Reflect on your context: cultural and personal background
CAP analysis begins with reflecting on your context, which can help you ensure that what you intend to communicate is what your audience actually takes away from your message.
To complete the ‘C’ in a CAP analysis of a message, you’ll need to know how to answer the following questions:
- What is your cultural background? How does your cultural background influence the way you communicate and how you expect others to respond?
- What are your personal communication style and other qualities as a communicator? For instance, do you usually communicate in an passive, passive-aggressive, aggressive, or assertive style? Are you an avoider or causer of conflict? An over-sharer or under-sharer?
- What is the specific situation, or immediate context, of your message? In other words, how familiar are you with your context and your topic? What emotions are you bringing into the situation? What is your sense of your message’s importance or urgency?
Read on for more on each of these important context questions and how to answer them.
1. Consider your cultural background
Whether we realize it or not, our cultural background influences our communication style, tone, and language choices. Cultural norms can also impact how we expect our messages will be received. For example, in some cultures, elders and leaders are expected to speak freely while younger and lower-ranked people are expected to listen in respectful silence. Some young people or new workers who come from this type of cultural background may therefore be hesitant to share their viewpoints in a work environment where all employees, regardless of age or seniority, are expected to speak their mind. From our choice of words (message), to how we communicate (in person, by phone, or by e-mail), to how we acknowledge understanding with a nod, glance, or follow-up email (feedback), all aspects of communication are influenced by culture.
The image below shows the five dimensions along which cultures vary: low vs. high context, individualism, formality, communication style, and time orientation.
To learn more about the five dimensions of culture and to determine how your specific cultural background may influence the way you communicate, explore the cultural context chart and video resources included at the bottom of this page.
2. Understand your personal communication style
Our communication style is shaped by much more than just our cultural background. There are many factors that can influence and shape our personal communication style in addition to our culture. Here are just a few examples:
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- whether you are introverted or extroverted
- the influence of your family or particular family members
- your gender
- whether you are an oldest, middle, or youngest child
- the kind and level of education you have received
You’ll notice that in every culture, some people seem to cause conflict whenever they start speaking or writing, while others will go to great lengths to avoid causing conflict or offence. Some may like to talk or write a lot before getting to the point, while others may prefer to say or write very little, and leave out important context or information. And finally, many of us, like Anmol in ‘Anmol’s story’, have a habit of communicating our thoughts and feelings without thinking them through carefully first.
Whatever your qualities as a communicator, it’s important to keep them in mind while you are writing so you can learn how to best play to your strengths and avoid miscommunication or causing offense. For example, if you know that you sometimes forget to state your point or idea clearly, or if you can accidentally come across as having an angry, annoyed, or impatient tone in your writing, you can be sure to revise your messages before sending them to avoid those specific issues.
To learn about your personal communication style and how it impacts your ability to communicate effectively, we recommend the following:
- Study the four communication styles chart below to find out more about common communication styles (passive, passive-aggressive, aggressive, or assertive).
- Take the Communication Styles quiz to determine which of the communication styles best applies to you.
- Think back to a time or times when you tried to communicate with someone but it didn’t go well. Was there something about the way you communicated that contributed to the poor communication?
- Review any feedback you’re received from teachers and instructors on your past writing or public speaking assignments. What does this feedback tell you about your communication tendencies?
- Ask your friends and family how they would describe you as a communicator.
- Speak to your Communications Instructor in class or visit them in office hours for help determining your communication style and tendencies.
The five dimensions of culture
Successfully communicating across cultures requires an understanding of your own culture. Once you realize your own cultural conventions, you can adapt your message to meet the expectations of the receiver.
Though you can’t be expected to know every custom across the planet, having a general sense of large-scale cultural differences and a willingness to learn the details as necessary can save you from embarrassing yourself or offending others. An open approach to cultural differences can also help you connect with your audience and communicate successfully.
Let’s examine five dimensions (or categories) of culture.
Dimension 1: Low vs. High context
Cultures can be divided into two distinct context categories: low and high context cultures. Low context cultures are usually logical, analytical and action oriented. A direct and straightforward communication style is the most common communication pattern. Countries in North America and many European countries are considered low-context cultures.
High context cultures, on the other hand, are more intuitive in their communication style. Non-verbal communication including voice tone, eye contact, gestures, and posture play a more important part in communication. Speakers use indirect communication to communicate messages. Asian, African, and many Latin American cultures are considered high-context cultures.
In a low context culture like Canada, it is common to speak directly and assertively, even with strangers. This is even more true of the United States, Canada’s southern neighbour. In contrast, in a high context culture like Japan, it is important to read the context and understand the unspoken social norms before communicating, and being indirect or vague is often seen as polite.
