Zoran Zoran #4
субота, 27. јун 2009.
петак, 26. јун 2009.
Example of a professional e-mail
Professional email examples
Your e-mail can be a brief introduction:
To: bclark@xyzcompany.com
From: jdstudent@aol.com
Subject: Application for Information Systems Technician
Ms. Clark,
I am writing in response to the ad posted in NACElink.com for an Information Systems Technician (Job #1357). Please accept my attached resume and letter as an application for this position. My skills and experience closely fit the posted job description, and I hope to hear from you soon.
Thank you,
Jane Doe Student
Or your e-mail can be your cover letter:
To:bclark@xyzcompany.com
From: jdstudent@aol.com
Subject: Application for Information Systems Technician
Ms. Clark,
I am writing in response to the ad posted in NACElink.com for an Information Systems Technician (Job#1357). Please accept my attached resume as an application for this position.
My experience and personality closely fit the posted job description and I am excited to apply.
As a Management Information Systems student at Olympic College, I have taken advantage of numerous design opportunities on campus and in class, which may be useful when working at XYZ Company. During my web design class, I volunteered to organize a group that would design and create a web site using Flash technology for a local company. The project was well received, and the organization is using some of our ideas. As a student worker in the Electronics Department, I also designed an Access data base to track student advising appointments and progress. The position required a high degree of confidentiality as well as a person with the ability to work on the project until it was completed.
In addition to maintaining a 3.0 GPA, and holding an on-campus job, have also participated in various campus activities and leadership programs. By working on committees, I was able to demonstrate my leadership. Teamwork, and time-management skills, which can be useful in a professional setting like XYZ Company.
I am eager to learn more about your position, and would appreciate the opportunity to speak with you in an interview about my qualification. I can be reached at (360) 377-1234 and I look forward to hearing from you.
Sincerely,
(Sign your name here)
Jane Doe
Your e-mail can be a brief introduction:
To: bclark@xyzcompany.com
From: jdstudent@aol.com
Subject: Application for Information Systems Technician
Ms. Clark,
I am writing in response to the ad posted in NACElink.com for an Information Systems Technician (Job #1357). Please accept my attached resume and letter as an application for this position. My skills and experience closely fit the posted job description, and I hope to hear from you soon.
Thank you,
Jane Doe Student
Or your e-mail can be your cover letter:
To:bclark@xyzcompany.com
From: jdstudent@aol.com
Subject: Application for Information Systems Technician
Ms. Clark,
I am writing in response to the ad posted in NACElink.com for an Information Systems Technician (Job#1357). Please accept my attached resume as an application for this position.
My experience and personality closely fit the posted job description and I am excited to apply.
As a Management Information Systems student at Olympic College, I have taken advantage of numerous design opportunities on campus and in class, which may be useful when working at XYZ Company. During my web design class, I volunteered to organize a group that would design and create a web site using Flash technology for a local company. The project was well received, and the organization is using some of our ideas. As a student worker in the Electronics Department, I also designed an Access data base to track student advising appointments and progress. The position required a high degree of confidentiality as well as a person with the ability to work on the project until it was completed.
In addition to maintaining a 3.0 GPA, and holding an on-campus job, have also participated in various campus activities and leadership programs. By working on committees, I was able to demonstrate my leadership. Teamwork, and time-management skills, which can be useful in a professional setting like XYZ Company.
I am eager to learn more about your position, and would appreciate the opportunity to speak with you in an interview about my qualification. I can be reached at (360) 377-1234 and I look forward to hearing from you.
Sincerely,
(Sign your name here)
Jane Doe
How to write email:
Important Points to Remember
Email is much less formal than a written letter. Emails are usually short and concise.
If you are writing to someone you don't know, a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is too formal.
When writing to someone you know well, feel free to write as if you are speaking to the person.
Use abbreviated verb forms (He's, We're, He'd, etc.)
Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary.
It is not necessary to include your email address as the recipient can just reply to the email.
When replying eliminate all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email.
Important Points to Remember
Email is much less formal than a written letter. Emails are usually short and concise.
If you are writing to someone you don't know, a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is too formal.
When writing to someone you know well, feel free to write as if you are speaking to the person.
Use abbreviated verb forms (He's, We're, He'd, etc.)
Include a telephone number to the signature of the email. This will give the recipient the chance to telephone if necessary.
It is not necessary to include your email address as the recipient can just reply to the email.
When replying eliminate all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email.
четвртак, 25. јун 2009.
In these 7 steps it is explained how to successfully write a business letter:
Step 1
Begin in the upper left corner with the date you are writing the letter. The date can be used for a point of later reference.
Step 2
State the name of the recipient, along with his or her job title, the name of the company and the address.
Step 3
Include a salutation in the upper left corner. It is commonly “Dear,” followed by the name of the recipient. It is a good idea to address the person formally as Mr. or Ms. If the name of the recipient is unknown, follow with Sir or Madam.
Step 4
Continue with the body of the letter. Do not indent, but put a space between paragraphs. In a business letter, make sure the point is stated clearly. The purpose of the letter should be stated in the first sentence of the body.
Step 5
Choose a proper closing. The most common one is “Sincerely” followed by a comma. Type your name below the body to the left. Below that, type your job title. Once the letter is printed, put the signature below the printed name.
Step 6
Edit the letter. Check for spelling and grammatical errors very carefully. Nothing makes a letter look less professional than misspellings. Have another party ready the letter before sending it. The most popular word processing programs can also help you check. They do not catch all errors, however, so read the letter thoroughly.
Step 7
Use company letterhead if possible. Make sure the letter is double spaced. Choose a block font that is easy to read, not a pretty or flowery font.
Step 1
Begin in the upper left corner with the date you are writing the letter. The date can be used for a point of later reference.
Step 2
State the name of the recipient, along with his or her job title, the name of the company and the address.
Step 3
Include a salutation in the upper left corner. It is commonly “Dear,” followed by the name of the recipient. It is a good idea to address the person formally as Mr. or Ms. If the name of the recipient is unknown, follow with Sir or Madam.
Step 4
Continue with the body of the letter. Do not indent, but put a space between paragraphs. In a business letter, make sure the point is stated clearly. The purpose of the letter should be stated in the first sentence of the body.
Step 5
Choose a proper closing. The most common one is “Sincerely” followed by a comma. Type your name below the body to the left. Below that, type your job title. Once the letter is printed, put the signature below the printed name.
Step 6
Edit the letter. Check for spelling and grammatical errors very carefully. Nothing makes a letter look less professional than misspellings. Have another party ready the letter before sending it. The most popular word processing programs can also help you check. They do not catch all errors, however, so read the letter thoroughly.
Step 7
Use company letterhead if possible. Make sure the letter is double spaced. Choose a block font that is easy to read, not a pretty or flowery font.
Letter presentation
Kumodraska 78
Mr John Steve, Manager
CBT
Kneza Milosa 1
Serbia,Belgrade 11 000
June 24, 2009
Dear Mr Steve
Here is an example of how to write a business letter.
You should use plain paper, without company's letterhead. Reasons for this kind of letter are: Asking about land for sale, seeking employment...
A personal business letter requires a return address block consisting of the street or post office box number; city, state, zip; and the date. These information is compulsory for a message.
The inclusion of the return address block is the only format difference between the personal business letter and the letter format of any other business letter. After you type the return address block, you would the inside address, salutation, body, complementary close, and typed signature line. If you implement these points you will have a great letter.
Please use this format when writing personal business letter.
Sincerely,
Pera
Mr John Steve, Manager
CBT
Kneza Milosa 1
Serbia,Belgrade 11 000
June 24, 2009
Dear Mr Steve
Here is an example of how to write a business letter.
You should use plain paper, without company's letterhead. Reasons for this kind of letter are: Asking about land for sale, seeking employment...
A personal business letter requires a return address block consisting of the street or post office box number; city, state, zip; and the date. These information is compulsory for a message.
The inclusion of the return address block is the only format difference between the personal business letter and the letter format of any other business letter. After you type the return address block, you would the inside address, salutation, body, complementary close, and typed signature line. If you implement these points you will have a great letter.
Please use this format when writing personal business letter.
Sincerely,
Pera
среда, 24. јун 2009.
Chapter 17- Creativity and Visual Design
Visual designing, choosing the right visual channel, basic principles of visual design, infographics are the main points in this chapter. If you are familiar with these terms and skills, you will be better qualified to design some messages such as commercials, advertising or presentations.
Visual design is the process of structuring messages by using visual elements.The point is that visual design matches the message (increase undrestanding, clarify, simplify).
Choosing the right visual channel involves identifying which information can most effectively be presented graphically. Visuals can put accent on the message goal, or emphasize the information.
