There are different diagnostic communication tools those are necessary to develop in the business organizations for improving the overall communication approaches including both inter- organizational as well as intra organizational. This particular report depicts the importance of using a diagnostic communication tool such as Johari Window, communication style model, assertive Questionnaires etc. After analyzing the general communication styles it has been found that, style of communication varies depending on the surrounding environment. The style of oral communication and the presentation approaches also differs from each other.
In order to improve both professional and informal communication styles different diagnostic tools are required to be used by the business enterprises. It is determined that there are certain issues associated to communication approaches and in order to mitigate those approaches different issues combating strategies are needed to be developed in the business organizations. There are different areas on which the communicators required improvement. Those improvement areas are also elaborated in this report.
Johari Window: While working in group, it is necessary for all individual communicators to improve the self awareness by considering the personnel development. For enhancing the communication between the group members this particular type of communication model rather diagnostic tool is used by the communicators (Marler & Fisher, 2013). With the help of open communication approach the team members will be able to share their point of view wit others. Not only this, but also this model is consists of four quadrant including open area for arena, blind spot, hidden area of façade and unknown and the two different measurable scales on which the performance of every individual is measured include the areas those known to all and the areas those are unknown to all.
Communication style model: Communication style model is a model that is widely used by different business organizations in terms of emotion, direction, support and reflection. Based upon four of these models the communication style model is developed (Croucher, Rizov & Goolaup, 2014). The two identified factors for this model are dominance and sociability. On the other hand, it is also found that this is most widely used rather preferred model of communication. With the help of this model the users will be able to create secured marketing and sales level relationship between the service providers and buyers. Again from the two different communication dimension the organizational goals can be easily achieved by the business owners and project (Miller & Gordon, 2014). In order to improve the communication approaches, time flexing and style classification communication framework has been implemented.
Assertive Questionnaires: Assertive questionnaires are referred to as a way of communication in which the user’s communicators are literally forced to answer to the asked question. Based upon the rate of force the assertive set of questions are required to set.
Knapp’s Relationship model: The Knapp’s relationship model is referred to as one of the most effective diagnostic communication tools that must be used by different business organizations to develop a long lasting relationship between the communicators (Gannon, Roper & Doherty, 2015). The model is consists of ten different stages and all of these models come under two categorized interrelated stages such as the Knapp’s relationship escalation model and Knapp’s relationship terminal model.
Figure 1: Knapp’s relationship model
(Source: Marler & Parry, 2016, pp-2235)
This model helps to determine that how a standard relationship between the communicators can be deteriorated and progressed as well. During the growth of the relationship the communicators experiences diverse level of speed as well as altered time between each of the steps. However, based on the type of organization during the progress and deterioration of relationship certain steps can be skipped.
Lasswell’s communication: This is one of most well-known and widely used communication theories that help to develop secured relationship between the sender and the receiver. The communication process also determines the communication channel and its affect on both the sender and receiver (Armstrong & Taylor, 2014). After receiving the message content from the sender it is necessary to provide a feedback to the sender to acknowledge them. The model demonstrates the process of communication ad also its operation and functionalities in the society (Marler & Parry, 2016).
Different communication level issues have been identified and those are as follows:
Language gap: In an organization, team members might belong from different geographical zone. Thus, their language also might vary. This will lead the business organizations towards major failure.
Pre mature evaluation: Premature evaluation is referred to as a major failure for the business organizations. In this kind of communication approach, the listeners come to a final decision without listening to the details of the speaker (Armstrong & Taylor, 2014). Due to this reason it might happen that the listener come up to a wrong conclusion. As a result the total communication will lead to failure.
Mitigating communication gap: In order to mitigate the communication gap the project manager rather the management authority is required to develop a standard communicative language through which the members of the project team could communicate with each other (Cornelissen & Cornelissen, 2017). It will help to reduce the rate of communication error.
Leadership and usage of noise free channel: For reducing the rate of communication error the organizational lead is needed to possess leadership and must select such a channel where amount of noise will be lesser.
From the overall discussion it can be concluded that the communicator are required to communicate properly so that no such intra and inter organizational issue occurs. Different diagnostic communication tools such as Johari Window, communication style model, assertive Questionnaires etc are also elaborated in this report. Not only are this, but also the role of the tools and its effectiveness in the enterprises are also illustrated in this report. Apart from this, it has been found that effective communication outcomes can be generated only if proper tools are applied in the accurate locations. On the other hand, different issues associated to the communication approaches and the issue mitigation strategies are also illustrated in this report.
While demonstrating the effective functional as well as cultural structure of a business organization it has been found that due to lack of proper communication approaches different structural issues has been occurred (van den Eertwegh et al., 2014). All most with all the communication approaches different issues are associated. In order to gain effective commercial revenue it is necessary to utilize proper communication approaches in the business organizations.
It has been identified that for improper usage of communication approaches the genera organizational models are also getting affected very badly (Croucher, Rizov & Goolaup, 2014). In order to mitigate the issues from the core business areas application of accurate communication models are required to be adopted in the business organizations.
