Chapter 12 Organizational Communication

Organization can be divided 4

• Rules and regulation
• Division of labour
• A system of reward and consequences
• cultural values and beliefs

How to be an effective employee?

• Be impressive
• Be positive
• Be culturally sensitive
• Be respectful and open
• Be interested

Communication within organization can be divided formal and informal

Formal

• upward
• downward
• lateral

Informal

• The Grapevine

Organization network

• Circle
• Wheel
• Y
• Chain
• All channel

Chapter 11 Member and Leader

Small groups

• various roles to play in small group

There are 12 roles in group task

• Initiator-contributor
• Information seeker
• Opinion seeker
• Information giver
• Opinion giver
• Elaborator
• Coordinator
• Orienter
• Evaluator-critic
• Energizer
• Procedural technician 
• Recorder

There are 7 roles for building and maintenance

• Encourager
• Harmonizer
• Compromiser
• Gatekeeper-expediter
• Standard setter
• Group observer & Commentator
• Follower

There are 8 roles for individual

• Aggressor
• Blocker
• Recognition seeker
• Self-confessor
• Playboy/playgirl
• Dominator
• Help seeker
• Special interest pleader

Chapter 10 Small Group Communication

Small Group

mean forming groups and click is a natural part of life

Common purpose

• similar purpose and reason

Interdependence

• individual depending on one another for common objective or to complement each other

Organization of rules

• members of small groups must be connected by some organizing rules or structure

Self perception as a group

• individual wanting to feel belonged to a larger group of common share values, beliefs, likings and mentality

Team


Specific purpose

• task completion

Clearly defined roles

• must have leader, supporter and others must be team player

Goal directed

• commitment to achieve the common goal and objective

Content focused

• able to generate content - not distracted by other things

Virtual groups & teams

• team can be both in face to face or in the virtual world

Small groups stages

• opening
• feed forward
• business
• feedback
• closing

Small group formats

The round table

• arrange in semicircular or circular
• share information
• informal group interaction

The panel

• member are expert
• informal speak
• an audience in front

The symposium

• a series of presentation or public speech delivered

The symposium forum

•  series of prepared speeches before an audience followed by responses from the audience

Power in the small group

• legitimate
• referent
• reward
• coercive
• expert
• information

Types of small groups

Idea generation groups

• members meet for the first time and discuss over issues and solution
• called brainstorming

Personal growth group

• the encounter group - known as sensitive group
• the assertiveness training group - aim to increase the willingness of its members to stand up for their rights and to act more assertively in a wide variety of situations
• the consciousness - aims to help people cope with the problems society confronts them with

Information sharing groups

• educational group - contribute to academic circle
• focus group - affirming the existence of the information, or the probability of increasing the confirmation of certain issues

Problem solving groups

• come face to face to solve problem

Steps of solving problems

• Define and Analyze the Problem
• Establish Criteria for Evaluating Solutions
• Identify possible Solution
•  Evaluate Solutions
• Select the Best Solution          
• Test Solution

Chapter 9 Friends & Lovers and Families

Friendship is considered as

• interpersonal relationship
• must mutually productive
• characteristics by mutual positive regard (you like me or i like you)

Friendship Types

The friendship of reciprocity

• Loyalty, self-sacrifice, mutual affection, generosity
• Share equally in giving receiving the benefits and rewards of the relationship

The friendship of receptivity

• one person is the primary giver, and one the primary receiver

The friendship of association

• friendly relationship
• there is no great loyalty, no great giving & receiving

Why do we seek out friendship and close relationships ?

Utility purposes

• help you to achieve your specific goals and need

Affirmation

• help you to recognize your attributes

Ego support

• someone who behave in supportive and encouraging

Stimulation

• Introduces you to new ideas, help you to expand your worldview

Security

• someone who does nothing to hurt you or

Development stages of friendship


Initial contact & acquaintanceship

• the first stages of friendship
• impressions are formed
• important to stay open welcoming of the presence of your new acquaintance

Casual friendship

• The second stage of friendship
• Dyadic (of a relation) consciousness takes place
• Doing things together

Close and intimate friendship

• the third stage of friendship
• most intimate forms of togetherness

The value of friendship would also be affected by

Culture

• different cultures would bring about a different meaning to friendship

Gender different

• male and female kin view friendship and relationship differently
• men are more keen to develop more acquaintances, but not true friends
• women are more able to keep and maintain close friends around them. But tends to get jealous more

Technology

• meaning of friendship has been diluted by the important and usage of technology in our lives

