Professional Documents
Culture Documents
Presentation 7 - Comunication S (Autosaved) - 8-4
Presentation 7 - Comunication S (Autosaved) - 8-4
BUSINESS
7
Channels of Communication
FORMAL INFORMAL
Path follows the authority chain This type of communication arises
from social interaction and is as
Messages relate to professional varied as people are.
activities
Spontaneous channels from
individual choice
Some common channels of communication
1.Verbal communication: Verbal communication involves the use of spoken language to convey a message. This could include face-to-face
conversations, phone calls, public speeches. Verbal communication allows for immediate feedback and can convey tone and emotion
effectively, but it can also be affected by language barriers, misunderstandings, and interruptions.
2.Written communication: Written communication involves the use of written language to convey a message. This could include letters,
memos, emails, reports, or social media posts. Written communication allows for more time to process and respond to the message and can
provide a permanent record of the communication. However, written communication can also be misinterpreted, and tone and emotion can
be difficult to convey.
3.Nonverbal communication: Nonverbal communication includes gestures, facial expressions, body language, and other forms of
communication that do not involve words. Nonverbal communication can enhance or detract from verbal or written communication and can
convey emotion and meaning in a powerful way. However, nonverbal communication can also be culturally specific and may not be
understood by everyone.
4.Visual communication: Visual communication involves the use of images, graphics, charts, and other visual aids to convey a message. This
could include presentations, infographics, or videos. Visual communication can be a powerful tool for conveying complex information in a
clear and concise manner. However, visual communication can also be affected by cultural and language barriers and may not be accessible
to all audiences.
5.Electronic communication: Electronic communication involves the use of technology to convey a message. This could include email, text
messaging, instant messaging, or social media. Electronic communication is convenient and allows for quick responses but can also be
impersonal and can lack the tone and emotion of other forms of communication. 75% of employees are more likely to watch video or
interactive content than text /survey
9
Typical Communication Flows in three directions
The size, nature, and structure of the organization dictate which direction most of the information flows
11
Class activity – short quiz
14
Performance review feedback
https://www.youtube.com/watch?v=hI1Xejz5YnU
https://www.youtube.com/watch?v=jfdBIRk-O7E
16
17
Conflict
Communication has a big role to play in conflict management
Conflict can occur at any place be it organizations, groups and even at our homes.
Let us first go through the below examples.
Sandy was heading the operations department of a leading firm. Peter was
reporting to Sandy and somehow both never approved each other’s ideas and
thought processes. Peter was assigned a project which was to be submitted by
end of the day. Sandy and Peter disagreed at each and every point and there were
severe clashes between them. They could never come to a conclusion and as a
result the project could never be completed within the stipulated time.
18
Conflict - example
“Tim and Joe were working in the same team and were best of friends. One fine day, they were
asked to give their inputs on a particular project assigned to them by their superior.
There was a major clash in their understanding of the project, and both could not agree to each
other’s opinions. Tim wanted to execute the project in a particular way which did not go well
with Joe. The outcome of the difference in their opinions was a conflict between the two and now
both of them just can’t stand each other.
The dissimilarity in the interest, thought process, nature and attitude of Tim and Joe gave rise to
a conflict between the two.”
19
Answer
Misunderstandings as well as ego clashes also lead to conflicts. Every individual has a different
way to look at things and react to various situations.
No body wins in a conflict and nothing productive comes out of it.
It has been observed that poor communication always results in misunderstandings and
eventually conflict
20
Conflict
Conflict: a process that begins when one party perceives that another party has
negatively affected
A serious disagreement, clash
Conflict is defined as a clash between individuals arising out of a difference in
thought process, attitudes, understanding, interests, requirements and even
sometimes perceptions. A conflict results in heated arguments, physical abuses
and definitely loss of peace and harmony.
Conflict can arise in any context where people interact, including personal
relationships, business environments, and societal or political settings. It can be
expressed in different forms, such as verbal disputes, or passive-aggressive
behavior.
Why confflicts happens
There are different causes of conflict:
information conflicts, values conflicts, interest conflicts, relationship
conflicts, and structural conflicts, misunderstanding others, different
opinion, arguments , underperformance – how to get things done, conflicting
ideas, emotional conflict physical conflict etc.
Based on recent research 25% of manager’s time is spent responding to workplace conflict
22
Conflict Process
Conflict is constructive when it…
Constructive conflict embraces differing ideas and worldviews,
It is managed in a positive way, leading to improved outcomes and
stronger relationships, is characterized by respectful communication,
active listening, and a focus on finding mutually beneficial solutions.
Can help individuals and groups identify and address problems, generate
new ideas and perspectives, and build trust and collaboration.
