ELC 347

DAY 3

Agenda

Questions Assignment # 1 not Corrected yet

I have started but they really need more of my attention for better feedback

Homework was in two extremes We will discuss in class Resubmit before Friday evening for more credit

Avg between two Assignment #2 Due Discussion on Communication Start of Group Project Exam #1 will be on September 29 (next Class)

15 M/C (4 points each) 4 essays (10 points each) Open book, 60 min

Communication Objectives

Meeting project Communication needs Uncovering reasons for infectiveness Matching communications styles and

media Gaining access for communications Ensuring efficiency and confirming

“appreciation”

Indicators of Communications Problems

Why don’t they listen She won’t report on

paper Nobody understands Sales won’t talk to

engineering

I can’t ever get him on the phone

Do I have to ask for everything

What about e-mail He talks “around” the

issue She always says the

wrong things

Tony’s management advice

People assume that good communicators are more intelligent than mediocre communicators even though there is no basis for that assumption.

If you want people to think you are smart, learn to be an effective communicator

Meeting Project Communication needs

Formal project communications Meetings Status Reports Change orders Conference calls Project scope (map or graphic) Control reports Test results Problem detection and notification Problem solving

Project Teams Communications Problems

Project members come from diverse departments

Project teams are made up of highly specialized people

Project team may not understand tasks interdependencies

Project members may be reluctant to communicate

To determine how people communicate best let them communicate to you in their preferred style People tend to send messages in the manner they take in

information best Some avoid certain media altogether even when doing so

may create a problem for them

There are Six basic communication types Readers Listeners exchangers

Matching Communication Styles

Movers Manipulators Viewers

Readers

Advantages Ability to explain complex ideas

and keep it available for referral Documents provide a record of

communication Things in print seem to have

enhanced credibility

Disadvantages Without nonverbal clues,

possibility exists for misunderstanding

Requires greater attention to word choice, grammar and punctuation

An error in print could be taken as fact and be legally binding

For people who don’t prefer print, follow-up may be required to ensure communication

Prefer print, send messages and ask for responses in writing Read and study ideas

Listeners

Advantages Quick Feedback and

responses during real-time communication

Sender can adapt message if he/she perceives it is not being received correctly

Disadvantages Rsik of error, of “not

hearing you right” Forgetting important facts Most people are not

efficient listeners, influenced by bias

Telephone and face to face talks and lectures Remember what they hear rather than what they read

Exchangers

Advantages Both the parties to the

communication are actively involved

Feedback is automatic Often many relevant issues

emerge during exchange

Disadvantages Conversation may drift off-

target Process constantly Must have some kind of

exchange Conversatios often aren’t

documented

Require and exchange or dialogue Think when they talk Require feed back and validation

Movers

Advantages Think well on their feet Process quickly and

generate ideas rapidly Easy to communicate to if

you join them in a walk or physical activity referral

Disadvantages May not sit still at meetings,

may distract others Will not process

information if required to sit May pace and fidget during

presentations

Need to move to think and process clearly May have been hyperactive children Highly unlikely that they will send time filling out endless

forms or write up reports

Manipulators

Advantages Generally easily

comprehends an idea if allowed to “play” with it

When presented with abstract concepts, an activity or object to reinforce concept will ensure communication

Disadvantages If they cannot be physically

involved in a procedure in some ways , they cannot retain the ideas involved on that procedures

Prefer Hands-on approaches Highly mechanical “thinkerers” Concrete and not abstract thinkers

Viewers

Advantages Pictures can substitute for

words or can enhance meaning for viewers

Might feel like your ideas “make more sense” if they are represented graphically

Disadvantages Difficult to accomplish

goals with words with viewers

Love drawings, videos, diagrams flowcharts and models Printed words mean little Charts and diagrams work

Understanding the communication process

Sender’s IdeaReceiver's Idea

Communication

Elements of a message

Purpose Motivation for the communication

Body Language Non verbal 75% to 90% of what we send and receive

Proxemics Physical distance between communicators Personal space

Inflections The sound of the voice “it’s not what you say, it’s how you say it”

Elements affecting the message received

Listening The brain operates at speeds greater than most people

speak or read Distractions are likely

Bias Prior attitudes or experience Appearance of the sender (including age and gender)

Connotations Words with “loaded” meanings Kid, boss, new guy

Appreciation Agreement is not always possible

Reasons for ineffective communications

Chasms, Barriers Noise

Sender’s IdeaReceiver's Idea

Communication

Uderstanding Gaps

Chasm Distance between communicators

Physical Media

Barriers Physical

Working environments versus off-sites Perceptual

Disability, race cultural

Noise Physical noise and interruptions Mental noise and distraction

Gaining access for communications

Accessibility

Need to communicate

Need to control

Electronic Access Alternatives

E-mail Ubiquitous Asynchronous

Voice mail Asynchronous

Not universally accepted (yet)

Personal time accessibility

Different people have differing restrictions about personal time

Conduct and inventory before hand

Some helpful hints

Ensure “appreciation” Buy-in to project outcomes

Build a common experience Improve you communications skills Adopt a constructive attitude

Reasonable, problem-solving approaches Concern for mutual agreement Respectful posture Constant pursuit of understanding Acceptance of responsibility for success of communication

High efficient, interactive communications

Model excellent communication patterns Affirm superior communications skill in team members Value clear, open communications (good or bad news) Persist in encouraging skill improvement through

training or coaching Remove as many communication barriers as possible Provide person-to-person, electronic, and other

formalized platforms to encourage frequent and candid communication

Provide ample opportunities for informal idea exchange to foster cooperation.

Group Project

Your are a team formed to create a new web site for UMFK Must maintain all content Must have methodology for keeping current Plan must include infrastructure (webserver(s) and networks)

Deliverables Project Plan (Microsoft Project and Word) (60%)

project goal work breakdown structure organization chart Gantt Chart and CPM Network, highlighting the critical path's

Contingences for critical path failures all significant milestones, individuals assigned for each activity.

Can be team member or outsourced budget

Assume pay rates for all individuals+-

Progress updates to me every other week! (15%) Written Week 6, 8 and 10 (Oct 6, Oct 20, Nov 3)

Formal report and presentation on Week 12 (Nov 17) (25%)

30 minutes of each week can be used for group meetings Today you should set up organization and start “carving” out taskings and responsibilities

Should have organization chart established Set up communications channels