Team Communication in a Pandemic

By Communication Consultant Duy Nguyen (Accounting and BIS, ’22)

3 Suggestions to Make Effective Team Communication During the PandemicA year into the pandemic, it is safe to say that each of us has witnessed its impact in one way or another. The pandemic has given rise to a dramatic shift in the way we interact and share information. A huge number of people are now a part of the virtual population, conducting their work and study remotely with the use of communication technologies. Such technologies, ranging from emails to video conferencing, have become the primary means of communication for professionals and students. Virtual communication has been vital in allowing us to sustain multiple aspects of our work and lives.

However, considering the fact that all such changes were initiated in a rather rushed manner over a short period of time, we may not yet have the skills that allow us to most effectively communicate in our virtual teams. Too much information could sometimes be overwhelming, thus demotivating and causing stress amongst teammates. On the other hand, information could be incomplete, resulting in unsatisfactory work or unnecessary, time-consuming back-and-forth inquiries. Problems resulting from information overload or incomplete understanding might lead to significant consequences. We have to do better from the start.

There are a number of ways to communicate more effectively in our virtual teams.

First, centralizing communication in groups can ensure that real-time data and information exchange is transparent and available to all individuals who are involved in the project/assignment.

Second, messages must be clear. Senders should explicitly state their intentions, thereby minimizing confusion and potential conflicts.

While communication should doubtlessly be conducted regularly so as to keep everyone up to date, work groups should also set up certain boundaries such as a curfew, after which email exchanges should be paused until the next working period, avoiding an overflow of information.

The pandemic has clearly placed greater emphasis on the role of effective communication. It is the skill that has allowed us to minimize disruptions and carry on with our usual duties. Adapting to the new communication practices, we will not only make the most out of the circumstances, but we will also equip ourselves with valuable skills that will be beneficial in the long run as globalization will continue to highlight the importance of virtual communication.

Practice makes perfect, so take advantage of the Rauch Center for Business Communication. Our Communication Consultants can help you plan for better communication in your groups or we can troubleshoot communication challenges.

Get information and resources about our center at The Philip Rauch Center for Business Communication.

Understanding the Importance of Mindfulness

By Communication Consultant Lili Tang (Accounting and BIS, ’22)

The Importance of Mindfulness

Are you familiar with meditating or practicing mindfulness? With the rapidly changing nature of our living environments, mindfulness practice has become an increasingly popular trend. It is usually defined as bringing one’s awareness and attention to the current moment while focusing on one’s feelings and thoughts. Do not let its seemingly abstract and profound concept scare you away. Mindfulness has real benefits for leaders and is proven to reduce stress in the workplace.

At this time of year, filled with exams and final projects, many of us are experiencing significant stress. Grace Brouillette’s studies focused on mindfulness in academic settings highlight barriers to self-care, including academic guilt, emotional and physical burn-out, and imposter syndrome. In addition, the current virtual environment creates more stress in our daily work and study. When our anxiety and stress levels go up, we tend to be easily trapped into an endless cycle.

Mindfulness can help you break that cycle. Although effectively mitigating and managing negativity takes time and effort, it is also true that we can see results right away when we recognize our positive and negative feelings, listen to them, and learn to embrace them gradually. Here are some mindfulness questions that you could ask yourself:

  • What is/are the issue(s) you are dealing with and how do they make you feel?
  • Why are you feeling stressed? What are some factors – internal or/and external – that are contributing to stress?
  • Have such feelings/events occurred previously? If so, what action did you take back then? Was that action effective or ineffective?
  • What would give you some comfort (nature, exercise, music, movies, books, cooking, etc.)? Who are you comfortable talking to?

Mindfulness is not merely applicable during stressful times. A regular practice in mindfulness carries numerous benefits. Understanding our own bodies and minds not only enhances our performance and communication, but also improves our memory, focus, and relationships.

Remember that mindfulness practice is not a monotonous task; rather, it is a valuable opportunity to communicate to yourself. If you are curious about the role of mindfulness in communication, do not hesitate to schedule an appointment with us. If you are stressed about exams, you could watch this brief meditation to help with test anxiety. If you are in distress or really need to talk with someone, make use of University Counseling Services.

Get information and resources about our center at The Philip Rauch Center for Business Communication.

The Power of Nonverbal Communication

By Communication Consultant Lili Tang (Accounting and BIS, ’22)

Navarro QuoteImagine trying to talk about something very important and personal, but your conversation partner constantly looks away, stares down at the phone, or doesn’t directly turn their face towards you. How would you feel? Or think about a time when you had an awkward handshake with someone significant. How do you think that person felt about you? Our eyes, hands, and gestures are parts of our nonverbal communication which implicitly communicate our attitude and personality. Nonverbal communication plays a big role in our daily interactions.

