Presentation 1

Key Term:

Baby boomers: 1946 – 1964

Generation X: 1964 – 1977

Generation Y: 1977 – 1997

Introduction

1. What expectation does each of these generational groups have about life and about organizations?

Baby boomers

Life

- Social stability

-  Main priorities are home and family

-  Life expectancy and improvement

Organizations

-  Various experiences in life and organizations

- Seniority

-  Resist to make changes

-  Long-term employment (loyal and committed)

- Slow career development (wait for opportunities for advancement)

 Start looking for retirement

Generation X

Life

-  Highly educated

-  Highly individualistic (selfish, do not want to share their networking and experiences with others)

-  Alert the importance of network connections

Organizations

- Work as life (as natural as play)

- Ambitious and prefer self-direction

- Highly predictable behavior

- Structured and hierarchy-oriented

- Power and status (title is important)

- Goals are their motivation (self-motivated)

- Changes job if there are no opportunities

Generation Y

Life

-  Happy-go-lucky

- Multiculturalism and internationalism

- Changes all the time

- Impatient

-  Over confident (dislike people to judge on them)

-  Tech-savvy (Information and Digital Age)

- Socialization (social rather than work)

- Ambitious but over self-expectation

Organizations

- Work to live (not interested in the job)

-  Creative and Innovative

-  Dislike to follow instruction

- Dislike working and will avoid working when possible

- Avoid participation in daily organizational routines

-  Would not do any extra job if no compensations or OT allowances

- Shift job frequently (never truly comfortable in any organizations)




2.  What messages and experiences have contributed to those expectations?

Baby Boomers,

- They are looking for retirement and life expectancy.

- They want stability, that’s why they resist for changes and very loyal to the organizations.

-  They wait for opportunities to come to them, which lead to slow career development.

- They dislike young generation who do not follow and listen to their instructions although your position is higher than them.

Generation X,

- They are highly educated and ambitious, that’s why they do not wait and look for opportunities.

-  If the organization cannot afford or pay them what they want, they will leave the organization.

- They are independent and prefer self-direction; they dislike following baby boomers’ instruction, and always offence them.  

- They are structured and hierarchy-oriented.

- Achieving goals become their part of life and motivation in order to get more power and status.

Generation Y,

- They are fresh graduated, lack of experiences and are not interested in job.

- They are happy-go-lucky and unwilling to participate in daily organizational routines.

-  They change job frequently not because of others better opportunities, it is because they are impatient and dislike the boss.

-  They refuse to listen comment or judgment from elder people.

- They are ambitious but they are over self-expectation.

-  They beliefs that without any experiences, they may still start up a business by themselves.

3. Over what issues are the three groups likely to have conflicts? Why? 

Issues	Baby boomers	Generation X	Generation Y
Experiences	Expect in life and  organizations	Organizations	Fresh in life and organizations
Personality	Loyal and resist changes	Self-motivated and   look for opportunities	Impatient and creative
Generation Gap	Slow, traditional	Information age (predictable)	Technology age
Management Style	Slow career employment	Work as life	Work to live
Lifestyle	Home and Family	Power and Status	Happy-go-lucky
Communication	Hand writing, phone calling, face-to-face interaction	Email	Social media such as Facebook, Twitter, Blogger (mobilecasting)
Perception	A is A.	A is B. What is the  proven?	A is A. I knew it because everyone is talking in the same way.

Discussion Questions

1. To which, if any, of the three generational group do you belong? (Remember, if it is the experiences you’ve had more than your age that influences generational membership)

In between Generation X and Generation Y

2. How do your expectations and experiences correspond to theirs?

Generation X,

- Alert the importance of social networking

-  Ambitious

-  Work as life (is not a place for you to play, every decision made will bring certain outcomes

-  Prefer self-directed

- Self-motivated and personal satisfaction

- Promotions come from performances not long-term employment

Generation Y,

- Greedy (education and organization experiences)

- Impatient

-  Keep changes or unstable in life and organizations

- Willing to learn new skills and fast learner

- Change job frequently

-  Unwilling to contribute to the job if there are not related to my interests

- Rely on technology application such as Photoshop, Illustrate, Microsoft

- Dislike to follow instruction and direct refuse employer or manager if they are wrong