Basic principles of visual design include the grid approach, which can help you to determine the placement of visual elements on a page or withing a graphic design frame. Principles include:
1.Contrast-different colors, shapes or tones.
2.Blance-equal amount of visual elements in design
3.Rhytm-strategic placement of visual elements that will keep the viewer attention from element to element.
4.Unity-use of visual elements which are similar or pointed in same direction
Infographics are informational images, which include determing the size, visibility and placement of visual elements. Types: Quantitative- use numerical or statistical information in condensed visual formats such as tables,charts and graphs; Qualitative-present text or narrative information in visual formats, including flow charts, maps, photos, drawings and diagrams.
In the present time, when it seems that nothing else can be invented or made, when there are plenty of simmilar companies as yours, the only thing that can help you make higher profit is a good advertisment. Learning how to make more effective visual designed messages will surely help you with making higher profit and find a company in which you will be satisfied.
Chapter done by Tarbuk Aleksandar Leka (Number 2)
Chapter 10- The Business of Reports: Informal and Formal Report Writing
Reports,informal reports,purposes of reports, mission,research, formal reports, are the things this chapter is about.
Get some drink and seat in a comfortable chair because this part of the blog will be so enjoyable that you will think you are in the heaven.
You don't believe me? OK. Pick formal of informal report and start writing the report in which you will include present information (that i am giving you fake hope),analyze data and information (that i can not know what's going to happen in the future), and persude my teacher that i am doing totally wrong work. Then offer some solution like cutting off my blog points, and decision making, for example banning me from attending the next courses.
Specify your mission (that youd don't want to be dissapointed never again) and do the research of the person who is giving you the unreliable information. Now it's ready to be sent!
I hope that you will fail with your goal (redusing my mark) and that you will be able to enjoy more my blogs.
Chater done by Tarbuk Aleksandar Leka (Number 2)
CHAPTER 16: Interviewing to get the job
So, they have read your resume and your cover letter and want to meet you in person and talk with you. Usually you are interviewed by a few people, hr manager first and then manager of the department you are hoping to be working in. It is important to leave a great and lasting first impression and be aware of your body language. Dress appropriately. You shouldn’t stiffen up and walk like a robot or be too relaxed and seem like you just don’t care what happens. Just act like you normally would.
Nervous? It’s ok because everybody is and the interviewer understands and expects you to be a little nervous . Hey, they were once in your position as well so they know how it is. So you think they liked you and you go home happy and wait for them to call you. Wrong! You need to show interest and should thank them for the interview by a letter (e-mail nowadays) and inquire about where they stand on hiring you a few days after the interview.
Zoran Zoran #4
CHAPTER 15: Creating a Career and Designing Resumes
When you were a kid, have you ever been asked what you wanted to be later in life. Well that day of you becoming a professional is coming. You need to dig deep within yourself and find out what interests you and what you like doing. After you have settled on career you’re going to need to get a job and in order to do so you will need a resume. Resume is one of the first steps towards your career. The interviewer of the position you applied for will read your resume and build a picture about you before he/she meets you. It is essential to write your resume well because it represents you, and of your resume is sloppy the interviewer will think of as being a sloppy person etc.
It is important to provide accurate information and information that can be checked if needed. Introducing your resume is the cover letter, in which you want to point out a couple of the most important facts from the resume, to get the readers attention.
After all this is prepared and ready you should go out there and hunt for the right position. Some good ways to find a job is through networking, especially if someone can vouch for you as being an honest and hard working person and so on. Internet is also a great way to find a job because it lists you many different positions and you can browse carefully and select openings that you like and contact their offices.
Zoran Zoran #4
Chapter 9 - Direct and Indirect Communication Strategies
This chapter explains us which type of communication is appropriate for specific
situations. There are two different strategies:
1.Direct communication strategy- involves stating important points quickly, usually in the beggining of a message.
2.Indirect communication strategy- delays important points until after they have been explained.
Direct strategy should be used when the message you are delivering is likely to please your audience, or if it the message is neutral. Wheather the news is positive or neutral, the direct strategy stats the main idea of the message immidiatelly.
Dangers of the direct strategy is bluntness.Although business style uses a minimal nubmer of words for maximal effect, do not sacrifise politness and diplomacy. Minimal politeness means saying 'please' and 'thank you'.You should also give the audience the information they would like to hear like 'You will enjoy'.During this strategy you will sometimes need to offer critisism of a plan or situation and use empathy (feel somebody else's situation).
Requests for information include the request at very beggining of the message followed by a detailed explanation or its purpose.If the reader probably respond positively to your request, use direct approach.The request should be clearly stated and written in a positive undemending tone. After the request, give an explanation of its purpose or justification. This process is the adequate for this type of strategy.
Indirect strategy should be used when you have to refuse, reject, or deny a request or send a message that you believe may make your audience uncomfortable or angry.Indirect strategy allows you to explain the circumstances surrounding the negative news before delivering it. Bluntly saying 'no' or critisizing a customer, a co-worker, or employee can create hard feelings.The indirect strategy begins by offering positive or neutral information that relates to the issue or person being addressed. Be careful that the positive words you use in the beggining of the message don't offer a false sense of hope or the impression that the request will be granted, leading to a big letdown when you deliver the bad news.
Steps for writing indirect negative messages:
1.Begin message with buffer- are statemets added early in a message and include good news,points of agreement,statemets of appreciation,assurance of cooperation, and recognition of the audience's point of view.
2.Follow the buffer with the reasons for the refusal or bad news. Reasons follow buffers in a message nad include facts, policies, and reader benefits.
3.Now you can deliver bad news. Bad news should never be stated bluntly, can be implied, and should not be highlighted unless you are concearned that the audience may miss it.
4.Finish the message with a positive close that looks forward to a continuing relationship with the audience. Positive close follows the main points and reasons offered in a message to provide a goodwill statement or alternatives.
You should avoid apologies,anticipating the problems, encourage further communication, sounding unsure, sounding selfish, blame, using fillers.
Persuasive indirect messages are used when you need a favour or persuading organisations,co-workers,employees do something. This is the perfect message because if the audience understands why they should accept your proposal before they hear it, they will be more likely to do what you want.
The more detailed information and splitings can be found at the minimap.
Today and in the future, communication will be of its greatest importance.So learning how to communicate will be very usefull as well as implementing the same knowledge. Indirect and direct strategies are different types of communication that are used in different situations but also there is not some kind of always lasting theory that will be 100% accurate in every situation. People are different so you should adept your strategy to 'present strategies' plus profile of a specific person the situation is about. People are being taught during their entire lives and they still don't know everything. So just keep educating yourself and you will be able to solve and skip more future problems.
Chapter done by Tarbuk Aleksandar Leka (Number 2)
chapter 14
Group 4
Chapter 14
The business of change
When customer interests and needs change, business must change. Change is often inevitable and necessary for business to expand and progress into the future. From a business perspective, change means that an organization begins to transform the way work is accomplished-which means breakdown of business as usual. Change can involve everything from what products the company manufactures or sells and from what services it offers to what job responsibilities are assigned, and what procedures are followed. Change makers also called change agents are people who facilitate the coordination of change effort. They plan, experiment, communicate and coach throughout the process of transformation. Some of the reasons for organizational change are: competition, corporate mergers and acquisitions, changing consumer demands, globalization, technology, government regulations and policies, change of management. Globalization is the manufacture and sale of goods or services to multiple markets around the world.
During a period of change, employees often become confused and insecure. Employees experience great distress when they perceive a communication vacuum, a void in which they are not given adequate information about what is happening in organization. Resistance occurs when employees either do nothing to enact the expected changes, or actively resist and undermine the change effort. Without knowledge, understanding and participation, employees are not likely to help organization to reach the goals. Fear, interruption of routine, loss of faith, and feeling that past efforts are meaningless contribute to change resistance. It‘s possible to reduce most fear and resistance trough productive change communication. Trouble can arise when change makers ignore the importance of change communication. They want employee buy-in, which is acceptance of and agreement to change. Change communication is both multidirectional and multimedia communication.
Multidirectional communication is the design of messages that can reach all employees throughout organization.
Multimedia communication is the use of many channels to transmit a message.
If you want other people to buy-in, you need to design a compelling argument that details the purpose of the change with concrete reasons and advantages. You also need to present information on what your competitors are doing, what your costumers want, and what the consequences may be if you don’t change. Finally you need to communicate a vision that describes where the organization will be in the future.
