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Flashcards in Communicating Strategically Deck (32)
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1
Q

Impactful communication involves

A
  • An understanding of the audience’s needs and perspectives.
  • A clear message.
  • Effective delivery
2
Q

Goal of communication

A

Deepen understanding of a topic or to encourage a specific action

3
Q

Audience analysis includes

A
  • Determining who should hear the topic and if they have different needs
  • Audience awareness of the topic
  • How audience will react to communication
  • Rhetorical (persuasive) approaches that work best with each group
4
Q

If audience reactions to surprise or confusion

A

Communicator may need to slow down and pay more attention to the audience

5
Q

If audience reacts with resistance

A

Prior to communicating, anticipate possible objections and prepare response ahead of time

6
Q

If audience responds with little interest

A

Find ways to increase audience engagement in the message

7
Q

Framing

A

Process of getting an audience to see communicated facts in a certain way so that they take a certain action

8
Q

Reframing

A
  • Changing the way an audience sees or feels.
  • Can be done by pointing out benefits and opportunities created by change
9
Q

Effectively framing the message requires

A
  • Articulating the objective and desired outcome of the communication.
  • Identifying the benefit to the audience.
  • Identifying the key points of the message and sequencing them in a logical manner.
  • Providing an explanation of and evidence for each point that helps the audience see these facts in the desired frame.
10
Q

Choosing communication channel

A
  • Should fit the message and audience needs
  • Place with little distraction
  • Delivery style that supports understanding and engagement
  • Timing and awareness of reactions
11
Q

Strategies for critical/complex communications

A
  • How communication will occur
  • When communication will occur
  • Where communication will occur
  • Who will communicate
  • Required support
  • What media will be used
  • Managing audience feedback
  • Organizational rules that shape the communication
12
Q

Complex topics addressed in presentations

A

Usually require written support materials that allow audience time to study the message

13
Q

Discussions about sensitive issues

A

Are best conducted in person or phone rather than email

14
Q

Communication regarding allocation of resources above certain limits

A

Start with individual discussions with audience and move on to written reports that are followed by formal in-person presentations and even written responses

15
Q

Face-to-face (or small group) advantages

A
  • Provides immediate verbal and nonverbal feedback
  • Useful for complex, sensitive issues
16
Q

Face-to-face (or small group) disadvantages

A
  • Takes time
  • Requires good listening skills
  • Requires care to avoid conveying wrong message
17
Q

Phone call advantages

A

Provides more opportunity for feedback, questions

18
Q

Phone call disadvantages

A
  • Requires good listening skills since there are no visual cues
  • Faces more competition for attention
  • Takes more time
19
Q

Voice mail advantages

A

Saves time (when used to relay content, not make direct contact)

20
Q

Voice mail disadvantages

A

Does not provide feedback or confirmation of understanding

21
Q

E-mail advantages

A
  • Saves sender time
  • Allows detail
  • Includes multiple parties easily
  • Documents communication
22
Q

E-mail disadvantages

A
  • Requires more care to create accurate message and convey correct tone
  • Does not necessarily provide desired feedback
  • Can be missed or perceived as nuisance
23
Q

Short messaging (e.g., texting, chat) advantages

A
  • Saves time for both parties
  • Can be broadcast to announce information (e.g., promotional, emergency)
24
Q

Short messaging (e.g., texting, chat) disadvantages

A
  • Limits content that can be communicated
  • Can be missed or perceived as intrusive
25
Q

Social media advantages

A
  • Can be broadcast to large audiences
  • Reaches certain audiences efficiently and can elicit immediate feedback (e.g., quick surveys)
26
Q

Social media disadvantages

A
  • May not reach all audiences
  • Requires review since the message will be widely viewed
27
Q

Written report advantages

A
  • Allows full presentation of topic
  • Can reach a large audience and encourage thoughtful responses
  • Provides documentation of communication
28
Q

Written report disadvantages

A
  • Takes time and care to create
  • May need to conform to organizational expectations (templates)
  • Takes time to get a response
29
Q

Oral presentation advantages

A
  • Can allow immediate questions and feedback and adjustment of message
  • Can incorporate visuals, video, handouts
30
Q

Oral presentation disadvantages

A
  • Requires skill and time to practice
  • Requires time and expense to create support materials
31
Q

Physical and verbal ways to communicate effectively includes

A
  • Posture and movement
  • Gesture
  • Eye contact
  • Verbal qualities
32
Q

Signs of effective communication within your HR team and within the organization include

A
  • High levels of engagement reported in employee surveys.
  • High levels of retention.
  • Positive comments on the organization’s social media channels.
  • Effectiveness of teams in meeting their commitments and department budgets and schedules.
  • High levels of collaboration.