Conflict is destructive –is managed in a negative disruptive way, leading to
harmful outcomes and damaged relationships. This type of conflict is
characterized by disrespectful communication, personal attacks,
Breeds discontent, Reduces group effectiveness, and threatens the
group’s survival, Criticisms as personal attacks. Rejecting others'
viewpoints before you fully understand their position. Mocking or
ridiculing others' position. Ignoring or dismissing others' ideas,
Brings dissatisfaction
Unresolved conflicts can lead to tension, hostility, and even
violence/ hidden conflict
14-23
Examples
Case scenario A: The leader begins the meeting by emphasizing that you all need to reach a
decision. Then a coworker starts discussing with another coworker, and the peaceful discussion
turns into an offensive reunion. The leader starts screaming at the team that they are all
incompetents. Then he chooses someone from the team to be in charge of the project and that no
matter what decision they take, everyone has to obey because otherwise, they won’t be able to
meet the client’s deadlines.
Case scenario B: The leader calls everyone to the meeting room. He begins the meeting by
saying that you have deadlines to meet as a team, and it’s important that everyone reaches a
common decision. He says that before everyone starts discussing, all of you will have the chance
to speak and listen to others. After everyone finishes sharing their opinion, the leader puts all the
common points together and the main differences. Everyone can see a broader picture of the
problem, and the meeting ends having a greater plan of what to do next.
Case scenario A is the perfect example of a destructive conflict in the workplace, while case scenario B is how constructive conflict in
business looks like.
24
Different Types of Conflict
14-25
3 Types of Conflict in Organization
14-26
Thomas – Kilmann model
•https://www.youtube.com/watch?v=PFIydyH2H8Y
27
Thomas – Kilmann conflict management model
• Avoiding ( unassertive and uncooperative) sidestepping the conflict / walks away - this mode is
unassertive and uncooperative, where the individual seeks to withdraw from the conflict or
postpone a decision until a later time. During a team meeting, an employee has a disagreement with
a coworker's proposal but chooses not to speak up to prevent tension
• Competing =this mode is highly assertive and uncooperative, where the individual seeks to win at
all costs, often at the expense of the other party's needs or concerns. This mode is useful in
situations where quick, decisive action is necessary. /Friends argue over movie choice.
• Accommodating = trying to satisfy the other person’s concerns at expense of your own, sometimes
we must “take the loss” and accept that we should change our ways or yield to the other
parties./ Friends pick a vegetarian-friendly restaurant for their friend
• Compromising = trying to find an acceptable settlement that only partially satisfies both people’s
concerns ,, 50-50 solution partially satisfies all parties /Roommates agree on a cleaning schedule.
• Collaborating = trying to find a win-win solution which completely satisfies both people’s
concerns, both parties are actively working together to learn more about the other and are
committed to reaching a mutual agreement. This mode is useful in situations where both parties'
interests are equally important./ Team members jointly plans a project.
28
Thomas – Kilmann model - examples
Competing -In a project team, two team members have different opinions on how to approach a
critical task. One member, who is confident in their approach, argue that his strategy is the best
way to achieve the company's goals, and he is willing to do whatever it takes to push it through
Collaborating - A team of coworkers working on a project together may use this mode when
they are deciding on the best approach to take. They may engage in open dialogue, actively
listening to each other's ideas, and seeking to find a solution that takes everyone's needs and
concerns into account.
Compromising - In a small business partnership, two co-owners disagree about whether to
invest in expanding the company's product line or focus on cost-cutting. They decide to
compromise and allocate a portion of the budget for both expansion and cost-cutting initiatives.
Avoiding - An employee who is feeling overwhelmed by their workload may use this mode
when their manager asks them to take on an additional project. They may politely decline and
explain that they are currently too busy with their existing workload.
Accommodating - In a department, a junior team member has a suggestion on how to streamline
a process, but their senior colleague prefers the current method. The junior member chooses to
accommodate by supporting the senior colleague's approach to maintain a harmonious working
relationship.
29
How to facilitate conflict
Facilitating conflict means guiding and managing conflicts in a way
that allows for constructive and productive outcomes.
Conflict facilitation can be useful in situations where reaching
mutually beneficial solutions are desired.
Positive facilitating help parties reach resolutions that address
their needs and foster a more harmonious working environment.
30
STABEN – how to facilitate conflict
S – Source (what or who is the source of the conflict?) The source of the conflict could be a specific
event or behavior, a difference in values or beliefs, a misunderstanding or miscommunication, or a
power imbalance.
T - Time and Place (when is a good time and place to talk about the conflict?) It's important to
choose a time when all parties are able to be present and are not feeling rushed or distracted. The
place should be neutral and private to ensure that all parties feel comfortable expressing their thoughts
and feelings.
