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What is formal and informal communication

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What is formal and informal communication

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Formal communication: refers to the exchange of information between two parties in a formal and professional setting. This method of communication follows a set of predetermined rules and standards to be adhered to.

Informal communication: refers to the exchange of information that occurs outside of a professional setting. In order to maximise the effectiveness of intercultural communication, a healthy balance of formal and informal communication is necessary.

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Formal Communication

Advantages:

given the structured nature of formal communication, it makes it easier to convey and absorb information.

it is also typically documented, which makes it useful for legal and reference purposes

Disadvantages:

however, can be time-consuming as it requires commitment from different parties

it can also be costly. i.e., renting a conference hall

Informal communication

Advantages:

the flexible nature of informal communication is able to accommodate to a variety of social settings

it is also able to foster relationship building on a personal level and building trust between two parties

Disadvantages:

may be prone to misunderstanding and misinterpretation

relying too much on informal communication may portray an unprofessional image to a person

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Chinese Chairman Xi Jinping envisioned the concept of building a community with a shared future for humanity, and hence, was birthed the Belt and Road Initiative, a massive infrastructure and economic development launched by China in 2013.

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Intercultural communication refers to the exchange of information and thoughts between people from two different cultural backgrounds. The differences of the cultural background can encompass a wide range of aspects. For examples, language, non-verbal communication, beliefs, norms and etc.

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Verbal communication

Verbal communication is the exchange of information, thoughts, ideas, and feelings through speech. It is the most commonly used form of communication, and comprises a variety of forms, such as face-to-face conversations, presentations, phone calls, and more.

Advantages:

Simple and straight-forward

Minimises the risk of miscommunication

Disadvantages:

Language barriers make it highly prone to miscommunication

Lengthy verbal communication may not be effective when parties are not actively listening

Non-verbal communication

Non-verbal communication on the other hand compasses the transmission of information and thoughts through non-linguistic forms. This form of communication is also done instinctively, rather than consciously. A few examples may include body language, eye contact, and gestures.

Advantages:

Can be considered as a universal language as it is able to transcend both language and cultural boundaries

Enhances the meaning behind the verbal communication. For example, Japanese bow to people as a form of apology

Disadvantages:

Body language or hand gestures may be easily misinterpreted by those from other cultures.

It may also be ambiguous

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How to improve intercultural communication skills?

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Formal:

1.Building values of respect for cultural diversity and enhancing intercultural sensitivity. Understanding and respecting the values, beliefs, customs, and social norms of different cultures.

2.Learning etiquette and decorum rules of the target culture.

3.Enhance time awareness, time management and punctuality.

4.Understanding and respecting each other's social distance.

5.In formal settings, gifts are given to each other as a sign of importance and goodwill.

6.Ensure dress code and cleanliness of clothes during meetings.

7.Communicate in advance and harmonize official document formats and letter formats.

8.Using the translation tool or invite a translator.

Informal:

1.Participate in intercultural activities and social gatherings to increase opportunities for interaction.

2.Using body language, body contact, gestures, and facial expressions.

3.Using a dialect that the other party understands slang and dialect, which can bring people closer together, and jokes can be added at appropriate times to enhance humor and interest.

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Cross-cultural communication plays a significant role in various fields, including business, education, and social interactions. Through effective cross-cultural communication, we can better understand others' perspectives and values, fostering mutual understanding and respect. Additionally, it broadens our horizons and enhances our multicultural literacy.

In the context of the Belt and Road Initiative;

1. Globalisation

Effective cultural communication is essential for building diplomatic relationships, conducting international trades, and collaborating on a global scale.

2. Enhanced workforce

It is able to foster a harmonious and productive working environment, despite language and cultural barriers.

3. Market Expansion

Through the implementation of the Belt and Road Initiative, businesses are able to penetrate new markets and expand their customer base.

This stimulates the economy, by encouraging and facilitating import and export trade, enhancing global GDP.

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Verbal communication and non-verbal communication for improving intercultural communication skills.

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Verbal communication -Online

1. Using video conferencing, telephone conference call and social media: video calls using tools like Zoom, Skype, and Teams. For example, Wang made remarks via video connection at a high-level forum on international cooperation organized by the Asia-Pacific region’s Belt and Road Initiative (Xin Hua, 2022).

2. Using written communication: Advance harmonization of the format of e-mails, letters, reports, memorandums and other written documents. For example, Xi Jinping delivers a written message to the High-level Meeting on International Cooperation in the "Belt and Road" Asia-Pacific Region.

3. Reading multicultural books, participation in online courses and studying cultural materials provide insights into different cultures, promoting intercultural understanding (Barrett, 2018).

Verbal communication - Offline

Enhancing oral communication: such as face-to-face meetings and workshops: attending international conferences, seminars, and workshops.

Non-verbal communication

1. Using body language: through gestures, facial expressions, eye contact, and other physical movements to bring people closer together.

2. Using touch and physical contact: handshakes, hugs, kisses.

3. In Hispanic culture, kiss on the cheek as a way of showing affection and warmth within the family unit. This behaviour is not limited to immediate family members and can extend to extended family and close friends.

4. Using music, dance and art: music, painting, sculpture and dance performances and other art forms can transcend language barriers and convey emotions and cultural values. We can join some cultural festivals, exhibitions and other events.

5. Sharing food and dining practices can facilitate intercultural communication, but we need to notice different rules and etiquette.

6. Choices in clothing and attire should be carefully considered in intercultural communication.

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Impact of Digital Media in intercultural communication

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Impact of Digital Media in intercultural communication

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1. Increase the global connectivity

can exchange idea, information and experiences across border by using the media platforms to foster a more interconnected global community. For example, the online event of the "Belt and Road" Youth creativity and Heritage Forum was held on December 15, 2022. There were 23 youth representatives from countries who took part in this online event to discuss the theme of "Imagine 2030-Challenges and Opportunities for global youth".

