Foundations of Professional Communication, Culture, Listening, and Teamwork

A comprehensive set of question-and-answer flashcards summarizing major concepts from the lecture on communication, culture, listening, interviewing, and teamwork. These cards cover principles, models, barriers, strategies, cultural insights, nonverbal cues, interview techniques, and team dynamics to aid exam preparation.

Why do employers consistently prioritize communication skills over technical expertise when hiring?

Because clear articulation of ideas and effective listening directly impact professional influence, productivity, and organizational success.

What percentage of employers rank communication as the most important skill in job candidates?

73%.

According to the lecture, how much salary boost can strong communicators expect on average each year?

About $10,000.

What are the three core properties of communication emphasized in the lecture?

It is unavoidable, irreversible, and part of an ongoing strategic process.

In the basic communication model, what is encoding?

Choosing words, tone, and nonverbal cues to create a message.

Which element turns one-way information delivery into dialogue in the communication model?

Feedback.

Why is face-to-face considered the richest communication channel?

Because it provides multiple nonverbal cues such as facial expression, tone, and body language.

When should a professional combine synchronous and written channels?

For complex or sensitive topics where clarity and documentation are both needed.

Name the three directions of formal communication flow in organizations.

Downward, upward, and horizontal communication.

What is the main benefit of upward communication?

It supplies management with reports, suggestions, and concerns critical for organizational learning.

What informal network term describes unofficial, person-to-person information flow in the workplace?

The grapevine.

Give one positive function of informal communication networks.

They spread news quickly and translate official messages into practical terms employees can use.

List the four ethical pillars of professional communication mentioned in the lecture.

Honesty, respect, transparency, and responsibility.

Define culture as presented in the session.

A learned set of shared interpretations about beliefs, values, and norms that affect the behavior of a relatively large group.

What term describes distinct cultural groups existing within a larger culture (e.g., generation, social class)?

Co-cultures.

Give one guideline for communicating with colleagues who have disabilities.

Offer to shake hands and maintain the same respect level you would with everyone else.

Polychronic cultures view time in what way?

More fluidly; punctuality is less rigid and multitasking is common.

Differentiate high-context from low-context communication.

High-context relies on subtle cues and relationship maintenance; low-context favors direct, explicit language.

Which cultural dimension measures acceptance of unequal power distribution?

Power distance.

What are the four strategies for handling cross-cultural ethical conflicts?

Avoiding, accommodating, compromising, and collaborating.

Define cultural intelligence according to the lecture.

The capability to learn about, understand, and adapt effectively to cultures different from one’s own.

Stage in which individuals begin to empathize and shift perspective in intercultural sensitivity?

Adaptation.

Why is listening called the key to communication success in the lecture?

It is vital for job performance, reduces costly errors, and is ranked the #1 leadership skill.

Name three common psychological barriers to effective listening.

Preoccupation, message overload, and egocentrism.

Which listening style focuses on accuracy and consistency of information?

Critical listening style.

Explain the difference between mindless and mindful listening.

Mindless listening is automatic with low mental investment, while mindful listening requires careful, thoughtful attention.

What does the 20/80 rule of effective listening recommend?

Talk 20% of the time and listen 80% of the time.

Provide an example of paraphrasing intent.

“It sounds like you want us to track our time to improve efficiency.”

What are the three steps in listening to evaluate a message?

Analyze evidence, examine emotional appeals, and make a judgment.

Why should professionals avoid low-level abstractions like “soon” in critical communication?

Because such vague words can be interpreted differently and lead to misunderstandings.

What is strategic ambiguity and one benefit of using it?

Deliberate vagueness to promote harmony or soften difficult messages.

Identify two forms of inflammatory language the lecture warns against.

Biased language and trigger words.

How can a speaker project powerful language?

By avoiding tag questions, hesitations, and unnecessary qualifiers.

Contrast 'rapport talk' with 'report talk.'

Rapport talk (feminine style) seeks connection and support; report talk (masculine style) focuses on facts, status, and solutions.

State the four general characteristics of nonverbal communication outlined.

It’s unavoidable, powerful, ambiguous, and primarily expresses attitudes.

What nonverbal cue category does pitch, tempo, and volume belong to?

Paralanguage (vocal characteristics).

Why does a relaxed posture generally signal higher status or confidence?

Because body position unconsciously conveys attitudes of power and self-assurance.

List two strategies for improving nonverbal effectiveness.

Monitor your behavior through self-awareness and demonstrate immediacy with eye contact and forward lean.

Define an interview according to the fundamentals shared.

A structured, purposeful, two-party communication event with clear roles and goals.

During interviews, who typically does about 70% of the talking?

The interviewee.

Name one advantage and one limitation of a structured interview.

Advantage: quantifiable results and time efficiency; limitation: less flexibility to explore responses.

What are primary questions in interviewing?

Questions that introduce new topics and open lines of discussion.

Identify the three phases of every interview.

Opening, body, and closing.

Give one best practice for conducting a video interview.

Ensure a clean, professional background and maintain eye contact with the camera.

Which employment interview format puts candidates under deliberate pressure to see how they react?

Stress interview.

What are the two primary legal standards for interview questions?

They must avoid protected categories and relate directly to bona fide job qualifications.

State one ethical obligation of interviewers.

Maintain confidentiality regarding applicant information.

Define a work team as discussed in the session.

A small, interdependent collection of people who share a common identity and interact over time toward a goal.

List three essential characteristics of effective teams.

Optimal size, shared purpose, and interdependence among members.

How do virtual teams achieve 'working together apart'?

Through technology that lets members collaborate across geography and time zones.

