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Comm13
Communications in Arts and Science
67
Other
Undergraduate 1
01/16/2006

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Term
Communications
Definition
Any form of exchange of ideas or feelings between a sender and a receiver through a medium.
Term
Communication Hierarchy
Definition
Communications can flow down, up, or laterally in any organization.
Term
Communication Process
Definition
This is a procedure by which one can exchange information and feelings through a medium. The sender has an idea, he/she encodes it, and transmits the message. A receiver gets the message, decodes it, and sends feedback. There may may barriers which could interfere with the exchange (See 'Barriers'>
Term
Cultural Context
Definition
This a pattern of physical cues, environmental stimuli, and implicit understanding that conveys meaning between two members of the same culture. However from culture to culture, people convey contextual mmeaning differently. High culture such a South Korean, people rely less on verbal and more on context of nonverbal actions and environmental setting to convey meaning. In Canada, Germany and the U.S. low culture predominates. Verbal communication is more important than circumstance. Because Canada is a multicultural nation, we need to be acutely aware of these differences in our community.
Term
Culture
Definition
Culture is a shared system of symbols, beliefs, attitudes, values, expectations, and norms for behaviour. It is learned, varies in stability (changing), varies in complexity, and varies in tolerance.
Term
Ecommerce
Definition
This is the buying and selling of products online e.g. Ebay.
Term
Ethical Communications
Definition
This is information that is true in every sense and not deceptive in any way.
Term
Ethical Dilemma
Definition
This means choosing among alternatives that are not clear-cut. They may be ical and valid, or they may fall into a vast area between right and wrong.
Term
Ethical Lapse
Definition
This means deliberately making a clear unethical or illegal decision.
Term
Ethnocentrism
Definition
This is a belief that one's own cultural background, including ways of analysing problems, values, beliefs, and verbal and non-verbal communications is superior. Ethnocentrists lose sight of the possibility that their words and actions can be misunderstood, and they are likely to misinterpret the actions of others.
Term
Extranet
Definition
This is a private online network linking a company with its suppliers, invoices etc.
Term
Groupthink
Definition
This means the willingness of individual members on a team to set aside their personal opinions and go along with everyone else even if everyone else is wrong. It may be caused by an outspoken member with his/her own agenda, a short deadline, or for some, just being part of a team. The result can lead to poor quality decisions, ill-advised actions, and unethical actions. (Enron's behaviour.)
Term
Hidden Agenda
Definition
These are the private motives that affect a group's interaction.
Term
I.C.E.
Definition
This stands for Idea (the term), Context (explanation of the term), and Extension (the automatic applcation of the term.). When one reacehes the last stage, then the concept has been learned well.
Term
Informational Overload
Definition
When we are overwhelmed by faxes, emails, reports, memos, we can become paralyzed. This is informational overload. There is too much to process.
Term
Intercultural Skills
Definition
These are practical ways of crossing cultural barriers. Avoid using slang or idioms. Pay attention to local accents and pronunciation, and be aware of vocal variations. One can study other cultures by assuming differences until similarity is proved. Take responsibility for communication, Shoe respect, and withhold judgment. These are a few of the many ways of responding to a different culture. (Text p. 61)
Term
Intranet
Definition
This is an internal online communication system within a company for exchange of company information such as pension benefits, salary, newsletters etc.
Term
Journal
Definition
A journal is a written response to personal experience. A personal journal is entirely a personal reaction. A Reading Journal is a summary and analysis of what has been read.
Term
Listening Barriers
Definition
Prejudgment is the most common barriers to listening. It involves jumpingh to conclusions while closing your mind to additional information. We all need assumptions to live by. Some people listen defensively, viewing every comment as a personal attack To protect their self-esteem, they distort the messages by tuning out anything that doesn't vonfirm their view of themselves. Some barriers can be race, religion, career, social standing, economic status, gender, or group orientation
Term
Listening Process
Definition
This involves receiving, Interpreting, remembering, evaluating, and responding.
