Cross-cultural communication is a big issue nowadays.
Today's life is so busy and really multicultural. Travelling around the world had never been easier than now. Even different cultures have more or less accommodated to be more international and suitable to as many people as possible.
Still things differs a lot from culture to culture, even country to country. Centuries took to build each their own spirit, traditions, food etc. All these can't be accustomed for everyone. Plus there is no need in this as loosing their uniqueness won't be so valuable and attractive to others.
Do you like travelling or have to travel due to your role in a business? Do you see and have to deal with foreigners very often? If yes to any of those, then it is good to pay attention to some nuances in communication with people of different cultures.
Obviously, the main thing in cross cultural communication is knowledge. Of course no one can know in advance what people they might meet on their way to work, so can't prepare for everything. But if you are planning to go abroad, it would be wise to not just take any extra vaccination you might need, but also read some facts and cultural specifics of the place you want to visit. You won't be killed for making some mistakes (in majority of countries) as everyone would see you are not local, but having some knowledge about the country, people, food even learning few phrases in their language would certainly raise you in their eyes. From my experience... being here in UK, whenever I meet new people and they ask where I am from and then try to say couple of phrases in my language, I feel really pleased and more open to communicate. It doesn't matter how badly it was said, if I understood what they ment it is a nice gesture.
Then it is important for both parties to understand there might be differences in understanding the same thing due to different experiences, so readiness to consciously overcome any problems is really important.
Some times even conscious effort to overcome any misunderstandings in cross cultural communication might not bring results, so being able to adjust to other's behaviour is an advantage. That means trying to be friendly, patient and forgiving instead of aggressively reacting to some actions of a foreigner (of course if they don't do it on purpose, which is really rare case).
Always, always positive body language. The one that is international, as body gestures do differ from culture to culture as well. Smile, no crossing legs or arms, straight posture are just few on a list. Eye contact is very important, but needs to be careful in use. Too much of it can be taken as rude gesture in some cultures, while in others this indicates openness and helps in building trust.
Listening attentively and willingness to repeit the same facts coulpe of times even using the language of body is a real help in cross-cultural communication. Nonverbal communication can help significantly as it's superior to verbal communication.
In some cultures, people when communicating go straight to the point, while others use a warming-up talk before handling any important issues. Knowing this would help communicate better, as some people would be simply not ready to take and process whatever you try to convey or you may bore somebody with preparations and they won't listen properly when you are actually telling something that needs their attention.
Using intermediaries, who know specifics of both cultures whenever possible helps in communication and understanding each other. They can adjust a lot of cross cultural nuances and not just translate the meaning. Said that, they can adjust tone as well as stress on important issues, would use appropriate timing of what is being said or done etc.
Whatever the way, have a nice communication.
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Improving Communication in Business and Personal life
The last part of our communication problems series is responding barriers. Communication is a two way process, where two or more people share information. If a sender convey a message they are likely to hear a feedback from a receiver. When the feedback can't be successful, then there may be a break in communication cycle.
1. No chance for feedback. Such problem can occur when sender is a sole communicator. When a speaker in a room can talk for hours without others having a chance to ask questions, make suggestions or any other interruptions into conversation, there would be likely redused attention, misunderstandings or misinterpretation of the information. That is why face-to-face communication is always considered the best, when both people are involved. But this is not always possible, so some care should be taken during a meeting like making a break or "ask questions" time or making meeting in a form of disscussion rather than a constructive one.
2. Inadequate feedback. Good communication can suffer due to judgemental or delayed feedback. If an authority is giving instructions in a way of order without a chance for an employee to ask questions or clearing up some details, then the latter may leave with some unclear information which would lead to doubtful results. Further more if a person feels they are not respected they might feel like leaving the place and the commander as soon as possible and can pretend to understand the instructions even if it not so. The results are unpredictible.
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Today we are moving to the barriers the receiver can come accross with during communication. These are called decoding barriers. What are they? Here are some possible problems when decoding the message:
1. Lack of Interest. If a receiver is not interested in the information that sender tries to communicate, then the message won't be read or listened to at least properly. The receiver may listen unattentively or read the message hurriedly or not read at all. A desirable result would have little chance to happen.