Semantic barrier: It has been found that most of the business organizations are facing major issues, due to lack of proper management level issues. The semantic barrier is referred to as an immense issue. Regularly it has been found in the workplaces that inter as well as intra organizational issues are occurring that leads to massive organizational failure (Turnbull, 2014). Different set of diversion might occur among the workplace colleagues for the conflict or simply refund their specialist’s just after the initiation. There are still certain others simply neglected focus are identified, those are excessively occupied or have a limited ability to focused while developing the system.
Due to the high rate of globalization, division learning, or independent commitments, numerous correspondences are directed by email, reminder, or short video conferencing (Hashim, 2015). At the point when workplaces are found far from its supporters, the separation and failure to associate is a tremendous correspondence hindrance.
The workplace has turned into a mixture supplied with individuals of various foundations and social traditions. Individuals tend to “hang” with others recognizable to their way of life or propensities (Stephens et al., 2017). At the point when these individual gatherings collect, supervisors confront the difficulties of little gathering progression and group correspondence issues. Sometimes it might happen that the receiver fails to understand the feeling of the sender thus they will not be able to understand the content or information accurately also (Chong & Besharati, 2014). If the posture, gesture expression used by the sender is found to be very much doubtful then only this kind of communication error occurs in the business organizations rather in the workplaces.
Faulty translation will also affect the communication processes. An administrator gets much data from his bosses and subordinates and she or he transmit it to every one of the fellow team members of the representatives time as indicated by the level of comprehension (Zhang & Venkatesh, 2013). As a result, the data might be shaped by the comprehension or condition of the receiver. In the event that there is a little carelessness occurs in this procedure, then the defective interpretation can act as a boundary in the communication process.
The significance of correspondence relies on upon the mental state of both the gatherings. A rationally exasperates gathering can be an impediment in correspondence (Dawson et al., 2014). Taking after are the passionate hindrances in the method for correspondence.
Due to lack of confidence sometimes it happens that the communicators felt confused while communicating with each other. Due to lack of confidence, they sender might fail to express their point of views in front of the other (Croucher, Rizov & Goolaup, 2014). This will lead the business organization towards massive failure. Due to lack of incentives hindrance in communication generally occurs due to lack of incentives (van den Eertwegh et al., 2014). It occurs if the communicators or the ideas provided by other co-workers are neglected or avoided by others. If the workers feel ignored by their superiors then, this kind of issues will surely occur in the business organization. Challenges in fear If the employees of the organization possess lack of confidence in their communication approaches then, it might happen that they feel fear for upcoming new challenges (van den Eertwegh et al., 2014). In the competitive market if the communicators fail to express properly then they will fail to face challenges also.
Assertive questionnaires oriented issue: It might happen that due to the formation of set of assertive questions, the employees working for the business organization are facing major challenges throughout (Stephens et al., 2017). In this kind of approach the communicators are literally forced to answer to the desired questions. As a result either they provide wrong answers or they do not give any answer to the question which is not at all fruitful for the enterprises. It is another major issue faced by the corporate organizations due to lack of proper communication approaches (Croucher, Rizov & Goolaup, 2014). Hierarchical offices mean making accessible adequate stationery, phone, interpreter, and so forth. At the point when these offices are adequate in an association, the correspondence will be convenient, clear and as per need. Without these offices correspondence winds up plainly good for nothing. Some of the time the subordinates would prefer not to send any data to their bosses (Chong & Besharati, 2014). At the point when the subordinates feel that the data is of negative nature and will unfavorably influence them, an exertion is made to hide that information. If it ends up noticeably basic to send this data, it is sent in an adjusted or corrected shape. Along these lines, the subordinates, by not clearing up the realities, turn into an obstacle in correspondence. All the members of an organization are required to undertake individual awareness (Hashim, 2015). If they fail to do such then again communication level problem will occur. Sometime it happens that the senders fail to use accurate expression for expressing their feelings. Thus, due to t6he presence of obscurity it might happen that the receiver interpreted wrong content (Thomson et al., 2015). If the sender selects wrong words then this kind of issues might occur in the business organizations, this issue might lead the communication towards linguistics chaos.
In order to mitigate the issues of communication it is necessary to bring different action plans in terms of diagnostic tools. It has been found that in order to communicate effectively in the business organizations or to serer personal purposes, it is necessary to communicate properly along with the management as well as to the co-members. The action plans those are required to be undertaken are as follows:
Development of open communication approaches: In order to mitigate the issues of open communication it is necessary to maintain open communication approaches in the business organizations (Aida, Kirschner & Meissner, 2015). IT has been found that with the help of the open communication approaches all the members of the team will be able to communicate with each other properly. Not only this, but also in this approach the team members can share their point of view with others.
Development of proper questionnaires: While communicating with each other, the team members are required to develop proper set of questionnaires. With the help of assertive set of questionnaires the speakers will be forced to answer to the questions. However, if they fail to prepare such question set then the entire communication approach will face major failure. In this kind of communication approaches the listeners are literally forced to answer to their question (Casado-Asensio & Steurer, 2014). However due to extreme pressure it might happen that the speakers are giving wrong answers to the asked questions or it also might happen that the speakers are not willing to give proper answer to the question.
