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Week 3 Flashcards

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1
Q

What is the definition of Organizational Communication?

A

The policies and Procedures used by a company to provide a flow of information from top to bottom and to provide equally effective procedure for permitting the flow of information.

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2
Q

Any communication system whether formal or informal must be?

A

a two way system.

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3
Q

Fredrick Winslow Taylor was?

A

The father of Scientific management Influence not force oriented

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4
Q

Henry Fayol was focused on?

A

Principles, Chain of command

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5
Q

Six major principals used for organizational effectiveness

A 
Scalar Chain
Unity of Command
Exception Principle
Span of control
Specialization
clarity of responsibilities
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6
Q

Scalar Chain

A

Chain of command. People should know who reports to them and to whom they report, authority should flow in a clear unbroken line, decisions should take place as close as possible to point of action

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7
Q

Principals for organizational effectiveness benefits to Unity of Command

A

No one should receive orders from more than one superior, violation leads to role conflict employee dissatisfaction and ineffective performance.

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8
Q

Exception Principle

A

Recurring decisions should be programmed, and delegated downward, only non-recurring issues should be referred to superiors.

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9
Q

Span of Control

A

The maximum number of subordinates that can be effectively supervised (5-7), Should be based on Complexity of jobs, quality-ability of people holding the job, ability of the manager

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10
Q

Specialization

A

Labor should be divided so that common activities are meaningfully clustered into one job or department

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11
Q

Clarity of Responsibilities

A

Policies and procedures: Responsibilities should be clearly written and understood by employees

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12
Q

Information Filtering

A

80% of information is filtered out by the time it gets to the bottom.

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13
Q

Organizational barrier

A

Mismanagement of agreement

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14
Q

Four Functions of Organizational communication

A

Control
Motivate
Information
Emotional Expression

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15
Q

Organizational Framework (4 Frames)

A

Structural Frame-Formality
Human Resource Frame-Fit people with organization
Political Frame-Power Brokering
Symbolic Frame-Culture

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16
Q

Structural Frame (3 points)

A

Emphasizes rationality, formal roles and relationships
Rules, roles, goals, policies, and technology are key concepts
Division of labor and coordination of individual activities are key frame processes

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17
Q

Fish Philosophy

A

Play
Make their day
Be there
Choose your Attitude

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18
Q

Benefits to the organization with the Fish Philosophy

A 
Better Recruitment
Improved retention
better morale
greater acceptance of change
ability to deal with stress
enhanced productivity
greater integrity and trust
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19
Q

In what a speech looks like there are three parts, introduction body and conclusion. In the body the important parts are what?

A

The transitions

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20
Q

Effective communication must be?

A

Two way

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21
Q

Upward communication’s major problem is?

A

It often terminates with the supervisor

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22
Q

Benefits of Horizontal communication

A

It tends to be less formal
Usually takes place face-to-face
Contains fewer threats to status and ego
Less likely to create defensive attitudes and emotions

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23
Q

Rumors can be diminished by?

A

Providing the truth but it must come from someone who is trustworthy

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24
Q

How can you build trust in the organizational Culture?