A - Approach (have something positive to say!) Having something positive to say can help create a
more constructive and respectful atmosphere for conflict resolution. A positive approach can help
reduce defensiveness and encourage open communication.
B – Behavior (the big source of conflict; behaviors or events) It's important to identify specific
behaviors or events that contributed to the conflict so that they can be addressed and resolved.
E – Emotion (“this makes me feel...”) This might involve using "I" statements to express how a
particular behavior or event made you feel
N - Need (what do I need to resolve the problem?) his might involve identifying specific goals or
outcomes that each party is seeking, or exploring creative solutions that meet everyone's needs.
Focusing on needs rather than positions can help parties find common ground and work towards a
solution that benefits everyone.
31
Example
Source: In a corporate setting, the source of conflict is a difference in values and beliefs between two
managers, Lisa and Robert. Lisa believes in a more hierarchical management approach, while Robert prefers a
more collaborative and team-based style.T - Time and Place: To address the conflict, Lisa and Robert choose
to meet in a private office during a quiet afternoon to engage in a constructive discussion without
interruptions.A - Approach: Lisa starts with a positive approach by saying, "Robert, I admire your
commitment to teamwork and collaboration. I believe that by combining our strengths, we can find a
leadership style that benefits our team and the company."B - Behavior: They identify specific behaviors
contributing to the conflict. Lisa points out that she has experience with traditional leadership models, while
Robert emphasizes that he values feedback and open communication among team members.E - Emotion:
Robert uses an "I" statement to express how he feels, saying, "When I see team members disengaged due to a
lack of input, I feel frustrated and concerned about our team's potential. I want our team to thrive."N - Need:
As they discuss their needs, Lisa needs a structured approach to maintain consistency, and Robert needs an
environment that encourages innovation and collaboration. They explore a leadership model that incorporates
elements of both styles to meet their needs and promote team success
https://www.youtube.com/watch?v=DSGy5yvC0hM
32
4 steps To resolve Conflict: CARE
1. Communicate Open communication is key in a dispute. Expressing how you feel about
the situation and sticking to the facts will let the other person know you’re genuine in your
actions. Focusing on the problem at hand and not what the other person did will avoid
unnecessary conflict.
2. Actively Listen Listen to what the other person has to say, without interrupting. Try to
be objective. Then, ask open-ended questions to make sure each side understands what the
other person thinks and how he/she feels.
3. Review Options Talk over the options, looking for solutions that benefit everyone. Do
not feel pressured to come up with one answer immediately. Bring in objective third party
for ideas, if necessary.
4. End with a Win-Win Solution This is the ultimate goal—to agree on an option that
benefits both sides to some extent. When one party wins by aggressive behavior or one
party simply gives in, someone is losing. And that means you get outcomes that do not
resolve the underlying causes of the conflict.
33
Examples
1. Scenario: You are dissatisfied with a product or service and want to resolve the issue with the
company.
Application: When communicating with the customer service representative, express your concerns
clearly and factually, avoiding confrontational language. Listen to their response, and ask open-ended
questions to understand their perspective and potential solutions. Explore various options for resolution
and aim to find a win-win solution that satisfies your needs while respecting the company's policies.
2. Scenario: You and your business partner have different ideas about the direction of your company.
Application: Schedule a meeting with your partner and openly communicate your vision and concerns
for the business. Actively listen to their ideas and objectives without interrupting. Discuss various
options for the company's direction, possibly bringing in a neutral third party for mediation. Work
towards a win-win solution that aligns with both your long-term goals.
34
Class activity
Instructions:
Choose a real-life conflict and explain how you will deal with it in a
non-aggressive manner. (Hint: Use STABEN)
Find a group / 4 members and think about how to handle conflict
constructively. Discuss and share your thoughts.
35
The 5 basis of communicational power & Influence
The five bases of power directly influence how communication flows within an organization
and the impact it has on employees. Effective communication from those in positions of
power is critical for fostering a positive organizational culture, motivating employees, and
ensuring that policies and decisions are understood and accepted by the workforce.
https://www.youtube.com/watch?v=S4V2FlNR_h4
https://www.youtube.com/watch?v=wqOC1hXCk6M g
5 basis of communicational power
Legitimate power is the power someone has because others recognize and accept his or her
authority / based on position /use to to communicate organizational policies, decisions, and
directives to employees
Reward power is the power to control the rewards others receive Effective communication of
rewards and incentives can boost motivation and engagement among employees.
