BUSI 2304_Slide_03_Ch3

BUSI 2304 Business Communication

Chapter 3: Planning and Decision Making

Key Takeaways from Previous Lesson

• Reminder of important concepts to remember from the last class session.

Different Communication Styles

Influencing Factors

• Behavioral Theories

• Personal Perception/Experience

• Personality/Social Style (LOLA Theory)

Understanding Perspectives

Key Idea

• Communication styles vary; differences should be acknowledged rather than judged.

• Emphasize the phrase: "NOT WRONG, JUST DIFFERENT!"

Nonverbal Communication

Importance of Visual Communication

• Expresses feelings and emotions without words.

• Key components of body language include:

  • Facial expressions

  • Posture and stance

  • Movement of limbs

  • Hand movements

Powerful Listening Techniques

Effective Listening Strategies

• Listening is simple but not commonly practiced.

• Steps to improve listening:

  • Start by being quiet.

  • Understand different communication styles to help colleagues reveal their needs.

  • Practice patience and avoid prejudging, embodying the role of a Listening Leader.

Effective Meetings

Suggestions for Better Meeting Outcomes

• Limit the length and frequency of meetings.

• Make satisfactory arrangements for all participants.

• Distribute the agenda in advance for better preparation.

• Encourage active participation.

• Maintain meeting order and manage conflicts effectively.

• Seek consensus during discussions.

• Prepare thorough minutes that detail outcomes.

Learning Outcomes

Key Steps in Planning Messages

1. Assess contextual forces affecting the message.

2. Identify the purpose and select appropriate channels/mediums for the message.

3. Understand the audience to enhance impact and credibility.

4. Adapt the message to fit audience's needs while communicating ethically.

5. Organize thoughts effectively before drafting.

Planning and Preparing Messages

Step-by-Step Process

1. Consider applicable contextual forces.

2. Determine the purpose and select appropriate channel/medium.

3. Envision the audience for targeted communication.

4. Adapt the message to audience's needs.

5. Organize the message logically.

6. Prepare the first draft of the communication.

Purchase Decision Process / Problem Solving

Stages in Decision Making

1. Problem Recognition (Motive Awakening)

2. Search for Alternatives:

   • Internal and External Searches

   • Habitual, Routine, Extensive, Limited Searches

3. Evaluation of Alternatives

4. Purchase Decision

5. Post-Purchase Evaluation

Organizational Culture

Understanding Culture

• Definition: Collective programming that distinguishes members of a group.

• Components: National, ethnic, regional, organizational, professional cultures.

Culture Observations

Ed Schein's Cultural Iceberg Model

• Visible Artifacts: Observed behaviors, norms.

• Stated Beliefs & Values: What organizations claim to value.

• Deep Assumptions: Unspoken beliefs guiding actions.

Assessing Organizational Culture

Competing Values Approach

• Four Types of Cultures:

  • Clan: Collaborative focus, family-like atmosphere, less structure.

  • Adhocracy: Innovative, flexible, quick adaptation to changes.

  • Hierarchy: Formal, rules-based, structured.

  • Market: Competitive, results-driven, focused on achieving goals.

Cultural Impact on Communication

Observing Culture in the Workplace

• Cultural artifacts like language, heroes, and stories are key to understanding dynamics.

Communicating with Purpose

Selecting Communication Channels

• Written: Memos, emails, reports.

• Oral: Face-to-face interactions, phone calls, meetings.

• Visual: Diagrams, charts, and artwork for supplementary information.

Envisioning the Audience

Audience Analysis

• Consider relevant audience characteristics such as age, economic status, educational background, and cultural context.

• Importance of rapport and managing expectations.

Adaptation of Message

Tailoring Communication

• Develop a “you attitude” rather than “me attitude.”

• Compliments can enhance receptiveness.

• Language should be clear, concise, and positive.

• Ethical and responsible communication is essential for goodwill.

Organizing the Message

Steps for Effective Structure

• Clearly outline the main ideas and supporting details.

• Benefits of organization include better communication and engagement.

Final Steps of Message Development

Selection of Outline

1. Determine the central idea.

2. Predict audience reaction to guide structuring.

3. Choose an appropriate outline format (deductive or inductive).

Summary of Key Concepts

Contextual Forces and Communication

• Awareness of organizational culture influences communication.

• Understanding the audience is vital for effective messaging.

• Messages should adhere to ethical standards.

Ethics Assignment Instructions

Memo Assignment Overview

• Apply ethical dimensions to case studies; explain selections with rationale.

• Adhere strictly to format guidelines and word count.

Administrative Notes

Communication Etiquette

• Importance of identifying yourself clearly in emails.

• Respect assignments of seating in class.

Upcoming Topics

Preview of Next Chapters

• Chapter 4: Preparing Messages

• Chapter 5: Communicating Electronically

• Learning Exercises related to each chapter.