TERM PROJECT- WEIGHS 40% OF FINAL GRADE Step-by-step1: Identify a Failed Collaboration with Significant Issues/Stakes Identify a specific case of collaboration failure for an in-depth analysis. The ca
CHAPTER 7:
HOW TO COMMUNICATE EFFECTIVELY - CHANNEL
Each and every component of the communication process is crucial to the successful delivery of messages. Among these components, two stand out as particularly noteworthy: Channels and noise. We focus on channels in this section.
Channel
Not all channels are created equal
As we discussed earlier, channels refer to the medium through which a message travels. Research has shown repeatedly that channels are different in that rich channels:
handle multiple cues simultaneously.
facilitate rapid feedback.
tend to be very personal.
Therefore, your choice of channels should be made partially based on the type of the message you need to send. The textbook provides examples for channels of varying degree of richness, such as video conferencing and face-to-face communication as channels high in richness and formal reports and memos as channels low in richness. Based on the three characteristics of rich channels listed above, explain why, for example, video conferences are richer than live speech as channels of communication, and why formal reports are less rich than voice mail as channels of communication.
When to choose rich channels?
Ideally, we should always choose rich channels, as they are simply better for transmitting messages. However, rich channels also tend to be costly, making it practically impossible for us to use rich channels all the time. Instead, rich channels should be reserved for situations that require transmitting non-routine messages, which are likely to be complicated and have the potential for misunderstanding. Routine messages can be transmitted using less rich channels as they are straightforward and have a low level of ambiguity.
HOW TO COMMUNICATE EFFECTIVELY - NOISE
Each and every component of the communication process is crucial to the successful delivery of messages. Among these components, two stand out as particularly noteworthy: Channels and noise. We focus on noise in this section.
Noise
Noises are communication barriers that distort the clarity of the message, such as perceptual errors and information overload. Noises prevent messages from being transmitted clearly. However, it is also impossible for us to entirely get rid of noises as they are the byproducts of how we process information. Therefore, the best we can do is to be aware of them and also minimize the impact on communication effectiveness. Research has identified the several major types of noises, which we discuss below:
Filtering
The sender manipulates information so that it will be seen more favorably by the receiver.
The more vertical levels in the organizational hierarchy, the more opportunities there are for filtering.
Selective Perception
The receivers selectively see and hear based on their needs, motivations, experience, background, and other personal characteristics.
Information Overload
Occurs when the information we have to work with exceeds our processing capacity.
With emails, phone calls, faxes, meetings, and the need to keep current in one’s field, more employees are suffering from too much information.
People suffer from information overload tend to select, ignore, pass over, or forget
Information overload may also lead to issues with work-life balance
One way to avoid information overload is to connect to technology less frequently
Emotions
People interpret the same message differently when they are angry or distraught than when they are happy
People in negative moods are more likely to scrutinize messages in greater detail
People in positive moods tend to accept communication at face value
Language
Words mean different things to different people
Age and context are the two biggest factors that influence such differences
Silence
Defined as an absence of speech or noise. While silence may appear to be inaction, it is not necessarily inaction. Instead, it can convey:
Thinking or contemplating a response to a question.
Anxiety about speaking.
Agreement, dissent, frustration, or anger.
Individuals should be aware of what silence might mean in any communication.
Ignoring silence in the workplace may result in problems, as employees who are silent about important issues may also experience psychological stress.
Nonverbal Communication
Includes body movements, facial expressions, and the physical distance between sender and receiver.
Two important messages body language conveys
The extent to which an individual likes another and is interested in his or her views
Relative perceived status between a sender and receiver (i.e. how emotionally close they are to each other), as the following brief video clip demonstrates
Lying
Outright misrepresentation of information
People are more comfortable lying over the phone and in emails than face to face or write with pen and paper
Most people are not good at detecting lies
There are both verbal or nonverbal cues for lying, such as averting gaze, pausing, and shifting posture. Watch the following video clip for tips on how to spot a liar
COMMUNICATION IN ORGANIZATIONS
Communication in organizations follow either formal or informal networks. Formal networks are usually used for task-related communications that follow the authority chain, and are typically vertical, whereas informal networks (also known as the grapevine) are for communications that flow along social and relational lines. Finally, in terms of channels, thanks to the advancement of information technology, communications in organizations have become increasingly electronic over the past few decades. While communication through electronic channels has a tremendous cost and expediency advantage over traditional channels of communication, it also has its fair share of problems, which we will discuss below.
Formal networks
Given the structured nature of formal networks, the main types of formal networks are as follows:
Chain: moderate speed, high accuracy, moderate emergence of a leader, and moderate member satisfaction
Wheel: fast, high accuracy, high emergence of a leader, and low member satisfaction
All-channel: fast, moderate accuracy, no emergence of a leader, and high member satisfaction
There are pros and cons associated with each type of formal communication networks, which begs the question: under what conditions does each of these types would be most appropriate? Share your answers at Discussion: How to choose between different communication networks
Informal networks
75 percent of employees hear about matters first through rumors - an example of informal networks, which has three main characteristics:
Not controlled by management.
Most employees perceive it as being more believable and reliable than formal communication.
Largely used to serve the self-interests of those people within it.
Electronic communication
Problems with email:
Emails are prone to misinterpretation.
Emails are not suitable for communicating negative messages.
Emails tend to be time-consuming, especially for communicating complex messages.
Emotions cannot be transmitted efficiently through emails.
Emails are prone to security breaches.
Instant Messaging (IM) and Text Messaging (TM)
IM and TM are rapidly gaining popularity in organizations because they are fast and inexpensive for managers to stay in touch with employees and peers with each other. However, they are better for short and simple messages.
Despite exponential growth in usage, IM and TM are not likely to replace email because
Email is still better for long messages that can be saved.
There are additional security concerns for IM/TM
