-knowledge In the 1970s Kenneth Thomas and Ralph Kilmann identified five main styles of dealing with conflict that vary in their degrees of cooperativeness and assertiveness Competitive Collaborative Compromising Accommodating Avoiding Copyright © 2008 - 2012 managementstudyguide.c
53.
Conflict styles Competitive
The people who have ‘competitive’ style are firm and know what they want. They normally operate from a position of power. This style is applicable when there is any urgency and decision needs to be taken immediately Collaborative The ‘collaborative’ style people try to meet the requirements of all the people involved. These people can be highly assertive but unlike the competitor, they cooperate effectively and acknowledge that everyone is important. This style is useful when you bring various options/opinions to find a solution Compromising These people find a solution to a problem which will at least satisfy everyone to some extent. Compromise is useful when the cost of conflict is higher than the cost of losing ground, when equal strength opponents are at a standstill and when there is a deadline looming Copyright © 2008 - 2012 managementstudyguide.c
54.
Conflict styles Accommodating
These people try to meet the needs of others at the expense of the person’s own needs. This style is useful in situations where peace is more valuable than winning and issues matter more to the other party. Avoiding These people avoid the conflict entirely. It can be appropriate when victory is impossible, when the controversy is trivial, or when someone else is in a better position to solve the problem. However in many situations this is a weak and ineffective approach to take Copyright © 2008 - 2012 managementstudyguide.c
55.
Causes of conflict
According to psychologists Art Bell and Brett Hart, there are eight common causes of conflict in the workplace • Conflicting resources • Conflicting styles • Conflicting perceptions • Conflicting goals • Conflicting pressures • Conflicting roles • Different personal values • Unpredictable policies Copyright © 2008 - 2012 managementstudyguide.c
56.
Dealing with unhappy
customers/clients Even we have dealt with so many clients/customers like this and it’s never easy to compromise them. Let us now explore how to deal with these angry customers/ clients Copyright © 2008 - 2012 managementstudyguide.c
57.
Dealing with unhappy
customers/clients Adjust your mindset Listen actively Repeat their concerns Be empathic and apologize Find a solution Take action and follow-up Use feedback Copyright © 2008 - 2012 managementstudyguide.c
58.
Dealing with unhappy
customers/clients Adjust your mindset Whenever you receive any complaint from customers or if your client is unhappy, your first priority is to put yourself into a customer service mindset Listen actively This is the most important step in the whole process. Listen to what the customer/client is saying – he wants to be heard to air his grievances Repeat their concerns After your customer/clients explains why he is unhappy, repeat his concerns so that you are sure that you are addressing the right issue Be empathic and apologize Once you hear the complaints from the customers or clients, apologize and after you understand your customer’s concern, be empathic. Copyright © 2008 - 2012 managementstudyguide.c
59.
Dealing with unhappy
customers/clients Find a solution After hearing the problem, you have to find a solution to make your clients happy. There are 2 ways of doing this. If you know what makes your customers happy then explain them how you are going to do that. If they are still unhappy then give them the power to resolve things. Take action and follow-up Once you've both agreed on a solution, you need to take action immediately. Explain every step that you're going to take to fix the problem to your client Use feedback This is the last step and also important one in the whole process. This final process helps us to make sure that the mistake does not happen once again. Copyright © 2008 - 2012 managementstudyguide.c
60.
Communicating in a
crisis Whenever there is any crisis we try to get everything in normal mode. We try to protect both our organization and ourselves. Communication does not stop when official communication channels are shut down. Communication can be full of rumor, innuendo, inconsistencies etc. The most important point is that the trust of the employees and clients can be undermined and it can even damage the long-term relationship This is where the best thing to do in a crisis can be to communicate the facts and issues surrounding them clearly, quickly and consistently. In any case DON’T SHUT DOWN YOUR COMMUNICATION Copyright © 2008 - 2012 managementstudyguide.c
61.
Handling criticism Whenever
we get criticized, we get anger. Nobody is happy with negative feedback. Some of us go out of the way to avoid negative feedback. But, when we come with open mind, we take criticism as a learning tool which helps us to grow and become more effective. No one is perfect, and criticism can contain valuable feedback that can help you to see your weaknesses, and perform better next time. Copyright © 2008 - 2012 managementstudyguide.c
62.
