Management communication is a necessary way and tool to create and promote enterprise culture and realize the fundamental goal of enterprise management. The following is the basis and premise of management communication I shared. Let's have a look.
First, grasping the "seven elements" of management communication is the premise of improving management level.
1. Grab the target. The significance of determining the communication goal lies in: analyzing the problems to be solved in the whole communication process. In view of the numerous information before communication, the communicator must organize a clear concept to convey to the audience in order to achieve effective communication. The organization of this clear concept includes: setting goals, clarifying opinions and arranging specific contents. Communication goals should not only be carried out according to guidance and consultation strategies, but also be clear about overall goals, action goals and communication goals. It is necessary to make clear the relationship between the overall goal, strategy, tactics and tasks, as well as the leading goal, and be good at considering how to integrate each other's goals and determine the final action goal and communication goal under the norms of the leading goal.
2. Analyze information sources. In communication, the information source is the sender of information, the subject of communication and the disseminator, that is, to analyze who initiated this communication. In the process of communication analysis, the key of communication subject should be clear about three questions: who am I? Where am I? What can I give the audience? The analysis of communication subject is to solve the two problems of "who am I" and "where am I". The process of analyzing "who am I" is the process of self-cognition; The process of analyzing "where am I" is the process of self-positioning, and these two processes are the process of determining credibility. Solving the problem of information source is the process that the communication subject establishes credibility and determines the communication goal. Therefore, the information source initiates the communication process, determines the communication object and chooses the communication purpose.
3. Organizational information. It is very important to organize information strategically in order to make the information smoothly transmitted to the audience and easily accepted. That is, whether the important content should be placed at the beginning or the end needs careful consideration. If you explain the key points from the beginning, it is called to the point. Because getting to the point directly can be accepted by the audience more quickly and easily, it should be used as much as possible in business situations. If the focus is explained to the end, it is called indirect entry into the theme, that is, the method of step by step, item by item analysis and final summary is adopted to alleviate the resistance of those people with xenophobic mentality, stimulate their interest, and then change their attitude. To this end, we should be good at using information strategies. Information strategy is the third important link of management communication. Successful communicators should first consider how to improve the information structure of communication before each communication takes place. The key to formulating information strategy lies in solving two problems: how to emphasize information and how to organize information.
4. Understand the audience and serve them. Successful management communication is audience-oriented communication. Before communicating, you should know the background of the audience: who are they? What do they know? What are they interested in? How to motivate them? To do these four things well, we should carefully predict whether the audience is active or passive before communicating with them. Is it a primary audience or a secondary audience? How much do they know about the subject of communication? What new information do they need? How interested is the audience in the information provided? If the audience has a strong interest in the topic of communication, they can come straight to the point. Those who are not interested in the topic of communication should try their best to arouse their enthusiasm, solicit opinions and induce them to participate in the discussion. Communication object analysis is the starting point of successful management communication. We should be good at using communication object strategy and attach importance to the role of ethics in management communication.
5. Analysis of communication background (environment). In order to optimize management communication, modern enterprises must attach importance to environmental analysis and establish an environmental analysis mechanism, not only to analyze the internal environment frequently, but also to analyze the external environment, because people and things vary from place to place. Special attention should be paid to the analysis of environmental factors that affect the communication process: first, psychological background, including the mood of the communication subject itself and the feelings and attitudes of the communication subject towards the other party, so as to avoid deviation due to prejudice and likes and dislikes. The second is the physical background, where communication takes place. A specific place can create a special communication atmosphere. For example, when communicating with the boss, the effect of communication in the boss's office is different from that in the factory garden. The third is the social background. For different social roles, I am good at adopting different communication methods and modes, and dealing with the relationship between the communication subjects and other individuals and people who have an impact on communication, such as whether the boss is present or not, whether the competitors are present, and the wording and methods of my communication with others will be different. The fourth is the cultural background. It potentially and profoundly affects everyone's communication process and behavior. When different cultures collide or blend violently in communication, people can deeply feel the power of culture.