2. Cultural exchange and awareness

people can share their cultural traditions, stories and practices with global audience through social media platforms such as Instagram and TikTok, to help reduce stereotypes and increase awareness and understanding of different cultures.

3. Language learning and translation

individuals can learn and practice foreign languages by using the online resources and language learning apps like Duolingo. Besides, people from different linguistic background can use translation softwares like Google Translate to communicate.

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What is research about intercultural communication 

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What is research about intercultural communication 

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Intercultural communication research focuses on language usage, cultural sensitivity, and skill development for individuals from diverse backgrounds, enhancing comprehension, eliminating disagreements, and promoting international collaboration in globalisation. (Piller, I., 2009)

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How research enhance intercultural communication

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How research enhance intercultural communication

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Intercultural communication may be improved via research by raising consciousness of other civilizations and the obstacles and possibilities that occur during communication between persons from various cultural backgrounds. (Arasaratnam, L. A., 2015)

Here are 2 approaches to the research.

1. Online research

Join intercultural communication webinars and online courses to learn more about the subject and interact with other students. Connect with others and exchange resources by joining intercultural communication-related Facebook groups, Twitter conversations, or Instagram profiles. (Oetzel, J., 2016)

2. Physical research

Attend conferences on intercultural communication to hear from experts, stay up to date on the latest research, and network with other professionals. Participate in local gatherings that promote cross-cultural dialogue, such as language exchange initiatives or cultural festivals.

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Culture shock is the feeling of anxiety or uneasiness a person may feel when either moving to a new country or experiencing an unfamiliar culture (Segal, 2022).

When people travel to a country that they never been before, it is recommended that they perform research about the country's local culture in order to avoid culture shock. For example, an international student from an asian country may find it surprising that shoes are typically worn around the house in the UK. Hence, by doing prior research, they are able to prepare themselves by purchasing bedroom slippers as a means to assimilate themselves with local culture.

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1. Respect Cultural Differences

Begin by respecting the other person's cultural background and values. Different cultures have different beliefs, customs, and behaviors, which should be accepted with an open and inclusive attitude

2. Learn About the Other Culture

Before engaging in communication, try to learn as much as possible about the other person's cultural background and customs. This can be achieved by reading relevant books and articles or by engaging in conversations with individuals from that cultural background.

3. Practise Active Listening

Listen to the other person's viewpoints and opinions attentively and provide positive feedback. When the other person expresses their perspective, refrain from interrupting or arguing and instead strive to listen and understand.

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Challenges of formal communication:

Language barriers: due to different languages and accents, it is difficult to understand each other's intentions accurately.

Manifestations of cultural differences:

1. Social distances

2. Etiquette and manners.

3. Concept of time

4. Requirements for formal dress.

5. Form and format of written reports, letters, documents and contracts.

The above cultural differences can easily lead to misunderstandings and conflicts.

Challenges of informal communication:

1. Differences in food and drink habits at recreational gatherings.

2. Body language, gestures, facial expressions, glances or other movements convey messages that are interpreted in different ways by different cultures.

3. Stereotypes of different races, religions.

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Example of Cultural Misunderstandings at work

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The intercultural communication is important in the Belt and Road initiative, because it helps to connect the cultural gaps and forging stronger international relationships between these countries. It also helps to improve the nurturing mutual respect, cooperation, and peace among these countries.

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Reference

Arasaratnam, L. A. (2015, September 21). Research in Intercultural Communication: Reviewing the Past Decade. Journal of International and Intercultural Communication, 8(4), 290-310. https://www.tandfonline.com/doi/full/10.1080/17513057.2015.1087096

Barrett, M. (2018, March 16). How Schools Can Promote the Intercultural Competence of Young People. Special Issue: Youth and Migration: What promotes and what challenges their integration?, 23(1), 93-104. https://econtent.hogrefe.com/doi/10.1027/1016-9040/a000308

Oetzel, J. (2016, May 9). Methods for Intercultural Communication Research. Communication. Retrieved November 5, 2023, from https://oxfordre.com/communication/display/10.1093/acrefore/9780190228613.001.0001/acrefore-9780190228613-e-202

Piller, I. (Ed.). (2009). Intercultural Communication. Francesca Bargiela-Chiappini. https://books.google.co.uk/books?hl=zh-CN&lr=&id=APaqBgAAQBAJ&oi=fnd&pg=PA317&dq=Piller,+I.+(2009).+Intercultural+communication.%C2%A0The+handbook+of+business+discourse,+317-329.&ots=mE9fQ3WH9e&sig=4FrprzRgTRNfLi74ehZ5jbQM_aU&redir_esc=y#v=onepage&q&f=fals

Segal, T. (n.d.). Culture Shock Meaning, Stages, and How to Overcome. Investopedia. Retrieved November 3, 2023, from https://www.investopedia.com/terms/c/culture-shock.asp

Xin Hua. (2022, October 2). . . - YouTube. Retrieved November 9, 2023, from https://english.www.gov.cn/statecouncil/wangyi/202106/24/content_WS60d3e67cc6d0df57f98dbc7d.html

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1. Xiang Liu

liux142@coventry.ac.uk

2. Jiajie Rui

ruij@uni.coventry.ac.uk

3. Jing Zhang

zhangj164@coventry.ac.uk

4. Bowen Hou

houb4@coventry.ac.uk

5. Tee Qi Xuan

teeq@coventry.ac.uk

6. Nur Khaleeda Ahmad Rozly

ahmadrozln@coventry.ac.uk