Contents Importance of
communication Business communication – An introduction Communication barriers Effect of communication barriers Overcoming communication barriers Planning and structuring Difficult communication situations Understanding others better Cross-culture communication Copyright © 2008 - 2012 managementstudyguide.c
63.
The Johari window
The Johari Window is a communication model that can be used to improve understanding between individuals within a team or in a group setting. Based on disclosure, self-disclosure and feedback, the Johari Window can also be used to improve a group's relationship with other groups There are 2 key ideas behind developing this tool. They are: • The individuals can trust others by disclosing information about themselves • That they can learn about themselves and come to terms with personal issues with the help of feedback from others Copyright © 2008 - 2012 managementstudyguide.c
64.
Explaining the Johari
window Known by self Unknown by self Open area Blind area Feedback Shared discovery Self-disclosure Self-discovery Hidden area Unknown area Known by others Tell Unknown by others Ask Open area: What is known by the person about him/herself and is also known by others Blind area: What is unknown by the person about him/ herself but which others know Hidden area: What the person knows about him/ herself that others do not Unknown area: What the person knows about him/ herself that others do not Copyright © 2008 - 2012 managementstudyguide.c
65.
Concept attainment Concept
attainment is a group learning technique which helps to understand important concepts and ideas. This tool is used in the following areas Customer support team – customer get a truly consistent, good service, whoever they talk to. Customer service team – only important issues are escalated to the senior management Sales team – team members consistently "deliver the brand" as well as specific products to customers With Wine tasters – Defining "taste vocabulary" so that team members describe and grade wine consistently Copyright © 2008 - 2012 managementstudyguide.c
66.
The Betari box
My attitude Affects Affects When we have positive feeling, we motivate others, we smile, we empower. But at the same time when we have negative feeling the opposite happens. These behaviors affect us and also people around us. They turn those negative behaviors back on us and the conflict gets worse My behavior Your attitude Your behavior Affects Affects Copyright © 2008 - 2012 managementstudyguide.c
67.
Contents Importance of
communication Business communication – An introduction Communication barriers Effect of communication barriers Overcoming communication barriers Planning and structuring Difficult communication situations Understanding others better Cross-culture communication Copyright © 2008 - 2012 managementstudyguide.c
68.
Collaborative effort "We
didn't all come over on the same ship, but we're all in the same boat.“ - Bernard Baruch Today’s workplace is rapidly becoming vast and it becomes difficult to communicate to the people who speak another language and who rely on different means to reach a common goal Copyright © 2008 - 2012 managementstudyguide.c
69.
Cross-cultural communication –
The new norm • The latest technology and internet have made us to promote our business to new location and culture. • It becomes easier for us to work with another person who is remote location. • As communication has become electronic, it has become easier for a person to work with another person who is in another country. • Now, you can work with the most knowledgeable person in the entire world. • In this new world, good cross-cultural communication is a must Copyright © 2008 - 2012 managementstudyguide.c
70.
Understanding cultural diversity
Due to different cultural contexts, communication becomes more challenging in the workplace. Even when employees in different locations speak the same languages, there are some cultural differences that should be considered to make the communication more clearer. It has become mandatory to know the culture and sub-culture because understanding of cultural diversity is the key for effective cross-cultural communication Without necessarily studying individual cultures and languages in detail, we must all learn how to better communicate with individuals and groups whose first language, or language of choice, does not match our own. Copyright © 2008 - 2012 managementstudyguide.c
71.
Developing awareness of
individual cultures In today’s business world knowing basic about culture and language which is spoken in that country is important. For instance, kissing a business associate is not considered an appropriate business practice in the U.S., but in Paris, one peck on each cheek is an acceptable greeting. And, the handshake that is widely accepted in the U.S. is not recognized in all other cultures. Now the companies are offering training programs to employees in different cultures where the company conducts business.. It is important that employees communicating across cultures practice patience and work to increase their knowledge and understanding of these cultures Copyright © 2008 - 2012 managementstudyguide.c
72.
Getting help whenever
required In case of language barriers, the best idea will be to employ a reliable and experienced translator. Since English is not first language for many countries the usage of English language will be mixed with non-standard phrases or culture-specific phrases. The translator can help everyone involved to recognize cultural and communication differences and ensure that all parties, regardless of geographic location and background, come together and stay together through successful project completion. Copyright © 2008 - 2012 managementstudyguide.c
73.