What does a 9,9 leadership style on the Leadership Grid® represent?

High concern for both production and people.

According to Leader-Member Exchange theory, what distinguishes insiders from outsiders?

Insiders enjoy high-quality relationships with more support and joint decision making, whereas outsiders receive less interaction.

Describe the 'method of residues' in emergent leadership.

A process where potential leaders are gradually eliminated until one remains through competence and communication.

Which type of team power is based on specialized knowledge valued by the group?

Expert power.

Differentiate task and relational functions in team roles.

Task functions focus on accomplishing the job (e.g., information giver), while relational functions maintain positive climate (e.g., harmonizer).

Provide two examples of dysfunctional roles that hurt team performance.

Blocker and excessive joker.

What is team cohesiveness?

The degree to which members feel part of the team and are motivated to stay together.

Name two factors that strengthen team cohesiveness.

Shared goals and visible goal progress.

How does external competition influence team unity?

A perceived outside threat can bond members together against a common challenge.

What ROI increase do companies with effective communicators reportedly enjoy?

Approximately 400% higher returns on investment.

Explain the concept of noise in a communication model.

Any physical or psychological interference that distorts a message between sender and receiver.

State one cultural factor that can affect a company’s preferred communication channels.

Organizational culture—some value formal documentation while others prefer face-to-face interaction.

What is power distance and give a high-power-distance example culture.

The extent to which less powerful members accept unequal power; Malaysia is high in power distance.

How can avoiding ethnocentrism improve intercultural communication?

By preventing judgment of other cultures through one’s own cultural lens, fostering respect and understanding.

Which listening barrier relates to the gap between how fast we think and how fast most people speak?

Physiological barrier: speech-thought rate differential.

What paraphrasing type acknowledges emotions behind words?

Paraphrasing feeling.

Give one guideline for strategic swearing in the workplace.

Understand that while it may convey emotion, swearing risks termination and harassment complaints, so use sparingly if at all.

Why are ‘uptalk’ and excessive filler words detrimental in professional speech?

They undermine perceived authority and make ideas seem less persuasive.

State one benefit and one challenge of virtual teams.

Benefit: 24-hour productivity across time zones; Challenge: reduced personal connection.

What is the difference between reward and coercive power?

Reward power offers positive outcomes like raises, whereas coercive power threatens punishment or unpleasant tasks.

Identify the two dimensions plotted on the Leadership Grid®.

Concern for production and concern for people.

How can team members upgrade from an outsider to insider relationship in LMX theory?

By taking initiative, showing responsibility, and exceeding formal job duties.

List three components you should research before a job interview.

The organization’s mission, the specific position, and the industry context.

What is a behavioral interview designed to uncover?

Specific examples of past accomplishments as predictors of future performance.

Name two response options when faced with an unlawful interview question.

Seek clarification, redirect the question to job relevance, answer briefly, or politely refuse.

Explain the difference between compatible and conflicting goals in teams.

Compatible goals align individual and team objectives; conflicting goals pit personal agendas against team success.

What does the lecture suggest to do first when listening to understand another person?

Withhold judgment until comprehension is achieved.

Which communication style places responsibility for understanding primarily on the listener?

Low-context style.

Name one technique for demonstrating interest nonverbally.

Forward lean coupled with direct eye contact.

Why is 'saving face' a critical communication concern in many East-Asian cultures?

Because maintaining respect and social harmony overrides directness, influencing how people exchange feedback.

What stage of intercultural sensitivity involves believing cultural differences are only superficial?

Minimization.

In team roles, what does a 'diagnoser' do?

Identifies problems and points out what needs improvement.

State one reason companies lose money due to poor listening.

Mistakes and lost productivity resulting from misunderstood instructions.

What does the term 'monochronic' signify about time orientation?

It values schedules, punctuality, and doing one task at a time.

Give an example of powerful yet polite language.

“Let’s move forward with option A. Would everyone agree to deliver updates by Friday?”

What factor makes nonverbal communication inherently ambiguous?

Most nonverbal cues have multiple possible interpretations depending on context.

Define 'connection power' in a team context.

Influence gained from one’s relationships with important people inside or outside the organization.

Which interview phase largely shapes a candidate’s lasting impression?

The opening phase.

Why should interviewers send background materials in advance for video interviews?

To ensure participants are prepared and technical time is used efficiently.

What is the primary goal of an information-gathering interview?

To collect specific knowledge that will aid decision making or planning.

List three guidelines for accommodating colleagues with speech difficulties.

Be patient, allow time for them to express themselves, and refrain from finishing their sentences.

How can leaders work effectively with informal communication networks?

By understanding their influence and aligning messages rather than trying to suppress them.

What are trigger words and why should professionals be aware of them?

Words with strong emotional connotations that can provoke intense reactions; awareness prevents unnecessary conflict.

When do low-level abstractions become necessary despite a preference for clarity?

They are rarely necessary; clarity usually benefits from more concrete terms unless strategic ambiguity is intentional.

What does the grapevine often do with formal messages?

Translates them into practical terms and spreads them faster.

Explain how shared experiences contribute to team cohesiveness.

Going through difficult or unique events together builds lasting bonds and a collective identity.

Why are upward communication channels critical for organizational learning?

They provide leadership with frontline information, suggestions, and early warning signs of problems.

What listening approach is best when handling routine information of low importance?

Mindless listening.

Describe one benefit of paraphrasing content.

It confirms accurate understanding of explicit information and reduces miscommunication.

In leader-member exchange theory, what communication patterns characterize low-quality relationships?

More face-threatening acts, competitive conflict, and defensiveness.