Presentation on theme: "Building your career success with communication skills"— Presentation transcript:
1Building your career success with communication skills
2The Importance of Communication Skills to Your Career Communication skills are critical to job placement, performance, career advancement, and organizational success.
3Succeeding in the Changing World of Work Trends in the new world of work emphasize the importance of communication skills.Today’s employees must contribute to improving productivity and profitability.
4Business Trends Illustrate the Importance of Excellent Communication Skills Flattened management hierarchiesMore participatory managementIncreased emphasis on self-directed work groups and virtual teamsHeightened global competitionInnovative communication technologiesNew work environmentsFocus on information and knowledge as corporate assets
8Barriers to Effective Listening Physical barriersPsychological barriers: different set of cultural, ethical, and personal valuesLanguage problemsNonverbal distractionsThought speedFaking attentionGrandstanding
10Barriers to Effective Listening Physical barriersPsychological barriersLanguage problemsNonverbal distractions: unusual clothing, speech mannerisms, body twitches, radical hairstyleThought speedFaking attentionGrandstanding
11Barriers to Effective Listening Physical barriersPsychological barriersLanguage problemsNonverbal distractionsThought speed: listeners process thoughts faster than speakers can say them, they can become bored and allow their minds to wanderFaking attentionGrandstanding
13Barriers to Effective Listening Physical barriersPsychological barriersLanguage problemsNonverbal distractionsThought speedFaking attentionGrandstanding: fail to listen carefully because we’re just waiting politely for the next pause, so that we can have our turn to speak
14Active Listener Tips Stop talking Control your surroundings Establish a receptive mind-setKeep an open mindListen for main pointsCapitalize on lag time: reviewing speaker’s points (keep focusing) and anticipating what’s coming next. Don’t allow yourself to daydream!
15Active Listener TipsListen between the lines: Focus both on what is spoken as well as what is unspoken.Judge ideas, not appearances: concentrate on the content of the message, not on its delivery.Hold your fire: force yourself to listen to the speaker’s entire argument or message before reacting.Take selective notesProvide feedback: let the speaker know that you are listening by using eye contact, nod your head, ask questions
16Nonverbal Communication Skills Can Send Silent Messages Eye contactFacial expressionPosture and gesturesTime: length of time spending in communicationSpace: furniture arrangement or design around usTerritory: zones of privacy in which we feel comfortableAppearance of business document: how neat in paper worksPersonal appearance
17Tips for Improving Nonverbal Skills Establish and maintain eye contact to show your interest, attentiveness, strength, and credibilityUse posture to show interestImprove your decoding skillsProbe for more informationAvoid assigning nonverbal meanings out of context: don’t interpret nonverbal behavior if you don’t understand situation or cultureAssociate with people from diverse culturesAppreciate the power of appearanceObserve yourself on videotapeEnlist friends and family: ask them to monitor you
18How Culture Affects Communication Comparing Key Cultural ValuesIndividualismFormalityCommunication StyleTime Orientation
19Comparing Key Cultural Values: Individualism Group or TeamIndividual actionSelf-reliancePersonal responsibilityIndependenceFreedom from controlMembership in org., group, and teamGroup values, duties, and decisionsWhile North Americans value individualism and personal responsibility, other cultures emphasize group-and team- oriented values.
20Comparing Key Cultural Values: Formality Informality and DirectnessTradition and IndirectnessLess emphasis on tradition, ceremony, and social rules such as casual dressing or a first name basis w/ othersLack of formality: directness i.e. in business, they will come to the point immediatelyEmphasis on tradition, ceremony, and social rulesFormalityAlthough North Americans value informality and directness, other cultures may value tradition and indirectness.
21Comparing Key Cultural Values: Communication Style StraightforwardnessIndirectnessStraightforward: they tend to suspicious of evasiveness and distrust people who might have hidden agenda They tend to be uncomfortable with silence and impatient with delays.IndirectnessSilence and delays are commonNorth Americans tend to be direct and to understand words literally.
22Comparing Key Cultural Values: Time Orientation PatienceConsider time a precious commodity to be conserved. Keeping people waiting for business appointments wastes time and is also rude!PunctualityConsider time as unlimited and never ending resource to be enjoyedBeing late for an appointment is not a grievous sinNorth Americans correlate time with productivity, efficiency, and money.
23Communication Across Cultures Comparison of Cultural Values Ranked by PriorityU.S. AmericanJapaneseArabs1. Freedom1. Belonging1. Family security2. Independence2. Group harmony2. Family harmony3. Self-reliance3. Collectiveness3. Parental guidance4. Equality4. Age/Seniority4. Age5. Individualism5. Group consensus5. Authority6. Competition6. Cooperation6. Compromise7. Efficiency7. Quality7. Devotion8. Time8. Patience9. Directness9. Indirectness10. Openness10. Go-between10. Hospitality
24Controlling Ethnocentrism and Stereotyping StereotypesToleranceThe belief in the superiority of one’s own culture and groupAn oversimplified behavioral pattern or characteristic applied to entire group, which may not accurately describe cultural normsHaving sympathy for and appreciating beliefs and practices different from our own by practicing empathy, being nonjudgmental, and being patient
25Tips for Effective Communication with Diverse Workplace Audiences Understand the value of differencesDon’t expect conformity (agreement): differences can be positiveCreate zero tolerance for bias and stereotypesPractice focused, thoughtful, and open-minded listeningInvite, use, and give feedbackMake fewer assumptions: don’t think for the othersLearn about your cultural selfLearn about other cultures and identity groupsSeek common ground: mutual goals or similar values
26Tips for Minimizing Oral Miscommunication Among Cross-Cultural Audiences Use simple EnglishSpeak slowly and enunciate (announce) clearlyEncourage accurate feedback: ask probing questions and encourage the listener to paraphrase what you sayCheck frequently for comprehension: avoid waiting until you finish a long explanation to request feedback. Instead, make one point at a time, pausing to check for comprehension.Accept blame: if a misunderstanding results, graciously accept the blame for not making your meaning clear.Observe eye messages: Be alert to a glazed expression or wandering eyes. These tell you the listener is lost.Listen without interruptingRemember to smileFollow up in writing: After conversations or oral negotiations, confirm the results and agreements with follow up letters. For proposals and contracts, engage a translator to prepare copies in local language.
27Tips for Minimizing Written Miscommunication Among Cross-Cultural Audiences Consider local styles: learn how documents are formatted and how letters are addressed in each countryConsider hiring translator: if your document is important, or will be distributed to many readers, or must be persuasiveUse short sentences and short paragraphs: for most readable (sentences: fewer than 20 words/ paragraphs: fewer than 8 lines)Avoid ambiguous wording: avoid idioms, slang, acronyms, abbreviations, jargon. Instead, use action specific verbs (purchase rather than get).Cite numbers carefully
28ReferenceEssentials of Business Communication, Mary Allen Guffey’s, 2007, Thomson South-Western.