Messages also need to be conveyed using good timing. While employees need a chance to process the information they also need opportunity to talk about the change. Messages presented before the change provide reasons, explanations, expectations, and plan strategies. Messages exchanged during the changes can enhance or alter process improvements and experimentation. Finally messages shared after the change can include feedback, evaluations and new directions.
A natural outgrowth of change is conflict, and workplace conflict is not unusual. Conflict is an event expressed trough communication when individuals or groups behave in ways that indicate they have incompatible positions or goals.
Disputants are the different parties involved in a conflict.
Intragroup conflict is a problem that occurs within a single group of people.
Intergroup conflict is a problem that arises between two or more groups.
Behavior and verbal statements are conveyed during the initial stages of conflict reflect the position. A position is a definitive goal or demand advanced by one or both parties that underscores an attitude or disposition. Interests on the other hand, are the reasons or motivations underlying the position. Interests can be basic feelings, needs, or desires that may be fulfilled trough achievement of the certain positional goals.
Several basic communicational skills are called on in conflict situations:
Active listening is an important skill in a conflict situation because it enables disputants to learn about opposing party’s needs and feelings and gain their perspective about the problem.
Verbal diplomacy- speaking diplomatically involves tact and self control. Framing the message in a way that avoids irritating or offending others is a valuable skill in conflict.
Flexibility in interpersonal style means the ability to change and adopt verbal and non verbal behaviors.
There are four main types of conflict, which can combine in several ways:
Communication conflicts arise as a result of interpreted meaning, styles of communications and behaviors.
Social view conflicts concern basic values, beliefs, moral, ethical or philosophical perspectives.
Fundamental interest conflicts comprise emotions, needs, self defense, ego-centered interests and expectations.
Business conflict tend to combine all types of conflicts including personality clashes, disagreements about how to interpret tasks or procedures, power and decision making, resource competition, and entitlements, and turf issues.
Traditional conflict strategies focus on a desired outcome, such as settlement. Negotiation is a give and take technique to achieve accord trough a process of compromise or the offering of proposals and counterproposals. Some forms of negation are used depending on the conflict: positional barging, meditation, conflict management, arbitration. No matter which traditional strategy is used or what outcome is achieved the disputants may still come back to conflict. Transformative communication focuses on interaction and relationship building by reframing the terms and concepts of conflict rather than focusing on a finish line. Dialogue transformation is a relationship-dialogue process that can be used to modify differences and disputes.
At same point of conflict disputants are encouraged to share and explore their honest emotions about the conflict, any stereotypes they hold about others and the interests or reasons behind their position. It’s a stage of exploring interests and emotions.
In a stage of re framing and replacing expectations disputants jointly begin the process of recasting the terms and meanings of various words, concepts and ideas embroiled in the conflict.
Converting and resolving-at this stage parties further explore their feelings about the conflict and specific interests using the reframed terms. Conflict conversation allows disputants to refocus on the issues and collaboratively move the discussion toward mutually agreed-upon solutions.
We can conclude that the most important thing for successful change to happen is appropriate change communication because shared knowledge is far more powerful and leads to greater productivity. Business must be able to adapt to the changing world of business or face an uncertain fate.
Chapter 14
The business of change
When customer interests and needs change, business must change. Change is often inevitable and necessary for business to expand and progress into the future. From a business perspective, change means that an organization begins to transform the way work is accomplished-which means breakdown of business as usual. Change can involve everything from what products the company manufactures or sells and from what services it offers to what job responsibilities are assigned, and what procedures are followed. Change makers also called change agents are people who facilitate the coordination of change effort. They plan, experiment, communicate and coach throughout the process of transformation. Some of the reasons for organizational change are: competition, corporate mergers and acquisitions, changing consumer demands, globalization, technology, government regulations and policies, change of management. Globalization is the manufacture and sale of goods or services to multiple markets around the world.
During a period of change, employees often become confused and insecure. Employees experience great distress when they perceive a communication vacuum, a void in which they are not given adequate information about what is happening in organization. Resistance occurs when employees either do nothing to enact the expected changes, or actively resist and undermine the change effort. Without knowledge, understanding and participation, employees are not likely to help organization to reach the goals. Fear, interruption of routine, loss of faith, and feeling that past efforts are meaningless contribute to change resistance. It‘s possible to reduce most fear and resistance trough productive change communication. Trouble can arise when change makers ignore the importance of change communication. They want employee buy-in, which is acceptance of and agreement to change. Change communication is both multidirectional and multimedia communication.
Multidirectional communication is the design of messages that can reach all employees throughout organization.
Multimedia communication is the use of many channels to transmit a message.
If you want other people to buy-in, you need to design a compelling argument that details the purpose of the change with concrete reasons and advantages. You also need to present information on what your competitors are doing, what your costumers want, and what the consequences may be if you don’t change. Finally you need to communicate a vision that describes where the organization will be in the future.
Messages also need to be conveyed using good timing. While employees need a chance to process the information they also need opportunity to talk about the change. Messages presented before the change provide reasons, explanations, expectations, and plan strategies. Messages exchanged during the changes can enhance or alter process improvements and experimentation. Finally messages shared after the change can include feedback, evaluations and new directions.
A natural outgrowth of change is conflict, and workplace conflict is not unusual. Conflict is an event expressed trough communication when individuals or groups behave in ways that indicate they have incompatible positions or goals.
Disputants are the different parties involved in a conflict.
Intragroup conflict is a problem that occurs within a single group of people.
Intergroup conflict is a problem that arises between two or more groups.
Behavior and verbal statements are conveyed during the initial stages of conflict reflect the position. A position is a definitive goal or demand advanced by one or both parties that underscores an attitude or disposition. Interests on the other hand, are the reasons or motivations underlying the position. Interests can be basic feelings, needs, or desires that may be fulfilled trough achievement of the certain positional goals.
Several basic communicational skills are called on in conflict situations:
Active listening is an important skill in a conflict situation because it enables disputants to learn about opposing party’s needs and feelings and gain their perspective about the problem.
Verbal diplomacy- speaking diplomatically involves tact and self control. Framing the message in a way that avoids irritating or offending others is a valuable skill in conflict.
Flexibility in interpersonal style means the ability to change and adopt verbal and non verbal behaviors.
There are four main types of conflict, which can combine in several ways:
Communication conflicts arise as a result of interpreted meaning, styles of communications and behaviors.
Social view conflicts concern basic values, beliefs, moral, ethical or philosophical perspectives.
Fundamental interest conflicts comprise emotions, needs, self defense, ego-centered interests and expectations.
Business conflict tend to combine all types of conflicts including personality clashes, disagreements about how to interpret tasks or procedures, power and decision making, resource competition, and entitlements, and turf issues.
Traditional conflict strategies focus on a desired outcome, such as settlement. Negotiation is a give and take technique to achieve accord trough a process of compromise or the offering of proposals and counterproposals. Some forms of negation are used depending on the conflict: positional barging, meditation, conflict management, arbitration. No matter which traditional strategy is used or what outcome is achieved the disputants may still come back to conflict. Transformative communication focuses on interaction and relationship building by reframing the terms and concepts of conflict rather than focusing on a finish line. Dialogue transformation is a relationship-dialogue process that can be used to modify differences and disputes.
At same point of conflict disputants are encouraged to share and explore their honest emotions about the conflict, any stereotypes they hold about others and the interests or reasons behind their position. It’s a stage of exploring interests and emotions.
In a stage of re framing and replacing expectations disputants jointly begin the process of recasting the terms and meanings of various words, concepts and ideas embroiled in the conflict.
Converting and resolving-at this stage parties further explore their feelings about the conflict and specific interests using the reframed terms. Conflict conversation allows disputants to refocus on the issues and collaboratively move the discussion toward mutually agreed-upon solutions.
We can conclude that the most important thing for successful change to happen is appropriate change communication because shared knowledge is far more powerful and leads to greater productivity. Business must be able to adapt to the changing world of business or face an uncertain fate.
chapter 13
Group 4
Chapter 13
Interpersonal and collaborative messages
This chapter will feature the development of interpersonal relationships, nonverbal behaviors and working collaboratively in business. Interpersonal communication is verbal, nonverbal and listening interaction between at least two people engaged in co-creation of a relationship. Two messages are actually expressed in any given interaction. The content message is stated and the relationship message is implied trough both the nonverbal behaviors demonstrated and the way the message is stated.
Relationships are established trough interpersonal interaction, so communications and relationships are intertwined. A relationship is a dynamic system coordinated trough communication between two or more people. Relationships are always changing because the people involved are always changing. Developing positive relationships with co-workers, vendors and customers can mean increased productivity and moral. The patterns of our relationships can establish aspects of relational power, control, and influence. Complementary relationship occurs when communicators engage in contrasting behavior in which one person controls and the other relinquishes control. Symmetrical relationship occurs when the communicators mirror each other’s behavior. Because people and their interactions are not static, no relationship is stuck permanently in either a complementary or a symmetrical arrangement.