A 
Maintain Vigilance
Value & Model Trustworthiness
Reward Trustworthy behavior
Encourage Communication & Feedback
Remain loyal to the absent
Condemn degrading communication
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25
Benefits of Information Technology
Increased ability to monitor individual and group performance better decision making based on more complete information Provides a means for faster communication to large groups of people More collaboration and sharing of information Greater accessibility to coworkers
26
What are some electronic considerations
``` Right to Privacy Open Records sexual harassment no foundries bypasses the chain of command encourages the grapevine approach can give fuel to rumors ```
27
Neologisms are
Words that are created by adding the suffixes "ize and wise"
28
Benefits of Synergy
Taps into the collective Knowledge of the individuals in the organization Provides open dialogue and buy-in Helps create momentum
29
Psychosocial stress
Environmental demands that tax or exceed the adaptive capacity of an organism, resulting in physiological and psychological changes that may place the organism at risk for disease
30
Psychosocial stress may occur as a result of
Unresolved conflicts Role Uncertainty Inappropriate person-environment fit
31
Upward Communication includes what the person says about?
Himself, his performance, and his problems others and their problems Organizational practices and policies What needs to be done and how it can be done
32
Major cause of rumors is?
A lack of information
33
What is the Grapevine?
An informal organizational communication network that is active in almost every organization
34
How does the grapevine work?
Provides a channel for issues not necessarily addressed by formal communication channels Can be a barometer for organizational issues Normally carries negative information Can be used in a positive manner Is more prevalent at lower-levels of the managerial hierarchy The grapevine appears to be more influential in larger organizations
35
Benefits to Downward Communication
Job instructions-specific task directives Job rationales to produce understanding Organizational procedures and practices Performance feedback to subordinates Indoctrination of goals--a sense of mission
36
Tips for controlling agency image with the medial
The initial reaction is critical Be accountable and accessible Create a mechanism for receiving accurate information updates Try to control the flow of information by keeping message simple focus on 2-3 main points repeat the message often Plan briefings to match the news cycle
37
Scientific Management ignores?
The human aspect
38
Two major aspects of Organizational communication
Technological and informational. Both control information. | Both flow on the structure and culture
39
Negatives to electronic communication
Bypass chain of command
40
symbolism includes
Culture
41
Ways to improve Upward communication
``` Suggestion systems grievance procedures employee committees employee surveys exit interviews employee focus groups ```
42
Organization communication functions Overview, what do they provide
Control, Motivation, Emotional Expression, Information
43
Millennial are not interested in?
The job or the organization they are looking for a mentor.
44
Five keys to bridging relationships and building leadership
Awareness, Commitment, Participation, Support, Accountability
45
P4T2
People, Policies, Practices, Perception, Training, and Traditions
46
Prejudice + Power put into action =
"Ism"
47
Three different types of power
Positional Personal Institutional
48
Prejudice becomes harmful when?
Put into action
49
Gentrification
The process of renewal and rebuilding accompanying the influx of middle-class or affluent people into deteriorating areas that often displaces poorer residents
50
Definition of Prejudice
A set of attitudes, opinions, and feelings formed without adequate prior knowledge, thought, or reason; prejudgment
51
Definition of Racism
An attitude, action, or practice backed by institutional "power" which "puts down" an individual or group of people because of their race or the color of their skin.
52
Selective perception is
We often normalize things s they fit with previous expectations
53
Ethnocentrism
The belief that the behavior of others can be interpreted according to the rules and values of one's own culture. Believing our way is the only way of thinking and/or doing
54
Confirmation Bias definition
Resisting new information bout other and trying to fit new information into old categories.
55
Perceptual Sets:
We often see what we expect to see. Things are not always what they seem to be
56
Closure:
We often are restricted by our own self limiting boxes
57
Knowing that your actions convey many potential messages is important, especially when?
Engaging in intercultural communication
58
Diversity has many dimensions. What are two of them?
Stable and unchanging | unstable and changing
59
Cultural Awareness
Cultural awareness is the recognition that culture affects perception and that culture influences values attitudes and behavior
60
Integration is what?
Individual or group retains its original cultural identity but also seeks harmonious relationships with other cultures
61
Assimilation is what?
Individual or group takes on new culture's beliefs values and norms
62
Separation is what
If forced by the more economically and politically powerful = segregation; If chosen by non-dominant group = seclusion
63
Marginalization is what
Individuals or groups neither retain their cultural heritage nor seek positive contacts with other groups
64
Key points about culture
Culture is learned not inherited Culture comes from one's social environment; while it is not in the genes, it can be passed down from one generation to the next Culture rules are usually informally agreed upon but they have an amazing ability to determine what one thinks and how one behaves Culture is determined by where we live who we interact with and what we are exposed to. these influences determine one's etiquette personal styles and values. Culture "colors" our interpretation of the behavior of others. EVERYTHING about one's culture is learned?
65
R.E.A.C.H. Back stands for?
Respect, Educate, Assess, Caution, Honor
66
Values & Cultural Group Norms #1 Relation with people is
The preferred way of relating to others-Acquired, loosely, formally, etc.
67
Values & Culture Group Norms #3 Communication Style is?
The preferred way of expressing oneself verbally and non-verbally and in activity and behavior
68
Values & Culture Group Norms #4 Relation to Authority is?
Preferred way of communicating and interacting with leaders and people in perceived positions of leadership and/or power.
69
Values & Culture Group Norms #5 Approach Activity is?
The preferred way of doing or not doing things
70
Values & Culture Group Norms #6 Perception of self & the individual is
The preferred way of acknowledging one's self-worth or one's importance and values
71
What are stereotypes?
Preconditioned ways of thinking which support group superiority-inferiority views.
72
By negating people's individuality and their values, stereotypes often have a destructive and negative impact. In most situations they?
Minimize the talents, potential and accomplishments of others Inhibit the development of authentic relationships among diverse people Ignore or discount the full range of an individual's behavior
73
If stereotyping is left unchecked in can play a major role in?
Lowering creativity, productivity and employee morale of a team. It can often become a negative predictor of behavior
74
A model for addressing Intercultural Conflict is S.T.A.N.D. which stands for?
State the situation you want to discuss (objectively) Talk about your reactions to the situations Acknowledge the other person's point of view. Negotiate with the other person Discuss the possible options behavior or changes
75
Values & Culture Group Norms #2 is time orientation. There are two groups. What are they?
Linear and Relational

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