Module 5 speech and communications

Organizational Communication

the way an organization communicates to members inside it and individuals outside it

Four Purposes of Organizational Communication

1. Relationship

2. Organizing

3. Change

4. Outreach

3 Types of Organizational Structures

1. Bureaucratic 2. Divisional 3. Matrix

Bureaucratic divides work

based on a person's skills and specialties (departments)

Divisional divides work

based on ongoing projects

Matrix divides work

based on both department and project

Make the Most of Being in a Organization

don't be afraid to ask for help

bounce ideas off of coworkers

use the structures in place

Effective Organizational communication allows

organizations to have a shared message , motivate their employees, and strive for a common goal

Mission Statement

the organizations values and goals

Poor Communication causes

damaged trust, misunderstandings, missed deadlines, and lack of productivity

How to avoid Poor Communication

have a clear and easily understood communication strategy and a feedback system

Goal

an objective you want or need to meet for a project, task, or assignment

Steps to Setting Effective Goals

1. identify the problem that needs fixed

2. set the overall goal and develop a clear intent statement

3. divide the goal into smaller, more manageable pieces

4. set deadlines and follow through

Benchmark

a point of reference to make sure the group accomplished everything they are supposed to

Steps to Communicating goals and benchmarks

1. be transparent

2. Frequently give reminders

3. use technology

Steps to motivating team members

1. ask how they are best motivated
2. offer frequent encouragement
3. answer questions promptly
4. help when asked

Pitfalls of giving instructions

being overbearing, controlling, and assigning tasks you wouldn't be willingly to do

Avoid the pitfalls by

not being overbearing, controlling, and assigning tasks you wouldn't be willingly to do

4 styles of listening

people oriented, action oriented, content oriented, time oriented

people-oriented

listening style that shows concern for the emotions of others

action-oriented

listening style that wants short and accurate messages

content-oriented

listening style that evaluates facts and details of a message before forming an opinion

time-oriented

listening style that prefers quick interactions

Steps to avoid being a control freak

Ask for help

Admit you have a hard time letting go

Offer to help

Control Freak

someone who must control everything a group does

Procrastination

putting off work until later instead of doing tasks in a timely, organized manner

Steps to Avoid Procrastination

1. Come up with a Timetable/Schedule

2. Seek Accountability

3. Reward yourself for staying on schedule

4. Take breaks between tasks

Steps to Reasonable Goal setting

Know your limits

Know what needs to be done

Identify the order of specific tasks within the task

Incentives

things that motivate us to do things

The only way you can contribute to a team

is to be in a good mental and physical condition

Recognizing __________________ is important

when you are burnt out

Steps to help avoid Burnout

1. Make sure you eat enough

2. Make sure to get enough sleep

3. Make time for a social life

4. Take a step back and look at the big picture

Active listening

requires the receiver to pay close attention to the message, respond to the original message, and be able to repeat the message back to the person

Steps to Ask Good Questions

1. Be direct

2. Be concise

3. Keep questions constructive

Feedback

process of providing suggestions about what a team member needs to do to perform a certain task better

Ways to Give Constructive Feedback

1. Compliment Sandwich

2. Know how the person wants feedback

3. Don't be negative

4. Don't list problems

Steps to Receive Feedback Constructively

1. Don't take it personally

2. Ask questions to clarify

3. Follow through on suggestions

Listening

giving attention to the sounds you hear

Listening is often used to

understand what is being said

Hearing

when your ears register that they are receiving sounds

Hearing

more passive than listening