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Communication

Discover the importance of communication in IT project management and how it impacts team collaboration, goal sharing, and decision-making. Explore the different functions of communication and the challenges it presents.

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Communication

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  1. Dirección de Proyectos Informáticos Communication

  2. Communication? • No group can exist without communication. • We need: • Share objectives, ideas, … • Have de same point of view. • … • An idea, no matter how great, is useless until it is transmitted and understood by others. GpiIC-1A Foundations of individual behavior

  3. A woman drives her car GpiIC-1A Foundations of individual behavior

  4. A men drives his car in the opposite direction. GpiIC-1A Foundations of individual behavior

  5. When she past just besides the man said: - Donkey!!!!!!! Suddenly the man says: - Seal!!!!!!!! GpiIC-1A Foundations of individual behavior

  6. Each which continuous its road, the man that goes smiling by the answer given, al to rotate in the first curve,… GpiIC-1A Foundations of individual behavior

  7. GpiIC-1A Foundations of individual behavior

  8. Moral of the history • “The men never understand what the women mean “ • Good, the problem even is worse.. • The communication is somewhat complicated • and there are many factors that do it difficult, ... GpiIC-1A Foundations of individual behavior

  9. Functions of Communication • Control • Formal: Job description, .. • Informal: bad faces if produce too much • Motivation • What to do, feedback • Emotional expression • Show frustration, feelings • Information • To make decisions,.. GpiIC-1A Foundations of individual behavior

  10. A Communication Model • The steps between a source and a receiver that results in the transference and understanding of meaning. • We can see an example GpiIC-1A Foundations of individual behavior

  11. The prior experience and the facts • A model sees the human being as flat tables (boards of wax) • Facts are like hot fluids that travel through these boards, leaving furrows. • The new fluids, even when cold, tend to travel through the prior furrows. GpiIC-1A Foundations of individual behavior

  12. Exercise • 50% of students leave of the classroom • We shown next graphic for 15 seconds. • Then students change. • We shown next graphic for 15 seconds. • We show the next graphic. • All students see this graph and tray to say what's that. • try to arrive to a shared vision. GpiIC-1A Foundations of individual behavior

  13. What is shown in the figure? GpiIC-1A Foundations of individual behavior

  14. What is shown in the figure? GpiIC-1A Foundations of individual behavior

  15. What is shown in the figure? GpiIC-1A Foundations of individual behavior

  16. Experience Experience Receiver Source Message Feedback The Communication Process Channel Encoding Decoding Signs GpiIC-1A Foundations of individual behavior

  17. Encoding • Converting ideas,… mental message to symbolic form. abfdsfllkt GpiIC-1A Foundations of individual behavior

  18. Message • What is communicated. abfdsfllkt GpiIC-1A Foundations of individual behavior

  19. Channel • The medium through which a communication message travels GpiIC-1A Foundations of individual behavior

  20. Decoding • Retranslating a sender’s communication message . abfdsfllkt GpiIC-1A Foundations of individual behavior

  21. Feedback loop • The final link in the communication process; puts the message back into the system as a check against misunderstandings GpiIC-1A Foundations of individual behavior

  22. Sources of Distortion • Look at the model and imagine problems that can create distortion. • Encoding, an example… • Channel… • Noise… • Prejudices, knowledge,… GpiIC-1A Foundations of individual behavior

  23. Communication Apprehension • Undue tension and anxiety about oral communication, written communication or both. • People who refuse speak or write. • This is a problem • Then… self-selection… or… GpiIC-1A Foundations of individual behavior

  24. Direction of Communication • Downward • Efficacy • Upward • Feedback • Lateral • coordination GpiIC-1A Foundations of individual behavior

  25. Formal vs. Informal Networks • Communication networks • Channels by which information flows. • Formal networks • Task related communications that follow the authority chain. • Informal networks • The communication grapevine. GpiIC-1A Foundations of individual behavior

  26. Chain Wheel All-Channel Three Common small-group Networks GpiIC-1A Foundations of individual behavior

  27. The Informal Network • Grapevine • Not controlled by management • Perceived as more believable • Serve self interest • Usually managers transmit it (10%) • Between departments • Different paths GpiIC-1A Foundations of individual behavior

  28. Nonverbal Communication • Messages conveyed through body movements, the intonations or emphasis we give words, facial expressions, and the physical distance between the sender and receiver. GpiIC-1A Foundations of individual behavior

  29. Nonverbal Communication • Kinesics (study of body motions), • New field, subject of many conjectures. • We send non consciously messages. • Depression, puzzlement, protection, indifference, complicity, impatience, forgetfulness. • Facial expressions . • Physical distances: • Disinterest, intimidate, aggressiveness o sexual interest • Contradiction between messages • I look to my watch  As you know you are really important for me… • Actions often speak louder (and more accurately) than words. GpiIC-1A Foundations of individual behavior

  30. Choice of Communication Channel • Factors: • Anxiety • Channel richness • The amount of information that can be transmitted during a communication episode. • Multiple cues, feedback, personal. • Selection criteria depends on… • Routine • Ambiguous GpiIC-1A Foundations of individual behavior

  31. Hierarchy of channels Richness Face to face talk Telephone E-mail Memos, letters General reports Nonroutine, ambiguous Richest leanest Routine, clear GpiIC-1A Foundations of individual behavior

  32. Barriers to Effective Communication • Filtering • A sender’s manipulation of information so that it will be seen more favorably by the receiver. • Selective perception • We interpret what we see and call it reality. • Defensiveness • In front of threatening messages • Language • “The meaning of words are not in the words; they are in us” GpiIC-1A Foundations of individual behavior

  33. Does we said what we wanted to said? • When a diplomatic says: “Yes” • He wants said “MAYBE”, • When he says: “MAYBE” • He wants said “NO”, • And when says “NO” • Then he isn’t a diplomatic. GpiIC-1A Foundations of individual behavior

  34. Hola When you are the receiver • Too many people take listening skills for granted. • But • Speak 125-200 words/min. • Comprehend 400 w/min. • Idle time… • Hearing <> listening GpiIC-1A Foundations of individual behavior

  35. Effective listening • Make eye contact. • Exhibit affirmative heads nods and appropriate facial expression. • Avoid distracting actions or gestures. • Ask questions. • Paraphrase. • Avoid interrupting the speaker. • Don’t over talk. • Make smooth transitions between the roles of speaker and listener. GpiIC-1A Foundations of individual behavior

  36. Bibliography: • Robbins, Comportamiento Organizativo, Prentice Hall, 1999. GpiIC-1A Foundations of individual behavior

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