3. Over what issues are you likely to have conflict with the members of the three groups? Why?

Issues	Baby boomers	Generation X	Generation Y
Generation Gap	Old, Slow, Traditional, Stubborn, Loyal, Resist changes	Predictable,   Particular, Selfish, Self-motivated	Fast learner, Impatient, Creative
Management Style	Slow career employment and playing safe	Passion, Ambitious, Serious on the job	Not interested on the job, Shift job frequently
Lifestyle	Home and Family	Power and Status	Happy-go-lucky
Communication	Hard working	Social connection	Social networking
Perception	Include everything	Think of a way to combine both	Specialization

4. Are the strategies chosen by Generation Xers appropriate to the situations they face? Generation Yers?

Generation Xers,

In order to become more valuable and get higher pay or salary in the organizations, Generation X understands the important of achieving organization goals. Therefore, they plan their own careers and seek out opportunities by enlarging their network connects and polish their resume. It is appropriate to leave the organizations if the organizations cannot satisfy their needs and wants.

They talk to Baby boomers in ways of direct, bold and cut-to-the chase style. For my opinion, I don’t think it is an appropriate way of communication in the organizations. Although their action is understandable for young generation as opportunities should come in a way of fairness and equity, not seniority. But how will you feel if your juniors are refusing your statement or suggestion during meeting?

Generation Yers,

The innovation of technology brings much positive impact to our life and organizations. For example, access internet by using smartphone at anytime and anywhere, software makes our work more effectively and efficiently. If Generation Y uses technology for researching, evaluating, designing or working, then it is appropriate. However, if they use for talking to friends via mobile phone, instant messaging, downloading application while at work, then the results of using technology is making them worse.

In order to get the task done, they are willing to work as a team. They offer the help from senior, learn new skills from others. It is the appropriate way because they may prevent to make mistakes. 

5. What effects are their strategies likely to have on their relationships with their supervisors in traditional firms? With their co-workers? With their subordinates? Why?

Generation X,

- Try to comment or suggest opinion indirect way to their supervisors while at meeting.

-  Lower down their expectation to their co-workers and subordinates. Don’t expect them being able to do anything without more information.

Generation Y,

-  Try to pay attention at work, set goals for themselves.

-  Contribute and self-motivated to the organizations although organizations do not pay for overtimes.

Tutorial 2

Key Term: Communication Process

1.       Describe an organization that you know well. Identify message functions and the structure of that organization.

The organization that I had worked before is Milestone Production, along together with Artiste Management Services and Show Production.

Milestone Production was founded in 2003 and providing one-step services which are strategic services, creative services and production services. It has a strong portfolio of clients such as Haier, Chevron, Sunway Pyramid, Maybank, Tomtom, King’s, Star Publication, Swatch Group, AIA, Bric’s, Mitra Energy, Tatler Malaysia, Samsung, Maxis and etc.

Milestone Production manages all types of corporate, commercial and private functions such as Dance and Musical Productions, Seminars and Conferences, Product Launches, Opening Ceremonies, Fashion Shows, Road Shows, Concerts, Annual Dinners, Theme Parties and many more. Some of the show that Milestone Production done before was Mamma Mia@ The Musical @ Istana Budaya, Peter Pan @ Istana Budaya, Nicholas Tse Concert @ Singapore, Wild Zebra @ Istana Budaya, Shaolin Kung Fu Masters @ Stadium Putra Bukit, AIA Kick Off 2011 @ Putra Indoor Stadium and etc.

Organization Structure

There are three different departments under Milestone Production, which are Artiste Management, Event Management and Show Production. Although Milestone Production is a small organization, however they have a clear hierarchy of information flow, where Executives pass the message to Managers, then Managers report to Director, and then Director will discuss the issues or situation to the Managing Director, at the end Managing Director will make the final decision or approval. Therefore, communication process places an important role within the organization as miscommunication will lead to failure of the overall daily operation.  