To handle such situation, a sender needs to take a different approach or stop communicate the message alltogether, because a receiver might not have any interest at all in such kind of information.
2. Lack of Knowledge. If a receiver has not enough knowledge about the subject that's being disscussed, they would have difficulty to understand it. Unless they are introduced to a good explanation, too much technical wording can be tough to keep up with.
It is important to use as simple language as possible whenever it makes sense. If salesperson tries to sell something they should make their speech simple and to the point. This would have much more impact than showing off their extreme knowledge about something. If this is written information, the sender should take into consideration what type of people they are trying to contact. An email withtin company staff can include technical terms as receivers would certainly be familiar with it. When contacting clients though it makes sense to use plain English (or other language) when explaining their products and services etc.
3. Lack of Communication Skills. Not enough reading and listening skills make communication ineffective.
Asking for simplier explanation of the information would help in understanding the idea of the message.
4. Emotional Distractions. Emotions play a big art in our life. Everything we do has some connection with our emotions. In communication with others it has no difference. If somebody doesn't like a person who tries to deliver them a message, they are likely to read their message not objectively. They would hear or read in between the lines some negative tone or misinterpret part of information as being towarded against them etc. This may lead to misunderstanding part of the information.
It would be helpful to actually concentrate on the information itself rather than on the person that tries to convey the message.
5. Physical Distractions. It is difficult to maintain a good conversation, when something is constantly on a way of receiving information: external noises, constant phone ringing, too bright lights, too hot or too cold etc.
Avoiding such kind of distractions would help to understand the other person's message much better.
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Today we'll have a look at transmitting barriers. Communication can be difficult if there is something on the way of sending information.
1. Physical Barriers. Noisy cafe or bad line connection while you are on the phone can ruin communication.If this is witten message, like email or letter, then formatting it not correctly or having a lot of grammar mistakes can look unprofessional. Such appearance of information may lead to negative results.
To minimise the effect of this barrier one should check if the correct form of letter or email is used in certain situations, check spelling and grammar. If it's a phone talk, then avoiding noisy places would help to maintain good communication. If noisy environment can't be avoided then sending a message can be an alternative way to transfer the information.
2. Conflicting Messages. Sometimes message can cause a conflict in perception. For example: If a person uses slang or jargon while talking with a person who is not familiar with such expressions then some misunderstandings are likely to happen.
3. Channel Barriers. Choosing an inappropriate medium to convey the message can spoil communication. Giving detailed instructions over the phone can leave both communicators frustrated.
Choosing an appropriate channel will help to convey the message properly.
4. Long Communication Chain. The longer the communication chain, the bigger the chance for message error at the end of the chain. If too many receivers are involved in receiving and passing the information, then usually the message becomes distorted. The last chain would almost definitely have an altered idea of the message.
Some other communication problems I'll cover in my next post.
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In my last post I mentioned types of barriers that might stand between people during communication. By recognising them and making corrections as soon as possible can save conversation and bring better results as an outcome.
First type mentioned was encoding barriers. This is the process when person encodes the message they want to send to the other side involving their best communication skills.
What are the possible problems that may prevent communication from being enjoyable and fruitful?
1. Insufficient knowledge of the subject. It says for itself - the sender doesn't have enough information about specific subject that is disscussed. The likelihood of the receiver getting mixed or unclear message increase dramaticaly. When person knows such situation is likely to happen they should get some knowledge about the subject they are going to disscuss.
2. Lack of Sensitivity to Receiver. This is the other way round to the previous statement. That is, when a receiver is lacking of knowledge in something or simply a message sent is not adapted to them. In this case sender should recognise the needs of the receiver and their knowledge of the subject. In some cases the sender will need to use other more simple ways for explanation. Probably using less terminology. Or let say other complicated and too specific descriptions can be avoided or substituted with easier to understand words.