Every communications event involves rules that are both cultural and relational. Cultural rules for business groups are subdivided into tree types – interactive, standard, and role related.
Nonverbal behavior manages and regulates conversation, displays emotions and feeling, provides feedback, and influences others. Nonverbal communication refers to body movements or vocal variations that communicate without words. There are six types of nonverbal communication:
1. Kinesic behaviors refer to body movements we use to communicate.
2. Eye behavior refers to eye movements that communicate emotions, facilitate and regulate conversation and monitor reactions.
3. Paralanguage involves vocal sounds other than words. It s how you say something rather than what the word means. Vocal interferences are paralinguistic sounds such as “um”, “er” and “uh” that fill dead air during speech.
4. Chronemics is the study of how people use and perceive time.
5. Proxemics is the study of how people use space and distance.
6. Haptics involves touching behaviors.
A small group is composed of two or more interdependent people who are aware of their group membership and who communicate to accomplish common goals. A group does not exist unless there is interaction among its members. Small-group communication is a specific type of interpersonal communication. Group members are not only interdependent on one another to achieve group goals, but aware of their membership in the group. Business groups are often more attractive to people when they perceive that member commitment, cohesion, collaboration and effective conflict modification strategies exist. The four C’s of small groups are:
1. Commitment (refers to members’ consistent participation on group-related tasks, and dedication to maintaining group values and achieving group goals.
2. Cohesion is the establishment of harmonious and compatible working relationships.
3. Collaboration occurs when members of a team work together to accomplish a task.
4. Conflict strategies are problem modification techniques that groups use to resolve disputes.
Conformity is acceptance of influence and adherence to group rules.
Groupthink occurs when members neglect relevant news or information that contradicts what the group already believes.
Leadership is the ability to influence people and share a vision that moves projects or organization forward in a productive and creative way. Good business leaders use both relational and task leadership skills to further the goals of the group and those of the company. To influence behavior you must first influence attitudes.
Agendas are guidelines for discussion topics and time frames for goal accomplishment during meetings.
Technology has provided many new virtual team work channels to communicate through. Collaborative commerce or c-commerce is emerging technology that allows companies to collaborate with customers, suppliers and distributors to improve existing product and services. When time and money prohibit face-to-face business meeting with professionals at different geographic locations, distance conferences bring people together from wherever they are. Teleconferencing is the most common type of distance meeting in which participants communicate by phone from different locations. Videoconferencing combines both visual and verbal communication. Web conferencing is use of compact cameras and microphones attached to personal or laptop computers to send and receive audio and video messages transmitted over the internet.
While it is possible to develop and maintain relationships without face-to-face human interaction, interacting in person from time to time will strengthen the business relationships. No matter how far technology can go at these days, and how far it will in the future, human factor always was and will be key point in all kind of businesses.
Chapter 13
Interpersonal and collaborative messages
This chapter will feature the development of interpersonal relationships, nonverbal behaviors and working collaboratively in business. Interpersonal communication is verbal, nonverbal and listening interaction between at least two people engaged in co-creation of a relationship. Two messages are actually expressed in any given interaction. The content message is stated and the relationship message is implied trough both the nonverbal behaviors demonstrated and the way the message is stated.
Relationships are established trough interpersonal interaction, so communications and relationships are intertwined. A relationship is a dynamic system coordinated trough communication between two or more people. Relationships are always changing because the people involved are always changing. Developing positive relationships with co-workers, vendors and customers can mean increased productivity and moral. The patterns of our relationships can establish aspects of relational power, control, and influence. Complementary relationship occurs when communicators engage in contrasting behavior in which one person controls and the other relinquishes control. Symmetrical relationship occurs when the communicators mirror each other’s behavior. Because people and their interactions are not static, no relationship is stuck permanently in either a complementary or a symmetrical arrangement.
Every communications event involves rules that are both cultural and relational. Cultural rules for business groups are subdivided into tree types – interactive, standard, and role related.
Nonverbal behavior manages and regulates conversation, displays emotions and feeling, provides feedback, and influences others. Nonverbal communication refers to body movements or vocal variations that communicate without words. There are six types of nonverbal communication:
1. Kinesic behaviors refer to body movements we use to communicate.
2. Eye behavior refers to eye movements that communicate emotions, facilitate and regulate conversation and monitor reactions.
3. Paralanguage involves vocal sounds other than words. It s how you say something rather than what the word means. Vocal interferences are paralinguistic sounds such as “um”, “er” and “uh” that fill dead air during speech.
4. Chronemics is the study of how people use and perceive time.
5. Proxemics is the study of how people use space and distance.
6. Haptics involves touching behaviors.
A small group is composed of two or more interdependent people who are aware of their group membership and who communicate to accomplish common goals. A group does not exist unless there is interaction among its members. Small-group communication is a specific type of interpersonal communication. Group members are not only interdependent on one another to achieve group goals, but aware of their membership in the group. Business groups are often more attractive to people when they perceive that member commitment, cohesion, collaboration and effective conflict modification strategies exist. The four C’s of small groups are:
1. Commitment (refers to members’ consistent participation on group-related tasks, and dedication to maintaining group values and achieving group goals.
2. Cohesion is the establishment of harmonious and compatible working relationships.
3. Collaboration occurs when members of a team work together to accomplish a task.
4. Conflict strategies are problem modification techniques that groups use to resolve disputes.
Conformity is acceptance of influence and adherence to group rules.
Groupthink occurs when members neglect relevant news or information that contradicts what the group already believes.
Leadership is the ability to influence people and share a vision that moves projects or organization forward in a productive and creative way. Good business leaders use both relational and task leadership skills to further the goals of the group and those of the company. To influence behavior you must first influence attitudes.
Agendas are guidelines for discussion topics and time frames for goal accomplishment during meetings.
Technology has provided many new virtual team work channels to communicate through. Collaborative commerce or c-commerce is emerging technology that allows companies to collaborate with customers, suppliers and distributors to improve existing product and services. When time and money prohibit face-to-face business meeting with professionals at different geographic locations, distance conferences bring people together from wherever they are. Teleconferencing is the most common type of distance meeting in which participants communicate by phone from different locations. Videoconferencing combines both visual and verbal communication. Web conferencing is use of compact cameras and microphones attached to personal or laptop computers to send and receive audio and video messages transmitted over the internet.
While it is possible to develop and maintain relationships without face-to-face human interaction, interacting in person from time to time will strengthen the business relationships. No matter how far technology can go at these days, and how far it will in the future, human factor always was and will be key point in all kind of businesses.
chapter 12
Group 4
Chapter 12
Culture: inside and out
This chapter will explore both macro (dominant) and micro (corporate) culture and strategies to understand and work effectively within it. Culture is the most profound unseen force. Cultural values can still be perceived and recognized by people.
From a macro perspective, culture is a communally produced and shared model of reality that communicates how a group is expected to behave, think, and feel as a society.
We learn a particular way of life through a process of socialization, which is learning from human interaction. The social knowledge helps to shape both our lifestyle and our self-concept.
Not everyone communicates in the same way we do or values the same things. E.g. if you have excellent communication skills for North America, you will need to adjust your style and learn appropriate behavior in order to communicate effectively with people from other cultures.
In the 21st century, the landscape of business is a diversity of workers from many different backgrounds and perspectives. Mutual respect and consideration for people and their differences are fundamental for both individuals and the organizations in which they work. Ethnocentrism is the belief that one’s own culture is superior to others and it can become barrier that hinders harmony and sabotages productive working relationships. Race-ethnicity refers to inherited biological characteristics of a group (skin color, facial features and other physical variations). It refers to cultural characteristics too.
Different generations of people have different perspectives based on their historical experiences in the world. From a business perspective, stereotypes about age can damage organizational productivity.
Socioeconomic-economic issues can affect a person’s ability to obtain good health care, education, and professional advancement. Antiquated viewpoints are changing, and today it’s more likely to see associating between people with different ranks.
Gender roles are learned throughout our cultural life because we are socialized to expect certain behaviors from men and other behaviors from women. Gender differences shouldn’t affect our perspective of our co-workers, same as physical disabilities shouldn’t too. As a meatier of a fact workers with disabilities are often more reliable than other workers.
A micro view of organizational culture- a corporate culture is the way the organization operates, how it is structured, how members are expected to behave, and what organization believes is important. This culture defines the organization. Organizations are smaller societies, or co-cultures, that exist within the larger national culture. These co-cultures have their own values, beliefs, and codes of behavior.