Term
Listening Types
Definition
Listening can be informational, critical, or empathetic. Often these are mixed.
Term
Nonverbal Communication
Definition
Unspoken messages are the most common form of communication. These include cues, gestures, facial expressions, spatial relationships, and attitude towards time. Sixty to ninety percent of each conversation is through non-verbal cues.
Term
Paraphrasing
Definition
This is the restatement of what one has said for purposes of clarification. In writing , it is about the same length as the original.
Term
Participatory Management
Definition
This means involving employees in a company's decision making process.
Term
Perception
Definition
This includes how we see the world and how we develop language.
Term
Problem Solving
Definition
This is a procedure for analysing a difficult situation. It starts with awareness of the situation (Initial Experience) and is followed over time by an Inquiry Question, A listing of Alternatives, the collection of Data, Synthesis of the Data, Assessing the Conclusion, a statement of Solving the Problem and an Evaluation of the process. (See 'Resources" and 'Organizers' for a graphic.)
Term
Stakeholders
Definition
Groups that are affected by a company and those who may have an influence on your company
Term
Stereotyping
Definition
This is the attempt to categorize individuals by trying to predict their behaviour or character on the basis of membership in a particular group.
Term
Summary
Definition
A summary is the restatement of what someone has said in about one-third fewer words. It does not incude personal opinion.
Term
Team Decision
Definition
Most teams reach a decision by passing through five stages. These are Orientation, Conflict, Brainstorm, Emergence, and Reinforcement.
Term
Team Effectiveness.
Definition
Teams are effective if they have a clear sense of purpose, communicate openly and honestly, make decisions by concensus, are creative thinkers, and are focused.
Term
Team Meeting Conduct
Definition
Meetings need to be kept on track Follow 'pariamentary procedure' (Roberts Rules of Order). Encourage participation and close and plan a follow up if it is necessary.
Term
Team Meeting Procedures.
Definition
To be productive, a meeting must have a clear goal, selected participants, an appropriate location, and a set and followed agenda
Term
Team Messages
Definition
Effective team messages should follow these guidelines to produce clear, seamless, and successful messages. Select tyeh team members wisely. Select a responsible leader. Promote cooperation. Clarify goals. Elicit commitment. Clarify responsibilities. Encourage prompt action. Apply technology. Ensure technological compatability (Use the same word processor !)
Term
Team Resistance
Definition
This may be caused by emotional reaction. This irrational resistance can be overcome by remaining calm and avoiding destructive confrontation. Express understanding, make people aware of their resistance, evaluate other's objections fairly, and hold personal arguments until the other person is ready for them
Term
Team Roles
Definition
These are the functions team members MIGHT take on. One who is self-oriented is motivated mainly by personal needs and is less productive. One who helps with team-maintenance is interested in getting everyone to work together. Those who take on task-facilitating roles will help solve problems and make decisions.
Term
Team Types.
Definition
There are essential two general teams. Formal types are part of the company's organizational structure. (President, Vice-President, etc.). The informal team are Cross-functional , Quality Assurance, and Task Force. (See listing.)
Term
Teams for Cross-Functional Work
Definition
These are people drawn from different areas and specialties. (e.g. sales, engineering, design etc.) Their purpose is to create a new product.
Term
Teams for Quality Assurance Work
Definition
These are people drawn together to make sure that products meet assigned standards.
Term
Teams for Task Work.
Definition
These are informal teams assembled to resolve specific issues often formed with specialists fromm different departments. They disband once the issues have been resolved.
Term
Writing Process.
Definition
Writing is ALWAYS done in stages over time. These include Prewriting (scribblegram, lists etc.), Drafting, Revising (a second opinion), and Publishing. There is no good writing. There is only good rewriting.
Term
Cultures: Habits of Strong Company Cultures.
Definition
There are seven habits of strong company cultures. These are 'Belief in the cultural practices of the company', 'Engaging employees in cultural practices', 'Leading by example', Hiring for a cultural fit', ' Rewarding behaviour', 'Making cultural values pay, and 'performing cultural checkups regularly'.
