Comm Management - 1st Sem Midterms

Fosters Collaboration and Teamwork

Encourages open exchange of ideas, knowledge, and perspectives to achieve creative solutions and effective problem-solving

Establishes Clear Expectations

Ensures everyone understands assigned duties and objectives to minimize confusion and enhance efficiency

Boosts Productivity and Morale

Improves engagement and motivation by keeping members informed and valued, leading to higher output and positivity

Manages Conflict

Allows issues and differing opinions to be addressed constructively, preventing escalation into major disagreements

Builds Trust and Camaraderie

Strengthens relationships and inclusiveness through consistent and transparent interaction

Drives Innovation and Growth

Promotes sharing and refining of ideas in a supportive environment to encourage creativity and progress

Set Clear Communication Etiquette

Defines frequency, channels, and tone of exchanges to maintain alignment and professionalism

Encourage Active Listening

Creates an atmosphere where members focus on understanding others’ viewpoints before responding

Provide Regular Feedback

Gives timely, constructive input to enhance development and effectiveness of individuals

Utilize Collaboration Tools

Uses digital platforms to share data and work collectively with improved coordination

Be Clear and Concise

Delivers messages that are direct, easy to grasp, and free from unnecessary complexity

Fosters Collaboration and Teamwork, Establishes Clear Expectations, Boosts Productivity and Morale, Manages Conflict, Builds Trust and Camaraderie, Drives Innovation and Growth

Roles of Communication in Team Management

Set Clear Communication Etiquette, Encourage Active Listening, Provide Regular Feedback, Utilize Collaboration Tools, Be Clear and Concise

Best Practices for Effective Team Communication

Establish Clear Goals and Roles

Involves defining objectives and assigning duties to ensure alignment and accountability among members

Define a Shared Goal

Ensures everyone understands the main project objective for unified direction

Assign Specific Roles

Distributes duties according to each individual’s abilities to promote ownership and efficiency

Foster Open Communication

Encourages transparency and continuous exchange of information among members

Create Open Channels

Maintains accessible lines where members can share updates, ask questions, and give input

Schedule Regular Check-ins

Holds meetings to discuss progress and resolve concerns

Provide Constructive Feedback

Gives specific and supportive evaluations to encourage growth and recognize performance

Organize Tasks and Projects

Involves structuring goals, assigning duties, and managing timelines for smooth progress

Break Down Goals

Divides large objectives into smaller, manageable parts for easier tracking

Use Project Management Tools

Applies software to plan, monitor, and coordinate project activities

Monitor and Adapt

Regularly reviews progress and modifies strategies for successful completion

Build a Collaborative Environment

Creates a culture of teamwork through trust, delegation, and recognition

Delegate Effectively

Assigns tasks to capable individuals while maintaining supportive oversight

Build Trust

Develops confidence among members to encourage openness and cooperation

Recognize and Reward

Acknowledges contributions to maintain motivation and morale

Misunderstandings

Occurs when unclear or incomplete information leads to incorrect assumptions

Lack of Trust

Happens when members doubt each other, limiting openness and cooperation

Information Overload

Results from excessive data flow, causing important messages to be overlooked

Cultural and Language Barriers

Arise from differences in background and communication styles that cause conflict

Role Confusion

Emerges when duties are unclear, leading to inefficiency and poor coordination

Establish Clear Goals and Expectations

Defines roles, duties, and targets to create common understanding

Foster an Open Dialogue

Builds a safe space for exchanging ideas without fear of criticism

Promote Active Listening and Feedback

Encourages understanding and constructive responses to maintain alignment

Encourage Transparency

Involves open sharing of decisions and information by leaders

Provide Training on Cultural Competence

Offers education to enhance understanding of diverse backgrounds and inclusivity

Workflow

A structured sequence of repeatable actions designed to achieve a consistent business result

