Management Communication

All posts tagged Management Communication

Persuasive Messages with Successful Outcomes

Published October 17, 2014 by Mayrbear's Lair
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On Wednesday we talked about transmitting a persuasive message. Today’s post takes a closer look at how to do so with successful outcomes. To begin the process, the individual must understand that to create a transmission with the intent of having a successful outcome, it must contain two elements: content and process. In his book, Management Communication, Donald Baack (2012) explains that the content of the message should include the following three components: (a) it should state the point of the message clearly; (b) it should stay focused on a maximum of three main points; and (c) each point must be presented separately and clearly for maximum effect.  In addition, when making a persuasive argument, the key points should also include a careful balance of emotion and logic. This helps create a flow that leads to the intended outcome (Baack, 2012). Equally important when delivering a persuasive message is to make sure the transmission includes credible evidence and that it states the case, proves it, and provides methods for solutions.

To create successful outcomes from the flow the messenger desires, for example, one strategy most often utilized, is known as the AIDA model. It was developed by American advertising and sales pioneer Elias St. Elmo Lewis who also coined the phrase (Suggett, 2013). The AIDA method involves four processes:

  • Attention: Capture attention and draw the audience into the idea;
  • Interest: Maintain interest by making sure members of the audience see the benefit to them;
  • Desire: Help audience members understand how change is beneficial and respond to questions and concerns;
  • Action: Lead the audience to the desired response or behavior.
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According to Baack, another form of persuasive message transmission that is often used with success, is called the psychological progressive pattern approach. This method involves a series of structured steps developed specifically to help individuals navigate towards changing their views. The steps in this strategy include: (a) arousal to capture attention, (b) tactics to dissatisfy the receiver to demonstrate a concern or bring attention to the issue, (c) gratification in showing how the solution will resolve the dissatisfying factor, (d) visualization to help the recipient of the transmission see the potential outcome; and (e) include actions that can be taken to support the position.
Explaining mortgage conditions

Other tactics of successful persuasive message transmission involve simpler problem-solving methods that merely require the messenger to: (a) define the problem, (b) explain the problem, including causes and effects, (c) outline and evaluate potential solutions, and (d) provide the most ideal solution. Regardless of which method is employed, the key in achieving successful outcomes when transmitting persuasive messages, is balancing emotion and logic so that the message is delivered as it was intended without causing the recipient to receive it in a way that will merit a defensive or negative response.

Well, that’s a wrap for this week everyone! Thanks for tuning in! Until next time … stay organized!
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Ninety percent of selling is conviction and ten percent is persuasion. – Shiv Khera
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If you are interested in more tips and information on effective communication, pick up a copy of Media Magic’s digital publication Breaching Communication Barriers. To find out more about our other digital publications, or to purchase any of our accelerated learning Business Life titles, please visit our website at:

References:
Baack, D. (2012). Management Communication. San Diego, CA, USA: Bridgepoint Education.
Suggett, P. (2013). Get to know and use AIDA. Retrieved October 14, 2014, from aboutmoney.com: http://advertising.about.com/od/successstrategies/a/Get-To-Know-And-Use-Aida.htm

Business Communication

Published June 11, 2014 by Mayrbear's Lair

Thoughtful business people looking at laptop screen in a meeting

Every organization, whether for profit or non-profit, involves the performances of individuals and groups to play a role in how they function. It is imperative that leaders comprehend who these groups are before identifying how they transmit messages with each other. In his book, Management Communication, Baack (2012) identifies two important groups that engage in business communication with a firm: (a) the publics and (b) the stakeholders. The publics consist of the groups that have contact with the organization like the media, for example, who expose a company’s progress or shortcomings without being affected in any manner other than reporting. Stakeholders on the other hand, consist of the publics with vested interest in the firm (Baack, 2012). This group consists of both internal stakeholders (employees, unions and shareholders) and external stakeholders (suppliers, customers, government, educational institutions, special-interest groups, and the community).

The internal stakeholders are motivated for the firm to succeed with respect to stability, growth, and profits. For example, staff members want to feel secure in their positions and shareholders want their stock to grow in value. In the meantime, the organization’s external stakeholders have different interests. Customers, for instance, want quality products; suppliers want to continue selling their materials; and the government wants to make sure the firm is not engaged in illegal conduct.

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To transmit messages to both the publics and stakeholders effective Business Communication channels are required. These channels consist of anything from an individual who fills out a form, to an internal report on technology changes, or a company’s trade secrets. In addition, messages can be transmitted in written form like letters, memos, reports, proposals, and contracts. It also includes forms of verbal transmissions like face-to-face dialogue, meetings, presentations, speeches, and news conferences. All of these examples exhibit the wide variety of business communication channels.

Furthermore, communicating in a business environment is much different than communicating in private arena. For example, in my business life eBook, Breaching Communication Barriers, I examine some of the obstacles that can create distractions and barriers like technological innovations such as smartphones. For instance, have you ever tried to have a meaningful conversation with someone and they begin to message someone else while you chat? Needless to say this kind of  interference or noise, can disrupt the message being delivered, let alone have a profound effect on the relationship with the individual you are trying to have a conversation with. People tend to get away with that kind of behavior in a private setting with friends, but risk to lose their job if they display the same behavior during a meeting with colleagues or supervisors in the workplace. This is one of many reasons why the development of excellent communication skills is important for Business Communication.

On Friday we will take a closer look at Management Communication and examine more clearly the differences between communication with respect to business and management. Until then … keep the doors of communication open!

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Sometimes you make the right decision, sometimes you make the decision right. – Phil McGraw, PhD.

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Business Tools for Fathers Day

References:

Baack, D. (2012). Management Communication. San Diego, CA, USA: Bridgepoint Education.

Berry, M. A. (2013). Breaching Communication Barriers (Vol. 2). (C. Angela, Ed.) USA: Kindle Direct Publishing.

Group Communication

Published December 23, 2012 by Mayrbear's Lair

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Communication in a group environment differs from individual communication namely because when more people are involved in the decision making process more effort is required to process everyone’s input. It can be time consuming to reach a conclusion for a small set of people seeking to achieve goals while they work through the differences that exist (Baack, 2012). The same principles apply as when communicating to an individual; participate in active listening; show respect; provide feedback and be honest. When a team is formed for a specific goal, in order to achieve the objectives, effective communication skills are essential.

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There are unique challenges to communicating within a group. First, proper planning can help prevent wasted time and energy. For example, when a group convenes for a specific task, the manager or team leader organizing the group must be specific about the reason for the group’s formation. In addition, providing an agenda and assigning key roles helps maintain order and assists the team in achieving their desired outcome sooner rather than later. A strong individual for instance, can dominate the group and steer them away from the intended agenda. In addition, a person in a gatekeeper role with their own motive can withhold information to keep certain individuals from participating.

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In other instances, one or two motivated and enthusiastic members with more experience in a particular field may carry the work load inadvertently encouraging social loafing from the other participants. As a possible solution when this occurs, the leader or other active members can assign duties to those needing guidance and direction. Creating group cohesiveness is also an important element for the success of achieving team objectives.

Baack, D. (2012). Management Communication. In D. Baack, Management Communication. San Diego: Bridgepoint Education, Inc.