3. Lack of Basic Communication Skills. This happens due to sender's inability to choose the right words and/or arrange such in grammatically correct sentences. The receiver will probably misunderstand the message or part of it. Sender needs to improve their communication skills or at least prepare themselves for the particular situation.
4. Information Overload. When too much information is sent at a time the receiver is overloaded and simply can't comfortably interpret it. This usually put some blockage in absorbing information. Receiver ends up getting just part of the message or stop listenning alltogether. Let us take an example of salesperson. In trying to sell they might actually discourage the person from doing that by quickly naming 30 advantages of the product. Instead it's better to pick just couple of the most important ones and describe the item based on these features.
5. Emotional Interference. A person occupied with emotions might not be able to communicate well. Anger, fear, hate etc can take a big potion of sender's attention either to express these emotions or to hide them from a receiver. When dealing with their emotions a person can send mixed message. In the opposite situation, if a receiver is preoccupied with emotions (e.g. they don't like the sender) they may have some troubles to "hear" the sender. People should really, whenever possible, to prepare themselves in advance for such meetings.
Tomorrow we'll cotinue to disscuss other issues that stand on the way for a good communication.
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Communication is a process of exchanging information between two or more people. During communication a sender sends encoded message through a certain communication media to a receiver, who decodes the message, processes it and sends back an appropriate reply through the same media.
Communication is an attempt to create a shared understanding of information.
When people enjoy their talk, they definitely understand each other.
Sometimes though communication can be a tough thing.
Have you ever met a tourist who wants to ask you something but doesn't know your language? The only communication tools they use is a map and their own hands ( maybe also some prehistoric noises they are able to make ).
Ok. They can point you on a map where they want to go. You got it. But how should you explain how to get there if they don't know your language?
Yes, you both begin to use intensively your body language. All sort of gestures are expressed. It seems like exchanging information transforms into exercising. Usually the conversation ends up with the tourist leaving you with the same knowledge they approached you. And you feel kind of resposible for their nearest future or doubt your communicational abilities.
Anyone's fault? No. Both did their best to communicate information. A language barrier was stopping you from a proper conversation.
Everybody once in a while meets some obstacles while communicating with others.
What are the possible barriers in communication? There are quite a lot of them.
Lets devide them for simplicity. Some of them come from a sender's side, the other from receiver's and obviously there are some external obstacles as well.
Possible barriers in communication:
- Encoding barriers
- Transmitting barriers
- Decoding barriers
- Responding barriers
In my next posts we'll have a closer look at them.
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Word of mouth is always working either for or against your business. This is very important while dealing with customers. Where else word of mouth can help? Why not suggest your contacts to help them in what they do? They would do the same in return. Reciprocal communication.
Not too many businesses seek refferals, although you can build the whole business using them. This is very benefitial for newbies on the market. Clients via refferals tend to trust you more than gained by other means as you were introdused to them by the source they already trust. What does this means? They tend to spend more money and can become loyal customers. This atually means a high conversion rate.
When someone can ask to be reffered? If you can do the same in return or can help in any other way and they agree to reffer you instead. Help can be anything they consider as such as long as they need you in some way and are willing to reffer you as being thankful.
Being reffered is one of the low-cost, yet effective ways to buid and develop business or career. You would have new clients to build relationship. Being loyal to customers and deliver what you promised means the growth.
Everybody get criticised from time to time. Sometimes the thing you like so much is getting disapproval from people you thought you trust the most. :-((
What if they are right? Of course no one likes any kind of critic. But some critic is useful and can help you to improve yourself in something. One of the advantages of being assertive is the ability to listen to helpful criticism and also to give one. By taking such criticism we can learn the way people see us.
How better to take good criticism? Simply listen to it and then repeat the same using different words.
Lets have a look at an example:
Kate: " This blouse doesn't suit you"
Alice: " OK...There is something you don't like about my blouse."
Kate: " The colour or style... there is something in it that makes you look older"
Alice: " So, you think I need to choose another blouse?"
Kate: " I really liked the one you had on Tim's birthday. It underlined all your best parts"...