A deep culture is the organization’s identity, what it believes, perceives, and considers important. The elements of deep organizational culture include values, perspective, and vision. Values represent a set of shared principles defining what is important to members of an organization. Values encompass basic beliefs, the feeling or opinions people hold about what is right or true. A perspective is a particular way of thinking about the world. Some perspectives are deeply held attitudes that are shared among organizational members. An attitude is learned inclination toward or away from an idea, object or person. An organization’s vision is its purpose, mission and future direction. The vision emphasizes the importance of reaching company goals.
Those aspects of culture that can be seen, heard, or directly experienced by people are observable culture and it is rich in symbolism. Norms are a series of behavior codes that guide acceptable conduct in an organization. Rites and rituals are various activities, ceremonies-particular performance interactions that convey organizational values. They can unite employees as a team. Heroes are organizational members who best demonstrate and symbolize company values.
Every corporate culture has its own lore, stories or legends shared by members that reveal company history. Lore provides vivid, dramatic insights into how members believe the organization really works. While employees share numerous stories that describe how things work in a company, these are four main themes to lore: “how does the company feel about rule breaking”, “is the boss human”, “will I get fired”, and “how does the company deals with obstacles”.
In 21st century, with such a vast diversity in business and all around the globe, we should foster and practice our own culture but also be respectful and familiar with others, leaving no room to prejudge.
Chapter 12
Culture: inside and out
This chapter will explore both macro (dominant) and micro (corporate) culture and strategies to understand and work effectively within it. Culture is the most profound unseen force. Cultural values can still be perceived and recognized by people.
From a macro perspective, culture is a communally produced and shared model of reality that communicates how a group is expected to behave, think, and feel as a society.
We learn a particular way of life through a process of socialization, which is learning from human interaction. The social knowledge helps to shape both our lifestyle and our self-concept.
Not everyone communicates in the same way we do or values the same things. E.g. if you have excellent communication skills for North America, you will need to adjust your style and learn appropriate behavior in order to communicate effectively with people from other cultures.
In the 21st century, the landscape of business is a diversity of workers from many different backgrounds and perspectives. Mutual respect and consideration for people and their differences are fundamental for both individuals and the organizations in which they work. Ethnocentrism is the belief that one’s own culture is superior to others and it can become barrier that hinders harmony and sabotages productive working relationships. Race-ethnicity refers to inherited biological characteristics of a group (skin color, facial features and other physical variations). It refers to cultural characteristics too.
Different generations of people have different perspectives based on their historical experiences in the world. From a business perspective, stereotypes about age can damage organizational productivity.
Socioeconomic-economic issues can affect a person’s ability to obtain good health care, education, and professional advancement. Antiquated viewpoints are changing, and today it’s more likely to see associating between people with different ranks.
Gender roles are learned throughout our cultural life because we are socialized to expect certain behaviors from men and other behaviors from women. Gender differences shouldn’t affect our perspective of our co-workers, same as physical disabilities shouldn’t too. As a meatier of a fact workers with disabilities are often more reliable than other workers.
A micro view of organizational culture- a corporate culture is the way the organization operates, how it is structured, how members are expected to behave, and what organization believes is important. This culture defines the organization. Organizations are smaller societies, or co-cultures, that exist within the larger national culture. These co-cultures have their own values, beliefs, and codes of behavior.
A deep culture is the organization’s identity, what it believes, perceives, and considers important. The elements of deep organizational culture include values, perspective, and vision. Values represent a set of shared principles defining what is important to members of an organization. Values encompass basic beliefs, the feeling or opinions people hold about what is right or true. A perspective is a particular way of thinking about the world. Some perspectives are deeply held attitudes that are shared among organizational members. An attitude is learned inclination toward or away from an idea, object or person. An organization’s vision is its purpose, mission and future direction. The vision emphasizes the importance of reaching company goals.
Those aspects of culture that can be seen, heard, or directly experienced by people are observable culture and it is rich in symbolism. Norms are a series of behavior codes that guide acceptable conduct in an organization. Rites and rituals are various activities, ceremonies-particular performance interactions that convey organizational values. They can unite employees as a team. Heroes are organizational members who best demonstrate and symbolize company values.
Every corporate culture has its own lore, stories or legends shared by members that reveal company history. Lore provides vivid, dramatic insights into how members believe the organization really works. While employees share numerous stories that describe how things work in a company, these are four main themes to lore: “how does the company feel about rule breaking”, “is the boss human”, “will I get fired”, and “how does the company deals with obstacles”.
In 21st century, with such a vast diversity in business and all around the globe, we should foster and practice our own culture but also be respectful and familiar with others, leaving no room to prejudge.
chapter 11
Group 4
Chapter 11
Writing strategies for reports and proposals
This chapter refines direct and indirect strategies and applies them to the purposes of reports and proposals. Same direct and indirect strategies that apply to overall construction of a report can also be applied to the specific components of the report. For the purposes of style and maintaining reader interest these strategies can be varied.
The audience you are trying to reach dictates report type. Supervisors and other interested individuals will not require as much contextual information as individuals outside your business. So you should determine the needed response and use a direct strategy (use this strategy when you don’t anticipate resistance from the reader and don’t have to persuade the reader to agree with you) if you need nothing, or if an investment of some kind is required you should use indirect strategy.
The types of reports are connected to the strategy. The purpose of the report also dictates whether you should use a direct or indirect strategy. Informative reports can be delivered directly. Persuasive documents usually require more explanations. In this case an indirect strategy is generally better approach. When justifying an action or policy (or when it comes to analytical reports) it may be necessary to both inform and persuade at the same time. Conclusion is to combine informative reports and direct strategy, persuasive report and indirect strategy, analytical report and both direct and indirect strategy.
Well written reports and proposals use organizational techniques to make a document easier to read. The most important things you need to know about writing any document are how to write clearly, how to be concise but thorough, and how to organize and format information. Business writers organize information with bullets. Bullets should be used to do more than simply record information, providing a supportive narrative, or an explanation to accompany the bulleted data, allows the writer to remain connected in a form of dialogue with the audience. Also the billeted information can confuse the reader when it s not introduced.
A task or work plan is essential in most proposals, it identifies for the reader what tasks have to be performed (resources needed, time frames required to complete the projected). Good idea is to divide tasks into separate categories, considering the quantity of information related.
In the goals and objectives section of the proposal you should specify your primary goal first and then any secondary goals that may be accomplished. Your objectives should reflect broad strategies necessary to achieve your goals. Summary is: objectives follow the goals because they define how the project goals will be accomplished.
An executive summary is a concise overview of a report. In addition to identifying yourself or your company, the summary also presents the problem you are addressing. Because it encapsulates the entire report, it must be written after the report has been completed. The strategy used for constructing the executive summary should reflect the basic strategy used in the original design of the report. Avoid expressing opinions, inserting new data, giving examples; also avoid quoting from the report.
The introduction of your report or proposal sets the tone for the rest of the document. The introduction should “hook” the readers and make them want to read more, so it should be engaging and clear. If you are using direct strategy present your context, basic topic and suggested solutions right away. In that way you direct the readers toward the conclusions you have already developed. If you are using indirect strategy present your context and basic topic but do not specifically indicate your suggestions.
Background can be delivered directly because it sets the stage for your project. You can choose to take chronological approach (arranges the data according to the order in which they occurred), situational approach (discusses events from the perspectives of certain departments or individuals), statistical approach (provides a series of number facts which may be appropriate if the data you are relating are informational or influence the ultimate goal). Whichever approach you choose be sure that the tone of the introduction matches the rest of the document.
Problem and topic statements redefine and clarify the specific issue mentioned in the introduction and developed by the background. Be sure to accompany research and background with your analysis of the problem. In your problem statement you must explain how these facts relate to underlying issues that your report or proposal will address. When using the direct strategy begin with the problem statement, followed by analysis, and end with a description of how the outcome of the report will address the problem. When using the indirect strategy begin with analysis, and then end with a precise problem statement.
Goals and objectives section should be delivered using a direct strategy. It’s imperative that your audience completely understand the goals of the report. Any vagueness in their description will lead the audience to believe that you haven’t fully analyzed the issue.
Graphs and tables are included in documents to illustrate specific points, and they should be explained in the text surrounding it.
Your audience needs to know that you have considered all ramifications, good and bad, of the resolution you are offering. Considering that fact, solutions and recommendations must be direct.
Most importantly, end your report on a positive note. This is especially important when the message you deliver is negative. So if the message is negative, much more attention should be paid to positive aspects of the negative fact.