Verbal communication seems to be the most obvious approach to connect with people; however, words can mislead or deceive us. Joe Navarro, who previously served as a both FBI agent and supervisor in the areas of counterintelligence and counterterrorism, gave an informative TED Talk about the power of nonverbal communication. In the talk, Navarro stated that nonverbals were authentic behaviors that would not easily lie to us. Although it can be difficult to notice the nonverbal cues in our daily lives, it is vital to understand and utilize them as we continue to enhance interpersonal and communication skills. In addition, learning how to use nonverbals can help us be more genuine and sympathetic in various situations.

Nonverbals apply not only to our day-to-day conversations, but also to business communication. For example, if you are in a job interview and it is your first time meeting with the interviewers, how you sit, what you wear, and how you act will be very visible, especially in a virtual setting. In an interview, nonverbal communication is as important as verbal communication. Good nonverbals will demonstrate your overall communication skills and imply your confidence and positive attitude towards the company and the position you are applying for.

If verbal communication is the bright moon that glows at night, then nonverbals would be the twinkling stars to polish the night. Learn the power of nonverbal communication. Just as Navarro said, “The primary way we influence each other is through nonverbals — it’s that nice handshake; it’s a pat on shoulders; it’s that touch of hand — that communicates love in a way that words simply cannot do it.”

Get information and resources about our center at The Philip Rauch Center for Business Communication.

Most Common Writing Errors: Pronoun Use

By Communication Consultant Carolyn Reagan (Undeclared, ’23)

Most Common Writing ErrorsWhen it comes to writing, there are a number of mistakes that are prevalent and greatly undermine effectiveness, clarity, and cohesiveness. This piece is part of our ongoing series about common writing errors.

One way to ensure your readers understand your ideas is to prioritize clarity in your pronoun use. We use pronouns to refer to a recently-mentioned noun (a person, place, thing, or concept). Pronouns help limit repetition in writing. They are an important component of speech in both English and other romance languages. Some common pronouns are “I,” “her,” “you,” “we,” “they,” and “him.” 

For instance: “Melinda and I are working together on a marketing project. She is responsible for designing the Powerpoint.”

In the case of this simple sentence, it is clear that the pronoun “she” is referring to Melinda. The use of “she” also helps prevent the unnecessary repetition of Melinda’s name. Most frequently, pronouns referring to a particular person or group of people are used in a very similar capacity. However, not all pronoun usage is as straightforward. The pronouns “this,” “it,” “that,” or “they” are susceptible to being used in an erroneous manner. If they are used incorrectly or not clarified, they can become incredibly confusing. 

For example: “Wordsworth greatly revered the natural world, writing about the way that the sublime and individualism manifest themselves in daffodils, clouds, and landscapes. This made him one of the most important poets of the Romantic era.”

As a general rule, the pronoun “this” should almost always be followed by a noun that clarifies what you are referring to  (i.e.: This “case,” “decision,” or “approach”). The above sentence is confusing in large part because of the pronoun “this.” It is near impossible to understand what “this” refers to; is it describing Wordsworth reverence of the natural world, his choice to write about the sublime and individualism, or his actual writing? The subject could easily be clarified by instead writing “This focus…” A similar shortcoming is present in the following example. 

For example: “When Camus writes about Meursault’s rejection of the Chaplain’s request, it means that he does not believe in religion.”

The above sentence has two examples of ambiguous pronoun usage. It is unclear what the word “it” is referring to in the antecedent of the sentence. Additionally, the word “he” could potentially be referring to Albert Camus, the author, or Meursault, the book’s main character. Though the sample sentence presents an intriguing point, its confusing pronouns undercut its comprehensibility. Complex sentences (like the sample) that have a combination of both independent and dependent clauses can add important variety to an essay, but can simultaneously present grammatical difficulties.

When it comes to pronouns, the easiest rule to follow is this: A pronoun logically refers to the most recent noun that matches in number and gender. 

In general, the best way to avoid unclear pronoun usage is by thoroughly reviewing and rereading your work prior to submitting it for a grade. Also, consider asking a friend or peer to double check your work. Of course, the RCBC Communication Consultants can look over your writing with you to help identify any issues with pronouns. Clear pronoun use will ensure your readers can fully understand your thoughts and ideas while writing.

Get information and resources about our center at The Philip Rauch Center for Business Communication.