Romantic relationship


Types of Loves


Eros

• erotic, sensual, desire, lust
• basically this category represents love that comes out physical attraction, beauty and appearance. Often sex and lust becomes the result of this category

Ludus

• excitement, fun, entertainment
• this love is represents the thrill of excitement and pleasure seeking, often only seeking temporary measures and ways to fulfill their need to have fun

Storage

• peaceful and slow
• this form of love represents the act of seeking for love but with the absence of passion and emotion in the process

Pragma

• practical and traditional
• lover this category are more concerned of the ability of the other partner and the benefits that they could gain from the relationship

Mania

• extremist of opposites
• love in this category is a bit of a psychology they love the thrill of having love and at the same is depressed or worried of having love

Agape

• unconditional love
• this love is truly unconditional love- loving another with no favor expected in return. Can be considered as the highest and most selfless form of love

Love and Communication

• enhances all forms of verbal and non-verbal communications and encourages a deeper level of conversation

Love and Culture

• love is interpreted and practiced differently from various cultures around the globe

Love and Gender

• who is the better lover? Men or women? The jury is out for neither – both men and women love differently

Love and Technology

• likewise with friendships, the meaning of love is also diluted by the growth of technology

Families

Each family has their own uniqueness and characteristic, but they do normally follow a certain set of rules and criteria, such as

• defined roles
• recognition of responsibilities
• shared history & future
• shared living space

Types of Family

Traditional Couples

• the conventional form of a family

Independent couples

• individual in this family setting stresses individuality as the main theme in the family 

Separate couples

• this family setting is not really a family but individual in this family stay together for a common benefit

Family Communication

Equality

• individual in families would often seek an equal terms of respect, love and understanding with one another

Balanced split

• families with a balanced split have a balanced amount of responsibilities

Unbalanced split

• a mother having to work for money and taking care of the home but the father just stay at home unemployed and not even doing the housework

Monopoly

• one person is the authority

Family and Culture

• Highly individualist cultures would not have a conductive setting for a healthy family. But would often be prepared to accept changes and self-disclosure

Family and Technology

• Research showed that while the participants in the family are more active in conversation, with one another
• example: via text messages, email, facebook, and more

Chapter 8 Interpersonal Relationship Stages and Theories

Chapter 8 is a bit different from others as teacher told us do your own note for this chapter.


Stages of Relationship

Contact

• first stage of relationship
• aware of one another's existence
• perceptual and Interactional contact take place

Involvement

• second stage of relationship
• tighter bonds and engagements with one another

Intimacy

• third stage of relationship
• deep and committed relationship with one another
• become familiar and comfortable with each other

Deterioration

• fourth stage of the relationship
• factors such as temporal, cultural, or societal contexts weakens the bond with one another
• intrapersonal and interpersonal dissatisfaction become apparent
• reality hurts

Repair

• fifth stage of relationship
• intrapersonal repair and interpersonal repair

Dissolution

• last stages of relationship
• bonds are broken or returned back to platonic
• interpersonal and social separation takes place

Relationship Theories

Attraction Theory

• similarity
• proximity
• reinforcement
• physical attractiveness and personality

Relationship Rules Theory

• friendship rules
• romantic rules
• family rules
• workplace rules

Relationship Dialectics Theory

• the tension between closeness and openness
• the tension between autonomy and connection
• the tension between novelty and predictability

Social Penetration Theory

• People in relationships often have the need to explore each other's personalities

Social Exchange Theory

• individuals form relationship with one another based on whether or not it would bring benefits to them

Equity Theory

• move towards forming professional relationships with one another

The Dark Side of Interpersonal Relationships

• Relationships can get complicated and can lead to ugly things in life and with one another
• One of the most common example is jealousy due to a human nature called envy
• Different types of jealous can occur

Cognitive jealously

• suspicious thinking, worrying and exaggeration of things that you think would occur

Emotional jealousy

• seeing someone you like react to something else that is out of your control to reach

Behavioral jealousy

• responses or behavioral changes that takes place with the individual as a result of the envy and jealousy

Chapter 7 Interpersonal Communication

What is Interpersonal ?

Interpersonal is communication between sender and receiver ; one to another; more than 1 person involved.

The essence of interpersonal communication is through conversations and dialogues.


Conversation Process

• Opening
• Feed-forward
• Business
• Feedback
• Closing

Principle of Conversation


Principle of Turn taking

• an active exchange of roles of between speakers and listeners

Turn-Maintaining: Speaker to speak; his/her role to maintain conversational cues.

• Examples: Para-language, eye contact

Turn-Yielding: Speaker to listen; Indicates they are done talking and wishes to listen.