Now when we are introduced with applications of direct and indirect strategies to the elements of reports (formal or informal), we can conclude that the puzzle key for success business lies not only in schemes and patterns but in our power of judgment when and which one should be used.
Chapter 11
Writing strategies for reports and proposals
This chapter refines direct and indirect strategies and applies them to the purposes of reports and proposals. Same direct and indirect strategies that apply to overall construction of a report can also be applied to the specific components of the report. For the purposes of style and maintaining reader interest these strategies can be varied.
The audience you are trying to reach dictates report type. Supervisors and other interested individuals will not require as much contextual information as individuals outside your business. So you should determine the needed response and use a direct strategy (use this strategy when you don’t anticipate resistance from the reader and don’t have to persuade the reader to agree with you) if you need nothing, or if an investment of some kind is required you should use indirect strategy.
The types of reports are connected to the strategy. The purpose of the report also dictates whether you should use a direct or indirect strategy. Informative reports can be delivered directly. Persuasive documents usually require more explanations. In this case an indirect strategy is generally better approach. When justifying an action or policy (or when it comes to analytical reports) it may be necessary to both inform and persuade at the same time. Conclusion is to combine informative reports and direct strategy, persuasive report and indirect strategy, analytical report and both direct and indirect strategy.
Well written reports and proposals use organizational techniques to make a document easier to read. The most important things you need to know about writing any document are how to write clearly, how to be concise but thorough, and how to organize and format information. Business writers organize information with bullets. Bullets should be used to do more than simply record information, providing a supportive narrative, or an explanation to accompany the bulleted data, allows the writer to remain connected in a form of dialogue with the audience. Also the billeted information can confuse the reader when it s not introduced.
A task or work plan is essential in most proposals, it identifies for the reader what tasks have to be performed (resources needed, time frames required to complete the projected). Good idea is to divide tasks into separate categories, considering the quantity of information related.
In the goals and objectives section of the proposal you should specify your primary goal first and then any secondary goals that may be accomplished. Your objectives should reflect broad strategies necessary to achieve your goals. Summary is: objectives follow the goals because they define how the project goals will be accomplished.
An executive summary is a concise overview of a report. In addition to identifying yourself or your company, the summary also presents the problem you are addressing. Because it encapsulates the entire report, it must be written after the report has been completed. The strategy used for constructing the executive summary should reflect the basic strategy used in the original design of the report. Avoid expressing opinions, inserting new data, giving examples; also avoid quoting from the report.
The introduction of your report or proposal sets the tone for the rest of the document. The introduction should “hook” the readers and make them want to read more, so it should be engaging and clear. If you are using direct strategy present your context, basic topic and suggested solutions right away. In that way you direct the readers toward the conclusions you have already developed. If you are using indirect strategy present your context and basic topic but do not specifically indicate your suggestions.
Background can be delivered directly because it sets the stage for your project. You can choose to take chronological approach (arranges the data according to the order in which they occurred), situational approach (discusses events from the perspectives of certain departments or individuals), statistical approach (provides a series of number facts which may be appropriate if the data you are relating are informational or influence the ultimate goal). Whichever approach you choose be sure that the tone of the introduction matches the rest of the document.
Problem and topic statements redefine and clarify the specific issue mentioned in the introduction and developed by the background. Be sure to accompany research and background with your analysis of the problem. In your problem statement you must explain how these facts relate to underlying issues that your report or proposal will address. When using the direct strategy begin with the problem statement, followed by analysis, and end with a description of how the outcome of the report will address the problem. When using the indirect strategy begin with analysis, and then end with a precise problem statement.
Goals and objectives section should be delivered using a direct strategy. It’s imperative that your audience completely understand the goals of the report. Any vagueness in their description will lead the audience to believe that you haven’t fully analyzed the issue.
Graphs and tables are included in documents to illustrate specific points, and they should be explained in the text surrounding it.
Your audience needs to know that you have considered all ramifications, good and bad, of the resolution you are offering. Considering that fact, solutions and recommendations must be direct.
Most importantly, end your report on a positive note. This is especially important when the message you deliver is negative. So if the message is negative, much more attention should be paid to positive aspects of the negative fact.
Now when we are introduced with applications of direct and indirect strategies to the elements of reports (formal or informal), we can conclude that the puzzle key for success business lies not only in schemes and patterns but in our power of judgment when and which one should be used.
петак, 19. јун 2009.
BUSINESS COMMUNICATION
Group 4
Chapter # 6
Designing Messages with Words
Designing messages with words probably requires intrapersonal communication skills even in impromptu conversation . Verbal messages include oral communication (listening and speaking)as well as written communication (reading and writing ) . We choose our words depending on our audience and the situations in which we find ourselves communicating .Creating a message ,oral or written ,before thinking it through completely can create the conditions for misunderstanding of our message ,which is why we need to think about the words we use.
Verbal Communication is the use of any linguistic symbol-spoken , sign or written language to accomplish message goals . Speaking orally to an audience is one form of verbal communication.
Verbal sounds and writing are human channels of communication that depend on a system of language symbols to communicate meaningful messages.
Words are symbols that we use in speech . Groups of sounds combine to form the roots of words . From them phrases are formed and finally phrases combine to make sentences. People combine and organize word symbols into sentences to form meaningful verbal expressions. A communicator` s effectiveness depends on the appropriate choice of words and their arrangement in a message. When we design a message ,we must choose language that will enable the receiver to interpret our meaning as closely as possible to what we intend.
What is a Verbal Style?
Our particular choice of words ,phrases or sentence arrangements , and the formality of expression we use create our verbal style . While verbal style is a set of behaviors that reflect aspects varies depending on the context in which the verbal interaction occurs . We adapt it to our purposes and to accommodate other people. For example:
-If you were explaining your profession to a child you must use simple and vivid words , on the other side when you do the same to a adult you will be formal and specific , using complex language.
There are nine primary verbal communication styles , used in different purposes , your choice of style depends on how you are involved and the relationship you share with people you are communicating.
The following is a list of types of verbal styles:
-EXPRESSIVE AND SUPPORTIVE STYLE- This style is generally informal. Requires knowledge of cultural context in which the message is being transmitted since metaphors and proverbs do not always translate well from culture to culture . This style is straightforward . It invites the receiver to respond in an open manner and fosters a comfortable atmosphere to make the audience feel at ease and valued. An expressive style may also emphasize positive aspects of the speaker `s personality and performance.
-DYNAMIC STYLE-Formal or informal attempts to create a lasting image in the mind of the receiver .Uses stories and anecdotes to keep audience interested. This style is useful for presenting new or controversial material and also it can help build rapport between speaker and audience.
-COMBATIVE STYLE- Usually informal; a disputing and challenging style in which the message designer argues with the other` s position. Although this style seems negative , constructive argumentation can be positive and even necessary when evaluating choices and making decisions.
-MINIMALIST STYLE-This style is often formal ; uses understatement to provide the bare bones of an idea. Gives a minimum of description or explanation. The receiver of a spoken minimalist message needs to know a great deal about the message ` s context in order to understand it. Otherwise , the receiver must work hard to interpret the message.
-SUBTEXTUAL STLE- Can be formal or informal; delays the message goal and sometimes hides or disguises it . This style is based on indirect communication. In American business this style is used to deliver bad news or persuade the audience.
-DESCRIPTIVE STYLE - Is often informal ; provides details ,definition and description. This style demonstrates the communicator ` s accuracy and thoroughness. The sender includes enough information and explanation to make the message goal clear to a receiver who may not know much about the subject.
-AUTHORATIVE STYLE- Is almost always formal ; used by a leader to control an interaction. This style often provides the organizing and mobilizing aspects of a communication act.
-LOW KEY STYLE – Can be formal or informal ; used by a speaker to appear unaffected in stressful situations. In a busy or confusing atmosphere like a newsroom, seeming relaxed can calm others.
-DEMONSTRATIVE STYLE- Can be formal or informal ; uses nonverbal behaviors to express meaning. Gestures and facial expressions show the communicator ` s attitude towards the subject and hint at how the receiver should respond.
Talk about Meaning
We attach meaning to symbols and create connections between symbols to generate meaningful concepts and ideas. These connections generally come from our experience ,education and culture. There are two types of word meanings :
Denotation –is a literal or common description of a word that can be found in a dictionary. For example word tree is defined as a woody perennial plant with a long stem and few or no branches on its lower part. We all know what a tree is because we have semantically made a connection between the word symbol tree and the physical object it represents. This word has a variety of denotation meanings ….example: family tree, shoe tree , phone tree , etc.
