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It is a pleasure to acknowledge many people who knowingly & unwittingly helped
me, to complete my research assignment.

I express my gratitude to Dr. Archana Sehgal for her cooperation and
encouragement during the completion of my research assignment i.e. HOW CAN
COMMUNICATION BE MADE EFFECTIVE ACROSS CULTURES.

I am grateful to my parents, my siblings, my friends and all well wishers for their
moral support and encouragement during the entire period of time. Continuing the
same, they enlightened me in the various stages during the development of this
project and provided me with many insights and useful examples, which proved to
be of immense help in successful completion of this project.











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I IN ND DE EX X

S.no Topic Page no.
1. Introduction 3
2. Features of communication 3
3. Communication process 4
4. Guidelines for effective communication 4-5
5. Culture: Definition and Importance of cross cultural
communication
6
6. Cultural variable affecting communication and
Guidelines foe effective communication
7
7. Managing cross cultural communication 8
8. summary 9
9. Bibliography 10









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Introduction:

Achieving success in workplace is closely associated with the ability to communicate effectively,
both in the workplace and with outsiders. Identifying a problem, arriving at an appropriate
solution, supervising work, co-ordinating various functions, co-ordinating people and their
activities, developing products and their services, and developing relationships- all these
activities call for effectiveness and efficiency in communication.

Definition:

Communication is the process of exchanging information, usually through a common system of
symbols. It takes a wide variety of forms- from two people having a face-to-face conversation to
hand signals to messages sent over the global tele-communication networks. The process of
communication facilitates interaction among people; without it, we would be able to share our
knowledge or experiences with anybody else. Common forms of communication include
speaking, writing, gesturing, and broadcasting.
Features of communication:
Communication has some clearly identifiable features:
a) A two-way traffic: Since communication is an exchange of views, opinions, directions,
etc., it is a two-way traffic. It moves upward and downward. Messages, directives,
opinions, etc., are communicated upwards, i.e, from workers (lower level) to
management (higher level), as well as downwards, from the management to the workers.

b) Continuous process: Communication is continuous process. More often than not, it is
repeated to achieve the desired the results.

c) A short lived process: The process of communication is complete as soon as the
message is received and understood by the receiver in the right perspective. Hence, it is a
short lived process.

d) Need proper understanding: The basic objective of conveying a message is a proper
understanding of the message by the other party. For this purpose, it should be clearly
and concisely worded.

e) Leads to the achievement of the organizational objective: Effective communication
does this by creating a sense of object orientation in the organization.


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Communication process:
The communication process is carried out in a systematic manner.
Step 1: sender conceives an idea depending on the purpose of communication.
Step 2: Sender chooses appropriate symbols, and encodes the idea and formulates the message.
Step 3: Sender sends the message through a suitable channel (oral or written).
Step 4: Receiver receives the message.
Step 5: Receiver decodes the symbols, and comprehends, and interprets the message.
Step 6: Receiver sends response that is observed by the sender.

The entire communication process takes place within a communication environment, which is
also called communication context or frame of reference.

Guidelines for Effective Communication:

Clarify your ideas before communicating. Analyse the topic or problem to clarify it in
your mind before sending a message. Communication often is ineffective because the
message is inadequately planned. Part of good message planning is considering the goals
and attitudes of those who will receive the message.

Examine the true purpose of the communication. Before you send a message, ask
yourself what you rally want to accomplish with it. Decide whether you want to obtain
information, convey a decision, or persuade someone to take action.

Conside the setting in which the communication will take place. You convey
meanings and intent by more than words alone. Trying to communicate with a person in
another location is more difficult than doing so face-to-face.
Consult with others, when appropriate, in planning communications. Encourage the
participation of those who will be affected by the message. They can often provide a
viewpoint that you might not have considered.

Be mindful of the nonverbal messages you send. Tone of voice, facial expression, eye
contact, personal appearance, and physical surroundings all influence the communication
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process. The receiver considers both the words and the non-verbal cues that make up
your message.

Take the opportunity to convey something helpful to the receiver. Considering the
other person's interest and needs often presents opportunities to the sender. You can make
your message clearer by imagining yourself in the other's position. Effective
communicators really try to see the message from the listener's point of view.

Follow up the communication. Your best efforts at communication can be wasted
unless you succeed in getting your message across. You should follow up and ask for
feedback to find out whether you succeeded. You cannot assume that the receiver
understands; feedback in some form is necessary.

Be sure your actions support your communication. The most effective communication
is not in what you say but in what you do. Actions speak louder than words.





















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Culture: Definition

Culture is simply regarded as a defined pattern of living of a particular group of people which is
based on their beliefs, values and traditions. The different nations across the globe are regarded
as unique because each form of culture carries within it a set of beliefs, norms, values and rituals
that not only define it, but also differentiate one culture from the other. These cultural differences
have intrigued the researchers across the globe resulting in research studies that have aimed at
exploring the dynamics of human culture. Language is one such component of a culture that has
given rise to differences to such an extent that it has lead to severe conflict.