Coercive power is the capacity to control punishment / ability to punish someone , based on
treats / people consistently underperformed / disciplinary action
Expert power is the power leaders have to the extent that others recognize their expert
knowledge on a topic/based on experience, skills /It can influence decision-making, shape
strategies, and lead to informed choices
Referent power is the power that individuals have because they are liked and admired by
others. Like trust , respect – supportive behavior /actively communicate values, vision, and
appreciation for others.
https://www.youtube.com/watch?v=VJztnIFPO4o&t=92tive
Examples
1.Legitimate Power: A company's CEO has legitimate power over all employees due to their
position. Employees respect their authority and follow their instructions because they recognize
the CEO's position as the highest authority in the organization.
2.Reward Power: A manager in a sales department has reward power. They can offer bonuses,
commissions, and other incentives to motivate their sales team. Salespeople are motivated to
achieve targets to earn these rewards.
3.Coercive Power:I n a manufacturing plant, a production supervisor has coercive power. They
can impose disciplinary actions or reprimand employees who consistently underperform,
motivating workers to meet their job requirement
4.Expert Power: A senior software developer in a tech company has expert power. Their
colleagues recognize their deep knowledge and experience in coding. Team members seek their
guidance and trust their technical expertise when solving complex programming issues.
5.Referent Power: An experienced project manager is well-liked and respected by their team
members. They have referent power based on trust and admiration. As a result, the team is highly
motivated to perform well to gain the manager's approval and support.
38
Class activity
Task : Ask what you want to achieve, ( short-term long-term goals) and which type
of power are you naturaly drawn to?
Check 5 power types to see if there is a better base to aproach the situation from
39
How to avoid Conflict from managerial perspective
1.Open Communication:
1. Encourage open and transparent communication within your team. Create an environment where employees
feel comfortable expressing their thoughts, concerns, and ideas. Regular team meetings and one-on-one
discussions can help in this regard. / active listening
2.Clarify Expectations:
1. Clearly define roles, responsibilities, and expectations for each team member. Ambiguity in job roles can
lead to conflict. Ensure that everyone understands their responsibilities and how their work contributes to
the team's goals.
3.Conflict Resolution Training:
1. Provide conflict resolution training for yourself and your team. Equip your employees with the skills to
address and resolve conflicts constructively.
4.Constructive Feedback:
1. Provide regular, constructive feedback to team members. Constructive feedback helps employees understand
their performance and areas for improvement, reducing potential sources of conflict.
5.Lead by Example:
1. Model effective conflict resolution behavior. Show your team how to address disagreements professionally
and respectfully. Lead by example with ethical and principled behavior
40
Organizational com /Statistics after covid
Hybrid Work Models: Hybrid work models, where employees split their time between working in the
office and remotely, are likely to continue evolving
Augmented and Virtual Reality (AR/VR): AR and VR technologies are finding applications in
communication and training.
Sustainable and Socially Responsible Communication: Organizations are increasingly focusing on
sustainability and social responsibility.
Emotional Intelligence in Leadership and Communication: Emotional intelligence is being recognized
as an essential skill for leaders and communicators, helping them connect with empathy and understanding.
Data Privacy and Security: As data breaches and privacy concerns continue to be significant issues,
organizations are focusing on ensuring secure communication and protecting sensitive information.
Data-Driven Decision-Making: Organizations are using data analytics to gain insights into their
communication strategies.
AI and Automation: Artificial intelligence (AI) and automation are being increasingly used in
communication processes. Chatbots, for example, are used for internal and external communication,
handling routine inquiries and tasks.
41
Example Conflict management
techniques
14-42
Comunication in Post covid era
Crisis Communication Preparedness: Organizations are more prepared for crisis communication. They have
developed crisis communication plans to respond to unexpected events and provide timely, accurate information to
employees.
Use of AI and Automation: Artificial intelligence (AI) and automation tools are used to streamline routine
communication tasks, analyze data, and personalize employee interactions.
Interactive Town Hall Meetings: Virtual town hall meetings have become a common platform for executives to
address the entire workforce, allowing for real-time Q&A sessions and open dialogues to keep employees informed
and engaged.
Personalized Employee Experiences: Organizations are personalizing the employee experience by tailoring
communication, benefits, and work arrangements to individual preferences and needs.
Internal Podcasts and Video Content: An organization creates a series of internal podcasts to provide employees
with updates on company news, industry trends, and expert interviews. Employees can listen during their commute
or while working remotely.
Inclusive and Diverse Communication: There is a growing emphasis on inclusive and diverse communication
practices. Organizations strive to create spaces for employees to discuss diversity, equity, and inclusion issues.
Focus on Well-being and Burnout Prevention: Communication strategies increasingly include well-being
programs, stress management resources, and awareness campaigns to prevent burnout and support employee mental
health.
43
44