Communicating via technolgy and cultural.

1. Advanced Communications
Victoria Prestia
Motivational Speaker
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2. Define Barriers to Communication
Definition
• According to businessdictionary.com, barriers to communication are defined as, “aspects of or
conditions… that interfere with effective exchange of ideas or thoughts.” Barriers to
communication can be anything that distorts or prevents a message from being properly sent
or received.
Perception’s Role
• Perceptions play a role in communication barriers. A person’s perceptions develop through life
experiences, cultural norms and family life and vary from person to person. An individual’s
perception can inhibit a person from properly understanding a message
Consider Filters
• When a person sends a message, it develops through the sender’s filters. The recipient then
processes the message through his filters before he reacts to it. For example, someone can
say, “I need you to step it up on your work performance.” A person with a self-conscious filter
will hear, “You’re not doing a good job,” while a person with a strong work ethic will hear a
challenge to rise to.
Overcoming Methods
• Practice listening skills to overcome communication barriers. Listening requires the person to
make mental notes, ask questions and clarify the information for understanding. Repeat the
message back to the sender for clarity, and don’t make assumptions based on interpretation.
Think about the messages sending them. Make sure they are concise, well defined and use
intentional words.
Define Barriers to Communication | eHow.com http://www.ehow.com/about_6714357_define-barriers-
communication.html#ixzz2LlDfiYvq
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3. The Biggest Communication Challenges In
Organizations
Listening Skills
• Executives and managers may or may not possess effective listening skills. A manager who
does not understand personal styles may be unable to communicate well with diverse
employees.
New Technology
• The new social media tools, such as Facebook, Twitter, wikis and blogs bring new challenges
for businesses to contend with. Some of those challenges consist of: Facebook causing loss
of productivity; or for those who want to use Facebook or Twitter there may be a learning
curve and new security concerns. Social media adherents are challenged with keeping up
with the demands of tools like Twitter and who should be responsible. How to make best use
of new communication tools or whether to make use of them is a new challenge.
Meetings
• Many companies find out that frequent meetings are a waste of time and productivity.
Meetings often have to be rescheduled when key players cannot attend. Webinars and
phone conferences are replacing meetings with effective tools like desktop sharing for
PowerPoint presentations and web cams or virtual “had raising or “smiley faces” and polls to
vote.
http://www.ehow.com/print/info_8342497_biggest-communications-challenges-organizations.html
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4. Six Tips to Improve Your Business
Communication Skills
1. Practice makes perfect. Practice every day. Communication is an art and science that
anyone can improve with conscientious effort.
2. Listen like you’ve never listed before. Don’t just hear the words; listen to what is being
said and the meaning underneath the words. Think active listening.
3. Critical conversations need the right environment. Any conversations that is important
needs the right environment to ensure success. Where is it going to take place; the
how: on the phone; or face-to-face; and the time…it can’t be rushed.
4. Ask more questions. Make sure you ask questions. Keep asking questions to
understand what is being said. Most people don’t want to be viewed as dull by asking
questions. Well framed questions will clarify what is being said.
5. It is not all about you. Even if you started the conversation, it’s not all about you. The
other person needs to believe they are heard, that they are important and that the
relationship is a partnership.
6. Pay attention. Do not think about other thoughts or what you need to do. “It means
totally being present to the conversation without your mind distracting you in a million
different directions.
Resource: “Six Tips to Improve Your Business Communication Skills,” Linda Finkle, CEO of
Incedo Group
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5. Cultural Communication Barriers in the
Workplace
Language barriers. Communication between two people speaking different languages is difficult and
can lead to misunderstanding. It is also hard to get the full meaning from something a person with a
different cultural background is saying to you.
Hostile Stereotypes. Inaccurate and hostile stereotypes of people from other places can be a barrier
to communication in the workplace. People prejudge individuals that can lead to misconceptions and
barriers to communication.
Behavior differences. Behavior differences between employees of different cultures can cause
misunderstandings. Every culture has guidelines about what is considered appropriate behavior. In
some cultures, looking someone in the eye when they are talking to your is considered rude, while in
other cultures refraining from doing so is considered being disrespectful.
Emotional display. What is considered an appropriate display of emotion can differ from culture to
culture. In some countries, displaying anger, fear or frustration in the workplace is considered
Inappropriate in a business setting. People from these cultures keep their emotions hidden and only
discuss the factual aspects of the situation.
Reference: “Cultural Communication Barriers in the Workplace,” Sharon Penn, Demand Media.
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6. How to Communicate Well with People From
Other Cultures
1. Accept and understand the differences by understanding that people from other
cultures are different concerning their value systems, reference knowledge,
language of communication , ways of thinking and personality characteristics.
2. Learn about their culture to be able to communicate with different people, learn
about their greetings good bye rituals, types of food, and interests.
3. Learn about their religion and faith is that most people behave according to some
beliefs that are usually related to their religion or faith. Make sure that you show
respect and appreciation to others’ faith. Then you can predict success to your
interaction.
4. Use Suitable and effective no verbal language by learning the other cultures
gestures, smile, personal space and physical clues.
5. Ask to know more by asking and clarifying what are the best tools for effective
communication are needed. Asking can open a new world of communication. By
asking you can learn how to speak in their language.
