Communication in the

University/Workplace
Being able to communicate effectively is the most important
of all life skills... ...
Effective Communication

• Having the ability to communicate properly in order to ensure your wants,

needs, and ideas are heard.

• a new wave of technology = different forms of communication

• Remember: communication involves receiving as well as sending; in other

words, a good communicator is also a good listener.
Communication Styles (Hanke, 2009, p. 23).
task-oriented vs people-oriented easygoing versus take-charge
The controller communication style
described as one that is task-oriented, as well as wanting
control of themselves, others and situations
Collaborators
enjoy working with other people to come to a consensus
and are considered easygoing
Socializers
those who are outgoing, enjoy meeting new people, and
flourish on change; who also “get their energy from others
and therefore work best when brainstorming with others to
make a decision and take action”
Not everyone uses the same
communication style at the same time,
it is important to be able to recognize
and adapt to one another in order to
show that you are taking the time to
focus and listen to their needs.
By being aware of one’s own preferences
when it comes to communication styles
with others, it becomes easier to know
when the communication style
projecting is suitable to the situation at
hand.
 • According to research by the McKinsey Global
Institute, the average employee spends two
and a half hours per day dealing with email.
Today, we're That's equivalent to 81 working days every year
swimming in —or a quarter of your working life.

an email • Meanwhile, research by technology research

deluge … consultancy The Radicati Group found that the
average business user sent or received 108
emails per day in 2015. That's set to rise to 116
emails per day by 2018.
 Email is how we spend
As your career progresses, the most of our time
importance of communication communicating,
so it's your greatest
skills increases. opportunity.
 In Sendmail's survey, people were most
upset by:
A recent survey by
Sendmail found that
nearly two-thirds - Not receiving the replies they needed
(64%) have sent or (61%).

received an email
that caused
unintended anger Unnecessary "Reply Alls" (32%);

or confusion

Confusing or vague messages (22%).

 How you write your emails
matters to the people
Email receiving your emails.
Even more importantly,
matters. your ability to write emails
will have a huge influence
on your career path.
Email Etiquette
Email Dos and Donts
 Use appropriate,
businesslike language

- limit liability risks

- effective
• Writing in all capitals
can convey that you are
shouting in your
message, and nobody
likes to be yelled at.

• Consider other ways to

get your message
across while conveying
its importance.

• Using all capitals can be

annoying and trigger an
unintended response.
Email messages
are easy to copy,
print and
forward.

If you don’t
want anything
getting out,
don’t email it.
• Save abbreviations like
LOL (laugh out loud) or
IDK (I don’t know) for text
messages among friends.
• Some may not understand
your abbreviations. And
while emoticons are fun,
they just aren’t
professional and you
don’t know how the
recipient will take them.
• Just like abbreviations,
readers may not know
what they mean. It's
better to spell it out and
write what you mean.
 • The SUBJECT: field is the window INTO your
email and often times determine if your email
will be opened.

SUBJECT: • Be sure to have a short SUBJECT: that indicate

FIELD clearly what the topic of the email is
• Typos or all small case can give the impression
of unprofessionalism and/or an impression that
you’re a spammer
 • Use your college or university email.
(not your personal email)
• Address your professor directly. Don’t
just launch into a request.
When • Be polite

Emailing to • Be succinct. Be specific.

• Don’t use your email to argue and
you never send an email when angry.
Professor… • Close your email with something
polite.
• Do a GRAMMAR and SPELL CHECK
 Is there a subject line that describes what's in the e-mail?
Salutation (starts the email)? For example: Hello Mr.
Whyte Or just the person's Name? Using “Dear Mr.
Whyte” is better for a letter.
Does the first sentence explain why the e-mail is sent?
Purpose of the e-mail is clear?
PROPER Does the body of the e-mail have short sentences, well-
spaced paragraphs? (Spacing makes it easy to scan). Email
Email is organized?
Using numbers and bullet points to make the message
checklist… clearer?
If the e-mail has attachment, is a sentence added to say
that?
If the e-mail is made to request something, is it clearly
stating what it wants? Or is asking? Purpose is clear?
Does the e-mail finish with a simple good-bye or a closing?
“Thank you for your help. I look forward to your answer.”
 • INTRODUCTION
• ATTACHEMENTS
Does the e- • BODY
mail contain all • SUBJECT

necessary •
•
REQUEST
GREETING
parts? • CLOSING
Your communication style is the way
you interact with others, and it
determines how you speak, act and
react in various situations.
Passive
Aggressive
Passive-Aggressive
Assertive
Passive
• Passive communicators are typically quiet Dealing with a passive communicator?
and don’t seek attention. They may act
indifferent during debates and rarely take a consider these methods to encourage a