Connotation- is less definitive and involves the personal or emotional feelings that we associate with words. Our emotional association with a word or symbol derives from our personal experience , becomes it` s meaning. The word tree may bring to mind a cool summer evening and on the other side can relate to fear if you have fallen from the tree. We are usually aware of the denotation meanings of words and expect others to view them as we do.
Speaking of Rules
There are four type of linguistic speaking rules:
-Grammatical rules – includes sentence construction , the arrangement of words ,syntax and language fluidity. In order to understand someone we apply grammatical rules.Spoken communication must follow these rules to a degree .
-Talking and interaction rules – include topic relevance ,turn taking , length of talk time , silence and clarity, these rules govern ordinary interactions such as conversations. If everyone spoke at once or not speak at all there will be no conversation , in order for this not to happen we need take turns.
-Social rules –include greetings ,appropriate word usage ,style of expression and ambiguity. We are thought to be polite, have manners to say `` please`` and ``thank you`` .
- Semantical rules –include denotative and connotative meaning. Words that have particular meanings for some individuals have different connotations for others ,and many meanings change according to the context in which the words are used.
To accomplish communication goals rules are used depending on situation and are used in combinations. Rules are not static, because language usage adapts to situations.
What Are You Talking About?
Sometimes when we talk in conversation write ,or make oral presentation we assume people will understand the words we use .
-Jargon is a specialized language used by members of a specific profession or field that denotes technical knowledge. Talking with people who are technically knowledgeable and will understand jargon can make the messages meanings more precise.
-Slang is an informal set of terms used within social group of culture.
Language Limitations
Most of the time when we speak we think that we are clear enough to be understood , often happens that receiver misunderstands our message ,this can happen if are language usage is limited .Verbal problems may make our message less powerful and vague but meaning still can remain understandable ,that is why we should carefully select our verbal style.
-Abstraction –is when using complicated rather than concrete language.
-Bypassing occurs when different meanings are associated with the same word symbol or different symbols are used to identify the same idea or object.
-Fact inference is jumping to conclusions.
-Misused words means that words are misapplied.
-Overgeneralization is the use of sweeping statements that do not provide enough information.
-Extremism means to see the word simplistically in black and white rather than in shades of gray.Extremism fails to allow a range of responses to a statement or actions.Meaning,it is just good or bad-goes to the extreme.
-Inflexibility results from rigidity in our awareness of the world around us. Even though we are constantly gaining new experiences and learning new things we retain perception as if nothing has changed.
Must we Talk?
When we pay close attention to the words we use to communicate or relate to audience it is possible for use to become self conscious and we question our ability to deliver a message and may convert ability to inability. This is called CA or communication apprehension.
This mostly happens when we are about to give an oral presentation. In situations like these people become so nervous that their mouth dries up and heart pounds. CA is common and widespread , because when we are anxious while talking to a stranger for example we want them to go from us knowing they learned something or are left with an impression.
Why are we scared?
CA factors:
-introversion or introspective people prefer to listen rather then to participate in interaction. Usually they are very shy , timid and quite.
-Alienation – there is a percentage of people who m ay not have learned primary speech rules of communication and may fail to respond to a question and often can interrupt the speaker which is rude and inappropriate.
-Low self -esteem are people who don `t feel good about themselves that is why they think they have nothing worthy of saying.
-Cultural divergence – because cultures are different this leads us to a meaning that some thing that are culturally appropriate may not been in an other culture.
-Poor communication skills – because of the lack of grammar skills and vocabulary people may not know how to say things in a proper way .
-Communication incompetence is similar to alienation. Those people who have CI are the ones who doubt in their ability to communicate.
Using Persuasion and Building Arguments
-Persuasion is the process of attempting to influence people `s behavior , attitudes or beliefs .
-Argument is a statement or series of statement aimed at influencing behavior, attitude and beliefs through reasoning.
-Grounds are the reasons or evidence used to support an argument .
-Warrants are reasoning making a relationship of the evidence to the claim.
-Claim is a statement of fact or opinion.
*CONCLUSION : It is very important to choose words carefully and to be aware of the audience . Consider your relationship with the people . Limit the use of jargon when you are not completely sure that people will understand , keep an open mind .Avoid the use of slang I professional speech, plan many aspects of the verbal communication event if possible. Don ` t hog the conversation! Pay attention to those who speak.
Group 4
Chapter # 6
Designing Messages with Words
Designing messages with words probably requires intrapersonal communication skills even in impromptu conversation . Verbal messages include oral communication (listening and speaking)as well as written communication (reading and writing ) . We choose our words depending on our audience and the situations in which we find ourselves communicating .Creating a message ,oral or written ,before thinking it through completely can create the conditions for misunderstanding of our message ,which is why we need to think about the words we use.
Verbal Communication is the use of any linguistic symbol-spoken , sign or written language to accomplish message goals . Speaking orally to an audience is one form of verbal communication.
Verbal sounds and writing are human channels of communication that depend on a system of language symbols to communicate meaningful messages.
Words are symbols that we use in speech . Groups of sounds combine to form the roots of words . From them phrases are formed and finally phrases combine to make sentences. People combine and organize word symbols into sentences to form meaningful verbal expressions. A communicator` s effectiveness depends on the appropriate choice of words and their arrangement in a message. When we design a message ,we must choose language that will enable the receiver to interpret our meaning as closely as possible to what we intend.
What is a Verbal Style?
Our particular choice of words ,phrases or sentence arrangements , and the formality of expression we use create our verbal style . While verbal style is a set of behaviors that reflect aspects varies depending on the context in which the verbal interaction occurs . We adapt it to our purposes and to accommodate other people. For example:
-If you were explaining your profession to a child you must use simple and vivid words , on the other side when you do the same to a adult you will be formal and specific , using complex language.
There are nine primary verbal communication styles , used in different purposes , your choice of style depends on how you are involved and the relationship you share with people you are communicating.
The following is a list of types of verbal styles:
-EXPRESSIVE AND SUPPORTIVE STYLE- This style is generally informal. Requires knowledge of cultural context in which the message is being transmitted since metaphors and proverbs do not always translate well from culture to culture . This style is straightforward . It invites the receiver to respond in an open manner and fosters a comfortable atmosphere to make the audience feel at ease and valued. An expressive style may also emphasize positive aspects of the speaker `s personality and performance.
-DYNAMIC STYLE-Formal or informal attempts to create a lasting image in the mind of the receiver .Uses stories and anecdotes to keep audience interested. This style is useful for presenting new or controversial material and also it can help build rapport between speaker and audience.
-COMBATIVE STYLE- Usually informal; a disputing and challenging style in which the message designer argues with the other` s position. Although this style seems negative , constructive argumentation can be positive and even necessary when evaluating choices and making decisions.
-MINIMALIST STYLE-This style is often formal ; uses understatement to provide the bare bones of an idea. Gives a minimum of description or explanation. The receiver of a spoken minimalist message needs to know a great deal about the message ` s context in order to understand it. Otherwise , the receiver must work hard to interpret the message.
-SUBTEXTUAL STLE- Can be formal or informal; delays the message goal and sometimes hides or disguises it . This style is based on indirect communication. In American business this style is used to deliver bad news or persuade the audience.
-DESCRIPTIVE STYLE - Is often informal ; provides details ,definition and description. This style demonstrates the communicator ` s accuracy and thoroughness. The sender includes enough information and explanation to make the message goal clear to a receiver who may not know much about the subject.
-AUTHORATIVE STYLE- Is almost always formal ; used by a leader to control an interaction. This style often provides the organizing and mobilizing aspects of a communication act.
-LOW KEY STYLE – Can be formal or informal ; used by a speaker to appear unaffected in stressful situations. In a busy or confusing atmosphere like a newsroom, seeming relaxed can calm others.
-DEMONSTRATIVE STYLE- Can be formal or informal ; uses nonverbal behaviors to express meaning. Gestures and facial expressions show the communicator ` s attitude towards the subject and hint at how the receiver should respond.
Talk about Meaning
We attach meaning to symbols and create connections between symbols to generate meaningful concepts and ideas. These connections generally come from our experience ,education and culture. There are two types of word meanings :
Denotation –is a literal or common description of a word that can be found in a dictionary. For example word tree is defined as a woody perennial plant with a long stem and few or no branches on its lower part. We all know what a tree is because we have semantically made a connection between the word symbol tree and the physical object it represents. This word has a variety of denotation meanings ….example: family tree, shoe tree , phone tree , etc.
Connotation- is less definitive and involves the personal or emotional feelings that we associate with words. Our emotional association with a word or symbol derives from our personal experience , becomes it` s meaning. The word tree may bring to mind a cool summer evening and on the other side can relate to fear if you have fallen from the tree. We are usually aware of the denotation meanings of words and expect others to view them as we do.