Importance of cross-cultural communication:

Cross cultural communication in business happens between any two companies regardless of
their location. To effect productive business relationships, every organization needs to be
sensitive to the potential issues of cross cultural communication.

a) Common Ground: When a company engages in cross cultural communication, the first
thing to establish is the common ground with the new business partner. It begins with the
most effective ways to communicate.

b) Informational context: Different corporate cultures require different levels of
information. Developing the proper information context is critical when communicating
with a new business partner, and it begins by understanding the work culture of your
business partner and how information is processed.

c) Trust: When the new business power takes the time and effort to establish good cross-
cultural communication, it helps to elevate the level of trust and respect between the two
partners.

d) Quality: Working within the guidelines of a new business partners corporate culture
helps to improve communication at all levels of both organization. The quality of
information improves when it is delivered in a manner that each company is accustomed
to.





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Cultural Variables Affecting Communication:

Attitudes: Attitudes underlie the way we behave and communicate and the way we
interpret messages from other people. Ethnocentric attitudes are a particular source of
noise in cross-cultural communication.

Social organization: Our perceptions can be influenced by differences in values,
approach, or priorities relative to the kind of social organizations to which we belong.

Thought patterns: The logical progression of reasoning varies widely around the world.
Managers cannot assume that others use the same reasoning processes.

Roles: Societies differ considerably in their perception of a managers role. Much of the
difference is attributable to their perception of who should make the decisions and who
has responsibility for what.

Language: Spoken or written language is a frequent cause of miscommunication,
stemming from a persons inability to speak the local language, a poor or too-literal
translation, a speakers failure to explain idioms, or a person missing the meaning
conveyed through body language or certain symbols.

Guidelines for Effective Communication

Be patient: Recognize the attitude toward time and hospitality take time to develop
friendship and trust, as these are prerequisites for any social or business transactions.

Recognize that people and relationships matter more than jobs, company, or contract-
conduct business more personally.

Avoid expressing doubts criticism when others are present recognize the importance of
honor and dignity.

Adapts to the norms of body language, flowery speech, and circuitous verbal patterns,
and dont be impatient to get to the points.

Expects many interruptions in meetings, delays in schedules, and changes in plan.

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Managing Cross Cultural Communication

Steps towards effective inter cultural communication includes:

1. Developing cultural sensitivity: Encode a message in a form that will most likely be
understood as it is intended. This means the managers must be aware of their own
culture, the recipients culture and the expectations surrounding he situations.

2. Careful encoding: The sender must consider the receivers frame of reference to make
the best choice regarding words, pictures and gestures.

3. Selective transmission: The channel medium should be chosen after considering the
nature of message, level of importance, timing involved, personal interactions.

4. Careful decoding of feedback: Best means for obtaining accurate feedback is face-to-
face interactions. Best means for avoiding miscommunication is to improve your own
listening and observation skills.

5. Appropriate follow-up action: (Eye contact, posture, tone, etc) Interaction posture and
orientation to knowledge understand that your beliefs and perceptions are only valid for
you and not everyone else.



















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SUMMARY

The process of communication not only involves the sender and the receiver, but the pattern of
communication is greatly shaped by the cultural backgrounds that people carry into the process
of communication. The patterns of communication, the choice of words and usage of phrases, the
display of emotions and feelings, and the comprehension of the words and gestures are
determined by the culture that a person belongs to. The culture of a person provides a reference
through which a person develops an understanding of the verbal and non verbal aspects of
communication and compares and contrasts the different facets of the communication.

These cultural differences originate out of the variation in the values, beliefs and display patterns
that are transmitted through a culture and are inculcated into the minds of the people living in a
particular cultural context. Due to these differences people have experienced conflict which is
based on misinterpretation of what was being said or what has been understood by the people.
Such distortions in understanding are not only attributable to the differences in language but are
also rooted in the differences that exist between different cultures of the world.

Words and actions that are considered a normal part of a culture may end up offending the
people belonging to a different set of culture. The degree of expressing feelings and emotions
also varies from culture to culture.

A few factors can be considered to improve the effectiveness of the communication that is
carried in different cultural contexts to avoid misunderstanding and decrease the probability of
conflict. One of the basic requirements for effective communication across different cultures is
related to having sufficient knowledge that allows a person scope of understanding to
comprehend the variations across different cultures. Secondly this knowledge can also help
people in increasing their level of acceptance for the patterns of communication in other cultures.
So instead of getting offended or creating a prejudiced opinion of others, acceptance of
differences allows a person to have an open mind and be receptive of the information. Along
with that it also helps a person in being an effective listener and communicating effectively with
others.





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BIBLIOGRAPHY

Oxford Business Communication by Meenakshi Raman and Prakash Singh
Business Communication by Dr. K. K. Sinha - 4
th
Edition (2012)
http://www.hcareers.com/us/resourcecenter/tabid/306/articleid/507/default.aspx
http://www.colorado.edu/conflict/peace/treatment/xcolcomm.htm