6. Optimize the media (channels). Communication is always carried out through certain media, including oral, written and non-verbal. A channel is the medium chosen by the sender to transmit information. Generally speaking, oral communication channels are mainly used for instant interactive communication, with flexible communication contents, no strict records and lively and emotional communication forms. Written communication channels are mainly used for communication with strict requirements and need to be recorded and filed. Both oral communication and written communication can be used as formal and informal communication channels. When choosing a communication channel, we should adapt it to the time, place and person, and choose the appropriate communication channel according to the specific local conditions at that time. In today's information economy era, electronic information channels are diversified. For example, the electronic channels of management communication that enterprises have used now include: electronic database, electronic data exchange, personal e-mail, group e-mail, visual electronic conference, electronic short messages transmitted through mobile phones, computers and networks, intranet, independent website of enterprises, internet of enterprises, electronic publications of enterprises and other new channels. Theoretically, management communication should have faster speed, larger information capacity, wider coverage, higher accuracy and success rate than before.
7. Pay attention to feedback. A complete communication process must include two main processes: the successful transmission of information and feedback. The communication process without feedback is prone to communication errors or failures. In order to test the effect of information dissemination, that is, whether the receiver correctly, perfectly and timely accepts and understands the information to be conveyed, feedback is essential and crucial. If the sender wants to communicate successfully, he must ask the receiver for timely feedback. When the sender finds that the information conveyed is not understood, it should be delivered for the second time or even more. Similarly, if the receiver, after receiving his own feedback, finds that the information sent back by the sender indicates a misunderstanding, he should make a second or third feedback after adjusting his understanding until he is sure that his understanding of the information is correct.
Second, lay a solid foundation for management communication: listening, speaking, reading and writing.
As individuals, managers should pay special attention to laying a good foundation of communication skills and improving the effectiveness and efficiency of management communication. According to different objects, they should adopt different oral and written methods and master written and oral skills skillfully to improve the efficiency and effectiveness of communication. It can be said that listening, speaking, reading and writing are essential basic skills for managers, and their importance in communication is 40%, 35%, 16% and 9% respectively.
1. Listen carefully. Listening is bright, preference is dark. Listening is one of the basic qualities of managers. Most successful managers are good listeners. In order to make listening effective, managers should consciously overcome listening obstacles and master the following listening skills: First, devote themselves wholeheartedly. Concentration, concentration, positive thinking and keeping an open attitude are important guarantees for effective listening. Second, put yourself in the other's shoes and enhance mutual understanding. Third, silence is golden. Listening to others quietly is the best way to listen effectively. Don't talk too much, turn your back on the customer and talk too much. Fourth, listen to what he says and watch what he does. Not only is nonverbal information more reliable, but more importantly, words and deeds are consistent. Fifth, it must be properly recorded. Effective feedback is the embodiment of effective listening. Managers get a lot of information through listening and give feedback in time, which plays an important role in stimulating employees' work enthusiasm and improving work performance.
2. can talk. Including interview and presentation skills. Modern people should learn to communicate, express and speak in public. "Have a glib tongue" can better meet the needs of all kinds of interpersonal communication and the rapid development of all walks of life. Interview is an important form of interpersonal communication, and it is also a communication method of management communication. To improve the level of interview, we need to make an interview plan, establish the purpose of interview, pursue information enjoyment, arrange the interview structure and environment, and enhance the relationship. At the same time, prepare questions in the way of 5W2H, that is, why to talk (why), who to talk to (who), when and where to talk (when and where). Talk about what, how and how much. To make a good speech, we should make clear the purpose of the speech, prepare the speech with 5W2H method, design the language structure of the speech, including the opening remarks, the elaboration of main points and the ending, grasp the psychological skills of the speech and skillfully use the nonverbal skills of the speech. We should pay attention to the art of speaking, convince people by reasoning, pay attention to ethics and morality, speak just right, and avoid rhetoric, arguments and redundant sentences. Persuade by lobbying when necessary, and be good at subtle influence.
3. read skillfully. As a manager, there is a lot of information to read every day, such as reports, contracts, meeting materials, company documents and online information. After reading it, pass it on to the employees. In management communication, it is very important for managers to master reading skills. Reading is the embodiment of language communicative competence. Formally speaking, reading seems to be a one-way verbal communication activity, but in essence it is a verbal communication activity in which the author and the reader participate together. Managers should be interactive in reading, that is, they should be good at summarizing, asking questions, expounding and predicting in reading.
The information age challenges the traditional way of reading, but we don't have enough time to read everything we want to receive. Therefore, we should be good at skimming. Skim and skip some paragraphs that readers fully understand, thus making effective use of time. Read actively. The more active you are, the better the effect will be.
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