Reference: “How to Communicate Well with People from Other Cultures,” Mohammad
Mohammad.
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7. Can Business Be Affected By Cultural
Differences?
Communication styles also seem to vary depending on the culture of the negotiators. Thus,
while American business executives are more likely to have a direct, even confrontational
approach challenging or questioning what is being presented, Asian executives tend to
listen more and usually make any inquiries outside the meeting room during breaks or
lunch.
Another cultural difference is when companies decide how many participants will take part
in a negotiation. Chinese and Americans, for example, seem to send only one or two people
to a business meeting. However, Korean and Japanese companies consider it more
appropriate to send a team of people.
The reason for the difference in the number of people being sent is the belief of the Korean
and Japanese that a single individual does not have all the expertise need to answer every
possible question that may come up. A team has an expert on each of the areas that may
be of interest. Thus, making the negotiation process more productive.
Finally, the way in which final decisions are made seems to be also culturally different.
While for American executives there is a key decision-maker, Asian companies, even
though hierarchical in many ways, base their final decision on input sent by the different
executives involved.
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8. Must Have Communication Tools for Every
Business
Email Hosting Provider: Google Apps which is really great for any size company, from a one-
man show to a company with 500+ employees. If you still have an AOL or Yahoo email
account, it’s time you switch to an @YourCompanyName email address.
File Sharing: Dropbox allows you to share actual folders and files that reside on a computer.
When you add or update a file, it updates on the shared person’s computer instantly. It is
amazing.
Project Management System (PMS): No more sticky notes! Teambox, a PMS that integrates
with Dropbox. You can still use sticky notes but the desk and computer will not be covered
with them.
Video Conferencing. It saves your company thousands of dollars in travel costs. A video call
lets different people show charts, make demonstrations and share drawings, models and mock
ups.
Press Releases. A company can create lists of media contacts and send news regularly,
www.forbes.com/sites/hannylerner/2012/07/18/must-have -communication-tools-for-every-business/
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9. The effects of Technology on Business
Communications
Communication is Faster. Technology allows you to communicate with employees traveling
to all parts of the world in an instant. Thanks to email and text messages, you can now send
messages to people in other time zones before you forget without worrying that you will
wake them up.
Expanded Communication Opportunities. Technology allows individuals to communicate and
carry on a business relationship without every meeting face to face. For example,
technology allowed for the emergence of the virtual assistance, a worker who completes
tasks for their client online without every having met him/her.
Communication is distracting from constantly overhearing cell phone conversations, the ding
of your office’s instant messenger, and communication tolls that were designed to make you
more productive can actually do the opposite.
Companies that take advantage of telecommuting and virtual offices their employees loose
face to face communication and must be set up for the technology . Even if you work in an a
physical office, instant communication regarding quick decisions and memos cannot replace
big decisions that are discussed and progress reports given.
Reference: “Effects of Technology on Business Communications,” Miranda Morley, Demand Media
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10. The Positive Effects of Technology in Business
Speed
Technology allows businesses to do everything faster. Many processes that once required
ledgers, checkbooks and journal notations have now moved onto computer systems.
Logging in and out, updating inventory information and communicating can now happening
much more swiftly. This allows businesses to react immediately to any changes.
Accuracy
A properly designed computer program does not make any mistakes, and its
computations(not its inputs) are free from human error. This means that a calculation done
by a computer program (like Excel) will always be accurate and trustworthy. Unless the
coding or the inputs are wrong, there is no chance a program can produce inaccurate data.
Competition
Technology moves very quickly, constantly evolving and creating new devices and faster
systems. Businesses note these changes and attempt to move with technology, adapting it
to their present and future needs while also keeping a wary eye on the technology
competitors are using. The end result is an increase in the evolution of technology and its
application to business, a process by which everyone benefits.
www.ehow.com/list_6943594_positive-negative-effects-technology-business.html
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11. The Negative Effects of Technology in
Business
Confusion
While technology is useful, its fast pace and complex systems can be confusing. If
companies want to update their systems or change the type of technology they use,
they have to retrain not only employees, but often customers. New employees must
also be trained in using business systems, which can create confusion.
Availability
Technology is very available, meaning that it is easy for competitors of all sizes to
use and learn. This makes it difficult for businesses to keep up with technological
changes and vastly increases the number of competitors in their market as smaller
business can use technology to offer value to a wider range of consumers.
Crime
Technology also increases the possibility of crime. A tech-savvy employee can
embezzle funds and make it difficult for the company to trace. Hackers can access
personal and financial data of customers who trust the company to keep their
information safe. Businesses must spend time and money developing safeguards
against these events.
www.ehow.com/list_6943594_positive-negative-effects-technology-business.html
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13. What’s the Future Of Communication?
http://www.youtube.com/watch?v=QUCfFcchw1w&list=
FLRP6tFE6lUZQNEx3UlS05hQ&index=4
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14. Questions?
Or
Comments!
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15. Thank you.
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16. Victoria Prestia
Motivational Speaker
Email: vprestia1@gmail.com
Facebook: http://www.facebook.com/vprestia1
LinkedIn: www.linkedin.com/in/victoriaprestia55
Twitter: http://twitter.com/vickyp55
Cell: (847) 275-3960
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