Tasks/Activities

Actions performed to advance a process toward completion

Sequence

The specific order in which activities must occur to maintain process flow

Responsibility

Assigned accountability for completing specific duties

Goals/Outcomes

The intended results that a process aims to achieve

Triggers

Events or conditions that start the execution of a process

Tools/Resources

Equipment or applications used to carry out assigned duties

Efficiency

Improves speed and reduces waste in task execution

Clarity

Provides detailed guidance on what, who, and when tasks must be done

Consistency

Ensures standardized procedures for reliable results

Collaboration

Facilitates teamwork through defined duties and open interaction

Scalability

Allows systems to handle growing workload without losing effectiveness

Define a Shared Goal, Assign Specific Roles

Steps to Establish Clear Goals and Roles

Create Open Channels, Schedule Regular Check-ins, Provide Constructive Feedback

Steps to Foster Open Communication

Break Down Goals, Use Project Management Tools, Monitor and Adapt

Steps to Organize Tasks and Projects

Delegate Effectively, Build Trust, Recognize and Reward

Steps to Build a Collaborative Environment

Misunderstandings, Lack of Trust, Information Overload, Cultural and Language Barriers, Role Confusion

Common Challenges in Team Communication

Establish Clear Goals and Expectations, Foster an Open Dialogue, Promote Active Listening and Feedback, Encourage Transparency, Provide Training on Cultural Competence

Proposed Solutions to Communication Challenges

Tasks/Activities, Sequence, Responsibility, Goals/Outcomes, Triggers, Tools/Resources

Key Components of a Workflow

Efficiency, Clarity, Consistency, Collaboration, Scalability

Importance of Workflow

Efficiency & Productivity

Aims to accomplish tasks in less time with improved effectiveness

Standardization

Ensures uniform methods are followed for consistency in processes

Error Reduction

Focuses on minimizing mistakes and avoiding unnecessary repetition

Adaptability

Allows quick modification of procedures to meet changing requirements

Transparency

Provides clear visibility of responsibilities and task timelines

Efficiency & Productivity, Standardization, Error Reduction, Adaptability, Transparency

Key Components of Workflow Implementation

Organizational Culture

A shared system of values, beliefs, and norms that defines behavior and identity within a workplace

Artifacts

Visible symbols, structures, and actions that represent an organization’s identity

Espoused Values

Declared strategies, objectives, and guiding philosophies of an organization

Underlying Assumptions

Unconscious beliefs and perceptions that influence actions and attitudes

Clan

A work environment emphasizing collaboration, teamwork, and employee development

Adhocracy

A culture focused on innovation, adaptability, and creative approaches

Hierarchy

An environment emphasizing structure, order, and procedural control

Market

A culture oriented toward competition, performance, and measurable results

Communication Climate

Employees’ shared perception or emotional tone regarding how communication occurs within an organization

Openness and Transparency

The level of honesty in sharing both positive and negative information within an organization

Trust

Confidence in the dependability and integrity of leadership and communication channels

Participation/Voice

The extent to which individuals feel heard and involved in organizational dialogue

Supportiveness

The degree of understanding and assistance received from leaders and peers

Downward Communication

Information flow from higher management to subordinates

Upward Communication

Information flow from lower-level employees to upper management

Horizontal/Lateral Communication

Information exchange among peers or departments within the same level

Artifacts, Espoused Values, Underlying Assumptions

Key Components of Schein Model

Clan, Adhocracy, Hierarchy, Market

Types of Organizational Culture (Competing Values Framework)

Openness and Transparency, Trust, Participation/Voice, Supportiveness

Key Dimensions of a Positive Communication Climate

Downward, Upward, Horizontal/Lateral

Communication Flow Direction

Participants

Individuals, groups, or intermediaries involved in the exchange of information within an organization

Departments

Workgroups that interact and collaborate to achieve objectives and solve problems

Strategic Roles

Individuals responsible for initiating key directives and ensuring alignment with organizational goals

Managers

Facilitators who ensure smooth message delivery and proper audience reach

Operational Roles

Employees who receive directives and implement organizational strategies

Message

Core content containing information, directives, or performance-related updates

Information

Details shared to keep members informed and effective in their work

Directives

Instructions or orders guiding tasks, projects, and goals

Feedback and Performance-related Messages

Evaluations and recognition that improve engagement and development

Medium

Channel or platform used to deliver messages across an organization

Email

Digital correspondence used for formal internal exchanges

Intranet

Internal network platform for sharing company resources and updates

Virtual and In-Person Meetings

Sessions conducted online or face-to-face for discussion and coordination

Instant Messaging

Quick text-based platform for real-time internal communication

Collaboration Tools

Digital systems enabling teamwork and shared workflows

Noise

Any interference that distorts or disrupts information exchange