Dimension 2: Individualism
Individualism refers to a culture’s attitude towards independence and control. People in low context cultures tend to be very individualistic; that is, they value independence, freedom, initiative, and personal responsibility, and they resist many forms of control. Competition and personal achievement is hardwired into the culture as people try to stand out from one another. On the other hand, people in high context cultures tend to be group oriented. Acceptance of group values, duties, and responsibilities is encouraged. High context cultures resist independence, freedom, and competition. People would rather blend in than stand out.
Dimension 3: Formality
Formality is the degree to which a culture places emphasis on tradition, ceremony, and social rules. In low context cultures, tradition is not an important value. This lack of value is exhibited in a more casual business attire, use of informal language to address superiors and the elderly, and a lack of rituals. In low context cultures, social mobility is more possible and likely to occur. On the other hand, high context cultures value tradition. This value is exhibited is the wearing of formal business attire, the use of formal greetings with superiors and the elderly, and observance of rituals. In high context cultures, social mobility is often very difficult and unlikely to occur.
Dimension 4: Communication style
Communication style refers to the value placed on verbal or non-verbal communication. Low context cultures place a high degree of importance on verbal communication. Low context cultures take words literally and value straightforward communication. Words are supposed to mean what they say. On the other hand, high context cultures place more importance on the non-verbal or surrounding context than on the actual words. Words are only part of the message, and a lesser part of the message than all the other information connected to the message.
Dimension 5: Time orientation
Time orientation refers to the degree to which a culture considers time to be limited. In low context cultures, time is limited and considered a valuable commodity. Time is connected to productivity, efficiency, and money. The saying “time is money” is commonplace. Waiting is a waste of time and making someone wait is considered rude. On the other hand, time is unlimited in high context cultures and is a resource to be enjoyed. Decisions take time, meetings do not always start on time, and it is not considered rude to keep someone waiting.
LinkedIn Learning video resources: Cross-cultural communication
- Developing cross-cultural intelligence: Understand high and low cultures (linkedin.com)
- Avoiding cultural stereotypes: Personality overrides general cultural characteristics (linkedin.com)
*To access these videos for free, please sign in using your Langara log in.
Four communication styles
In the article The 4 Communication Styles: Description & Examples, Buffalmano defines communication styles as the different patterns of behaviors that we use when we communicate with others. There are four main communication styles: passive, passive-aggressive, aggressive, and assertive.
To better understand these communication styles, Buffalmano provides a brief description of each in the table chart below.
Understanding communication styles is important because it helps us communicate better with others and build stronger relationships. By learning about the different communication styles, we can recognize our own patterns of behavior and adjust them to fit different situations and help us communicate more effectively (Buffalmano).
You can learn more about the four communication styles as defined by Lucio Buffalmano using the following link:
The 4 Communication Styles: Description & Examples | Power Dynamics™ (thepowermoves.com)
Key Takeaways
- The first step in the CAP analysis process is reflecting on your context, which involves considering your cultural background, understanding your personal qualities, analyzing the immediate context of your message, and determining how these factors may influence the way you communicate with others.
- Cultures vary according to five dimensions of culture: low- versus high-context culture, individualism, formality, communication style, and time orientation.
- To communicate effectively, it is important to be aware of your cultural background and know how to adjust as needed according to your audience’s expectations.
- Individual traits and factors can influence our communication style even more than our cultural background does. Becoming aware of our personal communication style can help us communicate more effectively in any context.
Exercises
- Know your communication style: What is your dominant communication style? How do you usually communicate with others? Take this quiz to find out: Communication-Styles-Quiz.pdf (cmhasaskatoon.ca)
- Questions for reflection: Answer the questions with a partner or on your own.
- How does culture influence the way people communicate in writing?
- What are some examples of cultural differences in written communication that you have personally experienced or observed?
- How can cultural differences in written communication lead to misunderstandings or conflicts?
- In what ways can written communication styles be adapted to better communicate across cultures?
- How can awareness of cultural differences in written communication improve your own writing skills and help you communicate more effectively across cultures?
- Learn how communication varies across different cultures: When you work with people from other cultures or countries, you will feel more comfortable if you know the basics of business etiquette and intercultural communication, such as greetings in communication, levels of formality in your messages. Visit some online sites about international business etiquette and answer the following questions:
- How do employees usually greet each other in an email in India, the Philippines, and Canada?
- How do employees usually greet their bosses in an email in India, Japan, and Canada?
- Which countries use a direct style of communication in their emails?
References
Buffalmano, Lucio. “The 4 Communication Styles: Description & Examples.” Power DynamicsTM, Feb. 2023, https://thepowermoves.com/communication-styles/.