communicatio
strong stance or assert themselves. They good working relationship:
don’t usually share their needs or express
their feelings, so it may be difficult to know • Take a direct approach. Initiate one-

n style
when they are uncomfortable or need help
with an important project when they need
on-one conversations, as private
help. interactions are often more
comfortable for a passive
You can identify a passive communicator by communicator than group settings.
these tendencies:
• Ask for their opinions. Allow plenty
• Inability to say no
of time for them to think over their
• Poor posture responses.
• Easy-going attitude • Use broad language. Avoid asking
“yes” or “no” questions that can be
• Lack of eye contact
answered with little elaboration. Stay
• Soft voice patient with long silences, as passive
individuals often take their time
• Apologetic demeanor thinking through a response.
• Fidgeting
Aggressive Frequently express their thoughts and feelings
and tend to dominate conversations, often at
communication the expense of others. An aggressive
communicator may also react before thinking,
style which can negatively affect relationships and
decrease productivity in the workplace.
• While an aggressive communication style
might command respect in certain
leadership situations, it’s often intimidating
to those who respond better to a calm
approach.
These are a few signs of an aggressive
communicator:
• Interrupting people while they’re speaking
• Invading personal spaces
• Presenting an overbearing posture
• Using aggressive gestures
• Maintaining intense eye contact
Methods when working with an
aggressive communicator:
• Be calm and assertive. Try not to let
the nature of an aggressive
communicator be intimidating. Focus
your conversation on an actionable
approach to the issue.
• Keep conversations professional.
Direct the conversation away from
personal issues or emotions.
• Know when to walk away. Walk away
from the situation if the aggressive
communicator becomes too
demanding or you’re no longer
making positive progress.
Passive- Appear passive on the surface but often have more
aggressive motivations driving their actions. While their
words might sound agreeable, their actions don’t always
Consider the following approaches
when dealing with a passive-
aggressive align with what they say. aggressive communicator:

communication Passive-aggressive communicators can quietly

manipulate a situation into one that benefits them.
• Make clear requests. Try not to
leave room for misinterpretation
style Some passive-aggressive communicators use this
approach because they feel powerless or manipulated,
though that isn’t necessarily the case.
or confusion.
• Confront negative
Passive-aggressive communicators may use the following behavior. Talk to them directly
approaches: about their behavior. Consider
• Muttering looping in a manager if your
conversation doesn’t produce
• Using sarcasm
change.
• Exhibiting denial
• Ask for their feedback. Directly
• Presenting a happy face when they’re clearly upset ask them for their feedback in
• Giving the silent treatment one-on-one situations to try to
elicit honest communication.
 Typically, the most respectful and productive type of communication in
the workplace. Assertive communicators share their thoughts and ideas
confidently, but they’re always respectful and polite.
They readily take on challenges but know how to say “no” when it’s
required. These individuals understand their own limits and protect
their boundaries without acting overly aggressive or defensive.
When you’re with an assertive communicator, you’ll notice their ability
Assertive to make others feel comfortable. They’re the ones that you seek out
because you know they can easily facilitate a productive discussion.
communication
Assertive behavior exhibits itself through:
style • Expansive gestures
• Collaborative and sharing tendencies
• Healthy expression of ideas and feelings
• Good posture
• A clear voice
• Friendly eye contact
When in a group/team of….
• If you have passive-aggressive
tendencies, look for
opportunities to communicate
your thoughts and needs openly.
Find a way to pursue clear and
honest lines of communication
to ensure you feel heard and are
taking active steps to directly
address a situation.
• If you have assertive
communicators on your team,
encourage them to share their
ideas, place them in positions of
leadership and enlist their help
dealing with passive, passive-
aggressive and aggressive
communication styles.
When you have tendencies to be….
• If you’re a passive communicator,
• If you have an aggressive
it’s important to work on your
communication style, you may find communication skills. Seek out
that you struggle to form strong opportunities where you feel you
relationships at work. Learning more can comfortably speak up. If you’re
positive communication techniques uncomfortable in group settings,
may help you overcome some of seek out personal meetings. If you
your aggressive tendencies. Reducing prefer writing over talking, try
stress in your life can help as well. communicating via email instead of
You can take a healthy approach to in person. Over time, you’ll see that
combat stressors by engaging in openly sharing your thoughts
physical activity and practicing creates opportunities for positive
mindfulness or meditation. interactions.
Why PROPER
COMMUNICATIO
N style MATTERS?
• When individuals exhibit
different communication
styles, it’s easy for conflict or
misunderstandings to occur.
• Understanding the
characteristics and
tendencies of different
communication styles can
help us to effectively interact
with someone who has a
different style.