Term
Three Step Process
Definition
The goal of effective business writing is to express your ideas rather than impress your audience. This involves a systematic writing process- Planning, Writing, and Completing.
Term
Purpose of Business Writing
Definition
The 'general purpose' is to inform, persuade,or collaborate. The 'specific purpose'means to consider how your audience's ideas or behaviour should be affected by the message.
Term
Audience profile.
Definition
In business, marketing is critical. You need to know both primary and secondary audiences. You also need to know its size and composition. Finally, you need to gauge the level of understanding, expectations and preferences, and probable reaction.
Term
Informal Reports
Definition
These are written and include letters, memos, and e-mail messages.
Term
Information Gathering.
Definition
Consider other viewpoints, browse company files, check with supervisors or colleagues, ask audience for input.
Term
Research Practices.
Definition
Good news people try ensure that information is accurate, ethical,and pertinent. This is good business research practice as well.
Term
Media richness
Definition
This means the value of a medium in a given communication situation. It is determined by a medium's ability to 'convey a message by more than one informational cue' (visual, verbal, vocal- learning style). It must include ' feedback' and establish ' a personal focus.' (See graphic p.81.)
Term
Audience Relationship
Definition
To establish a good relationship, be yourself. Use the 'you' attitude, emphasize the positive, establish credibility, be polite, use bias-free language, and project the company's image. Generally, adapt your message to your audience and purpose.
Term
Organization
Definition
In addition to helping business writer, good organization increases reader understanding, makes readers more receptive to your message, and saves readers time.
Term
Organizing Business Messages Effectively
Definition
To organize a message, define the main idea, limit the scope, group the points, and choose the direct or indirect approach.
Term
Direct Approach (Deductive)
Definition
The main idea comes first, then the evidence. Use this when your audience will be neutral or pleased to hear from you.
Term
Indirect Approach (Inductive)
Definition
The evidence comes first then the main idea. Use this when your audience will be displeased.
Term
Writer's Block
Definition
This is asort of 'brain freeze' when a writer just cannot get started. To overcome this, use positive self-talk, know your purpose, or visualize your audience. (More detail in text, p104)
Term
Direct vs Indirect Approach
Definition
See'Direct Approach' and 'Indirect Approach' and the text page.109
Term
Style
Definition
Style is the way you choose words to achieve a certain tone or overall impression. Business style should be clear, correct, complete, concise, and courteous. (p111)
Term
Functional Words
Definition
These are conjunctions, prepositions, articles, and pronouns which express relationships and have only one meaning.
Term
Denotation and Connotation
Definition
Denotation is the literal or dictionary meaning. Connotation means all the associations and feelings evolked by the word.
Term
Abstract and Concrete
Definition
An abstract word expresses a concept, quality, or characteristic. A concrete word stands for something you can touch or see.
Term
Cliche
Definition
A cliche is a term or phrase that is so worn out that it is virtually meaningless.
Term
Jargon
Definition
These are technical or professional terms that only a select group understands.
Term
Active and Passive Voice
Definition
You are using the 'active' voice when the subject comes before the verb and the object of the verb follows. 'John rented the office.' The 'passive' voice has the subject following the verb and the object preceeds it ' The office was rented by John'.
Term
Sentence Types
Definition
Sentences classified by structure are simple, compound, complex, and compound complex.
Term
P.D.F Approach
Definition
When composing and e-mail the P.D.F. approach is best. (Purpose, Details, and Follow-through.)
Term
Channel
Definition
A communication channel is either oral or written. The oral channel includes telephone conversations, face to face exchanges, and video-taped addresses. The written channel includes media such as letters, memos, emails messages and reports. (p80)
Term
Medium
Definition
A medium is the method used to communicate within a channel. It might include memos, letters, videotapes, teleconferencing depending on the circumstances. (See text pages 80-81 for specific choices.)
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