For example, the executive is given a task to search for the quotation of shipment to USA, and then he/she has to report to Manager. Manager passes the message to Director. Director has a meeting with Managing Director with regards to the comparison of the quotation from different shipment companies. What if the Manager misunderstands of Executive’s message? Managing Director will make the wrong decision.

2.       Describe the culture of the same organization.

-          Everyone has the equal treatment. Although the employees are new in the company, employer still provides allowance, bonus for them. Besides that, employees are fair to have same amount of leaves as other colleagues have. After the event, normally employer will treat employees to have a dinner as an encouragement.

-          Employer provides equal opportunities for employees to voice up their opinion during the meeting.

-          Well management strategic. No one will overlay other jobs. Everyone has their own job scope.

-          Everyone almost works independently as the Director will assign job to each of the Managers, then the Manager passes to Employees.

-          Non-work life as manager may call employees to work on weekend.

-          Group interactions are normally through email or written form, therefore information always overload.

3.       Debate whether or not we should view communication as the fundamental organizational process.

Miller (1995) defined organizational communication is a process through which organizations are created and in turn create and shape events. The process can be understood as combination of process, people, messages, meaning and purpose. Organization communication is more than the daily interactions of individuals within organizations.

Communication as the fundamental organizational process is proven by several scholars. It is an ongoing process without beginning and end and it is a basic way of interaction to internal and external of the organization. For example, when an organization such as HELP University is facing financial crisis, employees, students and outsider (parents) will worry about their salary and certificates. In order to handle the facts, top management of the organization such as head of Marketing, ADP, Business, Information Technology, Communication and A-Level should announce the same information or message to internal employees, external students and parents. 

Furthermore, communication assists both individuals and organizations to identify differing cultural perspective and create relationship between each of them. Through a conversation, we will understand more about the characteristics of this person, that’s why there is at least three times interview for an organization before hiring the person.

Besides that, communication creates and shapes organizational events. It helps to interpret the message into meaningful symbolic. For example, a symbol of “$” represent “money”.

Lastly, communication is a movement or transmission of verbal and nonverbal behaviors and the sharing of information throughout the organization. Effective and efficient communication helps to exchange message immediately and within nation boundaries anytime.

4.       Which of three approaches (functional, meaning-centered, or emerging perspectives) to organizational communication do you think better describes organizations? Why?

There are no right or wrong among three approaches to organizational communication. For my opinion, I will prefer to apply three approaches together due to the blooming of technologies and transition of information age.

Functional Approach is described as a primary function of organizational communication system to send or receive information. It is important for organization communication which numbers of related units that operate together within the organization and its environment to get the information from internal and external (issues and problem), then transmitting the message (doing research, revolution and changing), and finally comes out a conclusion (decision and solve the problem). For example, Starbuck got a complaint from external environment with regards to the long queue for ordering and paying the bill. Therefore, they start improving their business strategy which comes out with Starbuck prepaid cards or loyalty cards. However, this organization communication approach does not filter unneeded information or messages, the end lead to information overload.

Meaning-Centered Approach is described as a secondary function of organization communication system which is concerned with how organizational reality is generated through ongoing human interaction. Identify employees’ characteristics, socialize each member in order to learn their behavior and culture, and provides task according to their ability are the necessity for organization communication. For example, employer of PR firm will lower their expectation to fresh graduated employees compared to experienced employees. They cannot expect the fresh graduated employee is able to write an impressive press release without any practical experience. 

Emerging Perspectives Approach is focus attention on power, control and the right of workers. They reject old power structure of Functional Approach and Meaning-Centered Approach. They urge that every employee should have fairly to vote. However, employees have too many freedom will lead to abuse of power.

5.       Describe a circumstance you have observed when organizational communication influenced effectiveness.

Like I said in previous question, Functional Approach does not filter unneeded information or messages, the end lead to information overload. I had faced a condition before which after a long holiday (4 days), there are hundreds of emails in my mail box, eventually I only simply ‘screened’ through it and deleted the messages that I felt unimportant. However, I missed out some of the important information.