Alice didn't attack the friend and defend her choice and neither agree straight from the first line. She behaved with assertiveness.
Lets see how else she could respond.
- Alice: " Phew... You are not supermodel either." Such reaction would leave both in a bad mood and even an argument could take place.
- Alice: " I never know how to dress correctly." The respond is incorrect as Kate was not talking about day to day dressing of Alice, but about particular blouse.
What have Alice gained from this conversation? She learned how she looks from someone else's perspective and gained the respect from Kate for being able to accept her comment. :-)
In yestaerday's post I mentioned about assertiveness. Being assertive not only give you a better feeling but make your communication with other people look more proffessional. You stand out your point while not offencing the other party.
Some people are naturally assertive. Others might need to learn and practice few techniques.
Here are some tips to start you off:
- Watch how other people communicate and even persuade other people by being assertive. What words they use, the tone and speed of the talk, their gestures and facial expressions etc.
- make a decision to improve your assertiveness.
- Imagine yourself being assertive. You can create some situations or take real ones and imagine scenarios of handlind those difficult situations. It may sound useless, but all great artists spend hours practicing their roles just to feel natural when they need the most.
- Take actions. They say to overcome the fear you just need to do what you fear the most. Seems like easier said than done. But this is a shortcut. People tend to exaggerate things. You might find it not that difficult once you start. With practice your fear will fade. Start with small steps. Once you master those move to more complicated situations and so on.
- Don't forget the importance of body language. Use nonverbal signals that supports your speech and show you are confident. Speak clear with steady tone. Don't be in hurry stating your point. Learn to use a bit more time before you give the answer. Eye contact is vital, don't stare though. Avoid such movement that show up your worriness like scratching, tapping, blinking eyes too often, touching your hair or face.
- Make your message to be clear, don't waffle. Then stop talking. If you didn't get a wanted result on a first try repeat your message and do that as many times as necessary. Choose other words for expression if you like. But the main point is don't allow yourself to be sidetracked.
- Don't panic if you fail, especially at the beginning. Keep practicing and see the rewards comming your way.
Enjoy any conversation experience with right communication skills. For more information on communication visit my website.
Life doesn't go smooth way all the time . There would be certainly obstacles in your life. Either at work or in personal life there would be a point you have to deal with difficult people. Building a relationship with latter might be taugh. But what if that's necessary?
This is especially actual in work environment, where you can't choose your colleguas. There is enough bullies at school and at work. How to stay at work and cope with any kind of communication? Workplace is a place where most people spend a big deal of time. Being surrounded with unpleasnt people would have a negative impact on your life. If you enter your workplace with fear, worriness, agressiveness etc every day, how would you feel in 10 or 20 years?
Communication with difficult people can go three ways. You can give them one of these responces:
- Aggressive responce. You show you don't tolerate their actions or words by "putting" them on their place. This situation can take a form of personal attack using sarcastic words and looking arrogant, but hopefuly not physical abuse.
- Passive responce. That means not saying or doing anything confrontational and provocative. While this way seems more friendly it can leave one feeling frustrated after the conversation.
- Assertive response. This one is something in between of the two others. You still object but do it without confrontation in more positive and polite way.
When dealing with difficult people it's good to adopt some assertiveness techniques. The point of being assertive is to feel fine after dealing with any difficult situation. Ideally this should be a win-win result in terms of mutual respect for them and self-respect. There would be no feeling of sorrow, guilt or frustration afterwards.
What are the possible outcomes of different responces?
Acting aggressively can lead to loosing of good deals, gaining a feeling of mutual "hate" and starting the game of revenge, where each would use any opportunity to offence one other. If this is at work it certainly won't serve you in a long term.
Staying passive won't get you anything but frustration and maybe lower your self-esteem and self-importance.
Being assertive in difficult situation is the best way of dealing with such. It's likely to be a win-win. You are staying happy about yourself as you stay and show your opinion and yet you are fine with the other person as they feel their opinion counts. The benefits are obvious.
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