• Examples: Hand gestures

Turn-Requesting: Listener to speaker; Indicates he/she is ready to speak.

• Examples: Butting in conversation, para-language

Turn-Denying: Listener to listen; Indicates that he/she is not responsive.

• Examples: Shaking head, looking away

Principle of Dialogue

dialogue is a context where two person share message to one another

dialogue is indicates an interaction rather than just a conversation.

example: two  friend talking about a common  interest

Principle of Immediacy and Flexibility

• effective communication  and conversation requires both parties to take into consideration the relationship and intimacy of one another.
• adjusting to the environment and the context

Everyday Conversation

Small Talk

•  method in which we slowly introduce ourselves into a bigger issue or message
• a bridge to the conversation: Compliments, talk about weather, food, etc
• very culturally based

Excuses and Apologies

• excuse ourselves and apologize in our everyday conversations for the fault that we do

Excuses- maintain a fair stand on your excuses
Apologies - maintain an open position and apologize if you are at fault


Complimentary and Advice

• Compliment is a "message of praise" which is the interpersonal glue

Qualified - Praises that really justifies the words
Unqualified - praises that is used to just pass on the impression or to mask certain behaviours and intention

Types of advice

• Explore options: Advising others to seek out alternatives
• Expert advice/second opinion: Advising others to emphasize or de-emphasize their beliefs and inclinations
• Delay decision: To delay their decision

 

MIDTERM !!!

 

 

 

Chapter 6 Non Verbal Communication

 What is non verbal communication?

• communicate without words including gestures, touch, raising your voice
• basically anything that develop other than HEARING WORDS directly spoken

  Benefit of using non verbal communication

• greater the ability to send and receive nonverbal signals, the higher the attraction, popularity, and psychological well-being are likely to be
•  successful to influence others

  There are 6 functions non verbal messages

• Integrating  non verbal and verbal messages.
• Forming and managing impression 
• Defining relationship
• Structuring conversation 
• Influencing and deceiving 
• Expressing emotion 

Chapter 5 Verbal Messages

  Principle of verbal messages


  Messages meaning in people

• same meaning but different words
• same thing but different meanings

  Messages are denotative and connotative

  Denotative - mean dictionary meaning
  Connotative - mean emotional meaning



  Meaning depend on context / abstraction

• words can be different meaning

  Messages vary in politeness

• Politeness vs Impoliteness
• Directness vs Indirectness

  Messages vary in assertivenss

• speaks their mind and welcome others doing likewise

  Communicating assertiveness

• Describe the problem
• State how this problem affects you 
• Propose solutions
• Confirm understanding 

  Mesages can deceive

• an intention of giving false messages

  Types of lies

• Pro-social deception
• Self-enhancement deception
• Selfish deception
• Anti-social deception

  Disconfirmation and confirmation

  Disconfirmation - ignore someone messages
  Confirmaton - acknowledge somenone messages


  Area affected by disconfirmation and disconfirmation

• Racism
• Sexism
• Hetero-sexism
• Ageism

Chapter 4 The Self

 The 'self' here means - “… the discussion and context of the individual”

  The 'self' can also be deemed as the way in which communication and interpretation of messages takes place within the individual.


  The area of ‘self’ can be explored and widen into


  Self concept


   It is how you feel and think about yourself- perception and actions, your feeling and though. Your strength and weakness, your abilities and limitations your pros and conts etc.

   It is the image who you are.


   Area that affect self concept

   Social Comparison

• we often compare and adjust our image and thinking with the way society acts and thinks

   E.g - if society think it is cool to wear underwear on the head, chances are we might follow it! Fashion trends, popular culture, etc. 

   Other's image of you

• we often compare ourselves to those around us: friends, peers, etc

   E.g - how well did you do in your exam compared to your friends?
   Performing - music, art, sports = we often ask “How was it?” or “Did I do well?” to people close to us to seek a comparison

    Self interpretations & evaluations

• your self-interpretation and self-evaluation are your standards that applies to your ethical and moral reasoning, beliefs and comprehension and conformity of things around you

    E.g - Some may think lying is okay, but some may think lying is wrong. As a result, your ‘good’ and ‘bad’ list will be based on these things. 

    Cultural Teachings

• your culture instills in you a variety of beliefs, values, and attitudes about such things as success

     E.g - your ability to achieve what your culture defines as success, contributes to a positive self-concept




    Self awareness

• ability to discover things about yourself
• process of discovering your personal development and understanding
• become self aware about your own ability

    The Four Selfs - Johari Window

     The Four Selfs - Johari Window by

• Joseph Luft
• Harry Ingham

      Four different window explain different parts of ourselves that we know ourselves, other know betteh than we do, some remain hidden from others and some totally UNKNOWN to you or anyone.