The 7 dimensions
of culture Universalism vs. particularism Individualism vs. communitarianism Specific vs. diffuse Neutral vs. emotional Achievement vs. ascription Sequential time vs. Synchronous time Internal direction vs. Outer direction Copyright © 2008 - 2012 managementstudyguide.c
74.
Case Study Communication
Barriers - Case Study Copyright © 2008 - 2012 managementstudyguide.c
75.
Communication barriers (for
example, appropriate hygiene and handwashing, time/temperature, and cleaning and sanitizing). But with high turnover of employees, training has become difficult and some new employees are put right into the job without training. Eventually, most employees get some kind of food safety training. The owners of the restaurant are supportive of Mishra in his food safety efforts because they know if they do not follow food safety measures that will affect their business. Copyright © 2008 - 2012 managementstudyguide.c
76.
Communication barriers One
day Mishra comes to work and is rather upset even before he steps into the restaurant. Things haven’t been going well at home and he was lucky to rummage through some of the dirty laundry and find a relatively clean outfit to wear for work. He admits he needs a haircut and a good hand scrubbing, especially after working on his car last evening. When he walks into the kitchen he notices several trays of uncooked meat sitting out in the kitchen area. It appears these have been sitting at room temperature for quite some time. Mishra is frustrated and doesn’t know what to do. He feels like he is beating his head against a brick wall when it comes to getting employees to practice food safety. Mishra has taken many efforts to get employees to be safe in how they handle food. He has huge signs posted all over the kitchen with these words: KEEP HOT FOOD HOT AND COLD FOOD COLD and WASH YOUR HANDS ALWAYS AND OFTEN. All employees are given a thermometer when they start so that they can temp food. Hand sinks, soap, and paper towels are available for employees so that they are encouraged to wash their hands frequently. Copyright © 2008 - 2012 managementstudyguide.c
77.
Questions • What
are the communication challenges and barriers Mishra faces? • What solutions might Mishra consider in addressing each of these challenges and barriers? • What Standard Operating Procedures (SOPs) would be helpful for Mishra to implement and enforce? • What are some ways Mishra might use effective communication as a motivator for employees to follow safe food handling practices? Copyright © 2008 - 2012 managementstudyguide.c
78.
Notes to supplement
answers • Language barriers: not all employees speak English as their first language making verbal communication a challenge at times. • Generational (age) barriers: having employees in various age categories can pose a unique set of challenges. While the younger generation is used to texting and using shortened messaging, their vocabulary may not be consistent with that of older employees. Work values and attitudes may also affect communication between younger and older employees. • Cultural and ethnic barriers: Cultural differences in food safety practices may be a challenge for Mishra to overcome. • Non verbal challenges: Mishra’s body language (appearance) is telling others he does not care about personal appearance and cleanliness. • Emotional barriers: Emotional barriers can interfere with effective communication. Mishra comes into work after a rough start at home. These negative emotions are affecting how he communicates with the employees. Copyright © 2008 - 2012 managementstudyguide.c
79.
Notes to supplement
answers Standard Operating Procedures (SOPs) serve as the written documentation of best practices and serves as the framework for organizational policy and structure. SOPs identify the who, what, why, when, and how of foodservice practices for employees. Part of the supervisor’s role is to assure SOPs are in place, communicated to employees, and followed. For this case, two helpful SOPs would be: New Employee Orientation SOP: Due to time constraints of “busy days” and high turnover, Mishra currently finds orienting new employees to be a challenge. Although it may take time at the beginning, the pay off may be great and save time in the long run. Employee Health and Personal Hygiene SOP: Although SOPs are generally intended for employees, it is important to note that as role models, supervisors/managers should generally adhere to operational SOPs. Mishra’s own lack of adherence to personal hygiene standards indirectly tells employees that appearance and hygiene are not important. Mishra’s own personal hygiene and appearance should serve as an example to employees – clean, unwrinkled clothing, clean hands, free from grease and dirt with neatly trimmed hair are a must for Mishra to be a motivator for his employees to have good appearance and hygiene. At present, his non verbal communication is telling them personal hygiene and appearance is not important. Copyright © 2008 - 2012 managementstudyguide.c
80.
Conclusion Communication comes
in many different forms. It can be either written, verbal, non-verbal and communication can also come in the form of technology. Regardless to how you may look at it, you as the message sender will need to send your message in a clear and positive manner in order to be effective in this competitive world of communication Copyright © 2008 - 2012 managementstudyguide.c
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