Speaking of Rules
There are four type of linguistic speaking rules:
-Grammatical rules – includes sentence construction , the arrangement of words ,syntax and language fluidity. In order to understand someone we apply grammatical rules.Spoken communication must follow these rules to a degree .
-Talking and interaction rules – include topic relevance ,turn taking , length of talk time , silence and clarity, these rules govern ordinary interactions such as conversations. If everyone spoke at once or not speak at all there will be no conversation , in order for this not to happen we need take turns.
-Social rules –include greetings ,appropriate word usage ,style of expression and ambiguity. We are thought to be polite, have manners to say `` please`` and ``thank you`` .
- Semantical rules –include denotative and connotative meaning. Words that have particular meanings for some individuals have different connotations for others ,and many meanings change according to the context in which the words are used.
To accomplish communication goals rules are used depending on situation and are used in combinations. Rules are not static, because language usage adapts to situations.
What Are You Talking About?
Sometimes when we talk in conversation write ,or make oral presentation we assume people will understand the words we use .
-Jargon is a specialized language used by members of a specific profession or field that denotes technical knowledge. Talking with people who are technically knowledgeable and will understand jargon can make the messages meanings more precise.
-Slang is an informal set of terms used within social group of culture.
Language Limitations
Most of the time when we speak we think that we are clear enough to be understood , often happens that receiver misunderstands our message ,this can happen if are language usage is limited .Verbal problems may make our message less powerful and vague but meaning still can remain understandable ,that is why we should carefully select our verbal style.
-Abstraction –is when using complicated rather than concrete language.
-Bypassing occurs when different meanings are associated with the same word symbol or different symbols are used to identify the same idea or object.
-Fact inference is jumping to conclusions.
-Misused words means that words are misapplied.
-Overgeneralization is the use of sweeping statements that do not provide enough information.
-Extremism means to see the word simplistically in black and white rather than in shades of gray.Extremism fails to allow a range of responses to a statement or actions.Meaning,it is just good or bad-goes to the extreme.
-Inflexibility results from rigidity in our awareness of the world around us. Even though we are constantly gaining new experiences and learning new things we retain perception as if nothing has changed.
Must we Talk?
When we pay close attention to the words we use to communicate or relate to audience it is possible for use to become self conscious and we question our ability to deliver a message and may convert ability to inability. This is called CA or communication apprehension.
This mostly happens when we are about to give an oral presentation. In situations like these people become so nervous that their mouth dries up and heart pounds. CA is common and widespread , because when we are anxious while talking to a stranger for example we want them to go from us knowing they learned something or are left with an impression.
Why are we scared?
CA factors:
-introversion or introspective people prefer to listen rather then to participate in interaction. Usually they are very shy , timid and quite.
-Alienation – there is a percentage of people who m ay not have learned primary speech rules of communication and may fail to respond to a question and often can interrupt the speaker which is rude and inappropriate.
-Low self -esteem are people who don `t feel good about themselves that is why they think they have nothing worthy of saying.
-Cultural divergence – because cultures are different this leads us to a meaning that some thing that are culturally appropriate may not been in an other culture.
-Poor communication skills – because of the lack of grammar skills and vocabulary people may not know how to say things in a proper way .
-Communication incompetence is similar to alienation. Those people who have CI are the ones who doubt in their ability to communicate.
Using Persuasion and Building Arguments
-Persuasion is the process of attempting to influence people `s behavior , attitudes or beliefs .
-Argument is a statement or series of statement aimed at influencing behavior, attitude and beliefs through reasoning.
-Grounds are the reasons or evidence used to support an argument .
-Warrants are reasoning making a relationship of the evidence to the claim.
-Claim is a statement of fact or opinion.
*CONCLUSION : It is very important to choose words carefully and to be aware of the audience . Consider your relationship with the people . Limit the use of jargon when you are not completely sure that people will understand , keep an open mind .Avoid the use of slang I professional speech, plan many aspects of the verbal communication event if possible. Don ` t hog the conversation! Pay attention to those who speak.
четвртак, 18. јун 2009.
CHAPTER 8: Business Writing Design
Communicating through writing has its appeal and it is different than just speaking to someone. Nowadays when you receive an e-mail you can save it in your inbox and it can stay there forever. So if you ever need to know what you and your customer have discussed 6 moths ago, you can just hit up the inbox and know every little detail. Yeah, try remembering a conversation you had 6 moths ago! See what I mean?! It is important to know how to structure an e-mail and in what context because it can seem very unprofessional if you don’t. Written communication gives you time to think what you’re going to say(write) and you do not really have to be ready to answer a question in a split second. You think you can’t be loud when writing? THINK AGAIN!!! I suggest not doing this as YOU MIGHT LOSE A DEAL!!
Zoran Zoran #4
CHAPTER 7: Designing Oral Presentations
Chapter seven gives advice on everything about presentations and points out issues and problems associated with it.
It helps you in such a way that it explains how to make your presentation spot on and get your point across to the audience that is very much awake due to your interesting and seamless presentation. When you talk about something you should be very familiar with it and know exactly what you are talking about, you should have a clear goal of why you are doing the presentation. Understanding what the presentation or a speech will bring you or what you expect from it will help you tailor it to meet certain needs and hit the most important key points. In order to do this you must know and understand who your audience is and what their interests are. It also might be helpful and a bit more interesting to throw in a few jokes here and there to relax the crowd a bit, but be careful what kind of jokes you tell. People in the audience are not your personal friends so you want to use the language appropriate for the occasion. You want to organize your speech so that it “flows” and clearly gets your point across. After the speech, interaction with audience is important, you should ask if they have any questions and/or comments and try to answer them and explain again if necessary.
Zoran Zoran #4
Chapter 5
What meaning means?
You can found definitions of meaning in various dictionaries, but the real definition should come from you. While meaning is a very difficult concept to define or describe, it is worthy of discussion because understanding the why we acquire make, and interpret meaning can help us communicate more effectively.
Conveyor-belt fallacy is assumption that because the message is sent and received, the receiver therefore understands what the message means. While the receiver may physically get your message, he or she may not “get” your meaning. Messages are more than words, sentences, or visual images created as content for the purpose of transmission. Messages contain both intended and interpreted meaning. Intended meaning is the meaning the sender has in mind when designing his or her messages. interpreted meaning is the meaning the receiver interprets from the message. Also, when the intended meaning and interpreted meaning match, shared meaning is created. The connection between the sender and the receiver is not simply either. In our everyday lives we receive more than 10,000 bits of stimuli every second. but we actually focus on and mentally process only a small amount of the data we receive. This way we experience selected sensory stimuli (what we hear, see, taste, touch or smell) and we perceive, organize and interpret what those stimuli are and what they mean to us.
The initial act of sensing occurs whit perception, which happens when you receive and mentally record sensually information. Organizing essentially refers to ordering and categorizing the information you receive like a story and then associating it with knowledge you already have about objects, ideas, and people. Once you have organized the sensory information you began to interpret what the experience may mean. Interpretation refers to analyzing what you are experiencing and what it means from your past experiences with similar behaviors.
Meaning is created and interpreted by people. While meaning is an internal process much of what we perceive, thinks the mean comes from what we have learned from our experiences with family, with friends, and from our culture. Assigned is something that people agree represents something else. Assigned usually is linked with what it represents. A symbol is a type of a sign that has not natural link or has an indirect association to what it represents.
How we acquire meaning comes from the context in which our experience or our communication occurs. Context is the physical, social, and psychological situation in which our communication event occurs. A given context is a like a puzzle made up of many individual pieces that, when combined, help us to assembled the whole puzzle.
Interpersonal context
When we think, we communicate with ourselves. However, interpersonal communication is more than an ongoing dialogue we have with our thinking selves. It is a mental process of becoming an encoding, both internal and external stimuli. Interpersonal decoding is a process of receiving data that originate either inside or outside ourselves and then interpreting and assigning meaning to those data. Interpersonal encoding is a process of organizing data and translating thoughts into a managed internal response.
Personal history context
A personal history context is our memory of past experiences which we used to make sense and meaning of new experiences .
Culture context teach to view the meanings of ideas objects, motivation, behaviors, and fillings through our cultural lens.
Interpersonal context is the context when we interact with others, that interaction itself becomes a context from we derive meaning.
Business context
In the business environment, we learn what is meaningful from our coworkers and from culture of the organization.
Semantics includes the meanings of concrete and abstract words. Concrete words are easier to understand because they are associated with objects or events we directly experiences through our senses. Abstract words refer to concept or ideas that often less tangible.
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