Although Meaning-Centered Approach are customized job scope based on employees’ characteristics, however the frequent job shift for employees from one organization to another make employers unwilling to spend time to train and understand employees. Employers just pass the task to employees and expect them to submit it on time.

Tutorial 1

Key Term: Communication Competency

ODeetz (1992) defined it as more open and involved participation as fundamental to expand a larger set of stakeholders and their values in organizations, which he suggests that increasing the political competence of individuals is necessary for increased participation practices.

Littlejohn and Jabusch (1982) defined communication competence as ‘the ability and willingness of an individual to participate responsibly in a transaction in such a way as to maximize the outcomes of shared meanings’.

1.     What unusual communication demands are placed on the “competent communicator” now that we are living in the information society?

  Globalization

o   Broader access to a range of foreign products by using smartphone within national boundaries.

o   Increased availability of Internet access as a result of increased information flow.

o   New global business market for improved productivity and increased competitions.

o   Growth of cross-cultural which individual has better access to cultural diversity.

o   Maintain long distance relationship without geographical boundaries.

Transition into Information Age

o   Abundance of information for decision-making (information overload)

Sophisticated communications technologies

o   Impact of smartphone where internet access is available at anywhere anytime.

o   The power of social networking such as Facebook, Blogger, Twitter and etc.

o   Newspaper goes online.

o   The innovation of software or application which helped in Design, Presentation, Editing, Accountancy earlier and faster than past time.

Complexity of organizational life

o   Imbalance of working and lifestyle.

o   Cross-cultural and national group interaction with the help of video conferences, email and etc.

o   The high expectation of employers and customers on time management.

o   Difficult to control personal ethics.  

 Relationship between organizations and employees

o   Mutual loyalty and support between employers and their employees. Frequent shifts from one employer to another due to the access of Internet to Jobstreet.com, Facebook and others.  

2.       How will you, as a “competent communicator” use each of the four components of competency (knowledge, sensitivity, skills and values) in your personal and professional life?

Knowledge

The ability on how to communicate with others and understand how does the organization system function, how is their hierarchy of information flow, what are the formal and informal rules within the organization, what are the norms accepted by most members and etc. 

Furthermore, we must understand the “Principle of Tenure” which does not judge on senior employees or managers in the meeting although they are wrong; we must talk to them personally.

Sensitivity

It means the ability of being aware and showing concern for others. There are some employers who are very particular on their name title as some of them dislike employees to call them boss, then please don’t. 

Besides, while senior employees are talking gossips or bad things about the employer or manager, please do not mimic follow their back, there are many “spies” surrounding us.

Skills

The ability to apply personal’s knowledge in actual situation. “Principle of Modesty”, do not show that you are better than your boss or supervisors because loyal supporters always receive the best. 

However, you may suggest and give some facts to support your talk to your boss personally. There should not be any showing off within organization.

Values

The ability to learn and share through our personal observation of the organization environment. There is no right or wrong, it is depending on organization ethics or culture. For example, most organizations are giving opportunities for female to become the head of department such as Communication Department of HELP University. 

However, there are still some of them living at the old school times where female are rational and are not dependents.

3.      Think of a person you consider being a “competent communicator” and describing how he or she demonstrates the four components of competency (knowledge, sensitivity, skills and values)?

Knowledge

Bill Gates is a founder of software company, Microsoft. Throughout his career at Microsoft, he held the positions of CEO and chief software architect. He is the best-known entrepreneurs of the personal computer revolution. The innovation of new microcomputer, Microsoft creates ease for mankind at work.

 

Sensitivity

Although he is ranked among the world’s wealthiest people, however he never forgets of social responsibility. He concerns of others and makes large amounts of donation to various charitable organizations and scientific research programs through the Bill & Melinda Gates Foundation.

Skills

He establishes a scientific research programs through the Bill & Melinda Gates Foundation in order to innovate more and more technologies. In June 2006, he shifted from full-time work at Microsoft to part-time work and full-time work at the Bill & Melinda Gates Foundation.

Values

Of course, all leaders have their own set of beliefs when it comes to reality. I feel that he is a great person who concerns of social responsibility.