      Open Arena

• known to self and others

      Facade

• known to self but unknown to others

      Blind Spot

• unknown to you but known to others

      Unknown (unknown self)

• unknown to you and others

      Self Esteem

• means confidence or the level or trust or assurance to yourself
• always good to have it, but dont over ly high self esteem that become self destructive.

     How to increase your self esteem

• attack self destructive belief
• seek out nourishing people
• work on project that will result in success
• remind yourself of your success
• secure affirmation

     Self Disclosure

• an act of telling others about things that would not about you
• telling your hidden self

     Self Disclosure's advantage

• Gain confidence
• Be more truthful about yourself
• make or strengthen friendships and relationships

     Self Disclosure's disadvantage

• Lost of friends and trust
• Additional pressure and burden
• Living with regret

    

Chapter 3 Listening

      Listening

• a specialized process, a type of perception, by which you receive auditory signals
• helps you to play , help, relate, influence and to learn
• Hearing is a basic step of receiving sound and is not the same as listening

      Stages of Listening

      Receiving

• verbally and nonverbally
• Hearing Auditory Stimuli - can be made more effective if you

          Focus attention on the speaker
          Refrain from thinking about how you will respond
          Maintain your role of listener by not interrupting


      Understanding

• decoding the speaker's messages; more effective if you

          Relate the speaker’s information to what you already know
          See the speaker’s messages from the speaker’s point of view
          Ask questions for clarification
          Rephrase (paraphrase) speaker’s ideas to facilitate mutual understanding


      Remembering

• Retaining messages received and understood for at least some period of time - more effective if you

          Identify speaker’s main ideas and supporting evidence
          Summarize messages in ways that are easy for you to retain

          Repeat names and key concepts to yourself (or aloud, if appropriate)


       Evaluating

• Judging messages you hear - can be made more effective if you

          Resist evaluation until you fully understand the speaker’s points
          Assume the speaker is a person of goodwill (ask for clarification)
          Distinguish facts from inferences and opinions 
          Identify any biases, self-interest, or prejudices that may influence the speaker’s messages


        Responding

• responding occurs in two phases: responses while the speaker is talking (backchanneling cues to let the speaker know you are paying attention - can be more effective if you

          Express support for the speaker by using varied back-channeling cues
          Express support for the speaker in your final responses
          Take ownership of responses by using “I” messages



         Listening & Culture

         Listening is difficult, why?

• Different communication systems between speaker and listener
• Because of experiences
• More difficult if speaker and listener from different culture

        Diversity of Listening & Culture

        Language and speech

• every speaker speaks an idiolect (unique variation of the language)
• Speakers and listeners who have different native languages & who may have learned English as a second language have differences in meaning.

       Nonverbal behavioural differences

• Speaker from different cultures have different display rules. (non-verbal appropriate or inappropriate in public setting)
• Listen = verbal + nonverbal
• If verbal and nonverbal contradict with what you expect, it will become noise or interference

         Direct and indirect styles

• Direct style: “say what you mean and mean what you say.”
• indirect style : “they emphasize politeness and maintaining a positive public image rather than absolute truth”

          Balance of story versus evidence

• In some cultures (e.g. United states) most people want evidence before making decisions rather than critical thinking
• But for some other cultures, they may be more influenced by the word of high credibility source

          Credibility

• What make a speaker credible or believable will vary from one culture to another
• Competence teacher is the most important factor for parents to send their children in preschool
• For some other culture, morality and or goodness is most important factors

          Feedback

• Members of some cultures give very direct and very honest feedback
• But for some others cultures “it’s more important to be positive than to be truthful and so they may respond with positive feedback even thought they don’t feel it”

           Listening Effectively


           Participatory and passive learning

• Key of effective listening
• Participate mentally and physically
• Passive listening is not without merit
• Listening without talking and without directing in any nonverbal way is powerful means for communicating acceptance

           Emphatic and objective listening

• Means + feelings = emphaty
• Emphatic listening is a means for both increasing understanding and for enhancing relationships
• There are times when you need to measure the meanings and feelings against some objective reality
• Listen more objectively

           Nonjudgemental and critical listening

• Effective listening includes both nonjudgmental and critical responses
• Open your mind and understanding the message and then evaluate or judge the message

            Surface and depth listening

• Distinguish the surface(literal) and depth meaning of the communication

          E,g - how do you like my new haircut?

                   Question means direct and clear
                   But.. there is another level of meaning
                   Maybe it's asking about his/her appearance