Proper communication way selection: In order to mitigate the communication based issues for the communicators it is necessary to select a proper way. With the help of proper communication channel the users will be able to communicate with each other properly and the channel is needed to be noise free (Miller & Gordon, 2014). For example, if the communication is going on in a business organization then, the channel must be free from the third party. Due to the existence of third party, the information might get lost from the communication channel.
|
Task Name |
Duration |
Start |
Finish |
|
Time schedule for communication Plan |
15 days |
Mon 6/5/17 |
Fri 6/23/17 |
|
Identification of target audience |
6 days |
Mon 6/5/17 |
Mon 6/12/17 |
|
Resource gathering |
2 days |
Mon 6/5/17 |
Tue 6/6/17 |
|
Market segmentation |
2 days |
Wed 6/7/17 |
Thu 6/8/17 |
|
Selection of ways to reach the target audience |
2 days |
Fri 6/9/17 |
Mon 6/12/17 |
|
Development of communication strategy |
3 days |
Tue 6/13/17 |
Thu 6/15/17 |
|
Finding risk |
2 days |
Tue 6/13/17 |
Wed 6/14/17 |
|
Research on communication barriers |
3 days |
Tue 6/13/17 |
Thu 6/15/17 |
|
Development of strategic messages |
6 days |
Fri 6/16/17 |
Fri 6/23/17 |
|
Identify the frequency of communication |
2 days |
Fri 6/16/17 |
Mon 6/19/17 |
|
Identification of roles and responsibility |
2 days |
Tue 6/20/17 |
Wed 6/21/17 |
|
Approval of the communication plan |
2 days |
Thu 6/22/17 |
Fri 6/23/17 |
Figure 2: Gantt chart for communication
(Source: created by author)
Development of proper ideation: In order to mitigate the corporate level communication issues, the speakers are required to formulate the idea properly. With the formulation of proper idea both the sender and the receiver will free to communicate with each other. Apart from this, in this particular approach, the communicators will be able to speak properly and the listeners will be able to understand the generated idea properly.
Mitigation of communication gap: In most of the cases the issue of communication gap generates because, the team members use different languages. Due to this reason the co-workers might fail to understand the words what the speakers are willing to deliver (Verner et al., 2014). In order to mitigate the communication gap the organizations are required to maintain a standard language. It will help the corporate communicators to communicate with each other very much effectively.
Developing proper listening skill: In order to communicate properly the speakers are required to e good listeners also.
References
Aida, S., Kirschner, M., & Meissner, F. (2015). Collision Risk Assessment and Mitigation Strategy for the GSOC GEO Satellites.
Armstrong, M., & Taylor, S. (2014). Armstrong’s handbook of human resource management practice. Kogan Page Publishers.
Casado-Asensio, J., & Steurer, R. (2014). Integrated strategies on sustainable development, climate change mitigation and adaptation in Western Europe: communication rather than coordination. Journal of Public Policy, 34(03), 437-473.
Chong, C. W., & Besharati, J. (2014). Challenges of knowledge sharing in the petrochemical industry. Knowledge Management & E-Learning: An International Journal (KM&EL), 6(2), 171-187.
Cornelissen, J., & Cornelissen, J. P. (2017). Corporate communication: A guide to theory and practice. Sage.
Croucher, R., Rizov, M., & Goolaup, R. (2014). The antecedents of direct management communication to employees in Mauritius. The International Journal of Human Resource Management, 25(17), 2420-2437.
Dawson, M., Madera, J. M., Neal, J. A., & Chen, J. (2014). The influence of hotel communication practices on managers’ communication satisfaction with limited English–Speaking employees. Journal of Hospitality & Tourism Research, 38(4), 546-561.
Den Hartog, D. N., Boon, C., Verburg, R. M., & Croon, M. A. (2013). HRM, communication, satisfaction, and perceived performance: A cross-level test. Journal of management, 39(6), 1637-1665.
Gannon, J. M., Roper, A., & Doherty, L. (2015). Strategic human resource management: Insights from the international hotel industry. International Journal of Hospitality Management, 47, 65-75.
Hashim, J. (2015). Information communication technology (ICT) adoption among SME owners in Malaysia. International Journal of Business and Information, 2(2).
Marler, J. H., & Fisher, S. L. (2013). An evidence-based review of e-HRM and strategic human resource management. Human Resource Management Review, 23(1), 18-36.
Marler, J. H., & Parry, E. (2016). Human resource management, strategic involvement and e-HRM technology. The International Journal of Human Resource Management, 27(19), 2233-2253.
Miller, V. D., & Gordon, M. E. (2014). Meeting the challenge of Human Resource Management: A communication perspective. Routledge.
Miller, V. D., & Gordon, M. E. (2014). Meeting the challenge of Human Resource Management: A communication perspective. Routledge.
Stephens, K., Zhu, Y., Harrison, M., Iyer, M., Hairston, T., & Luk, J. (2017, January). Bring Your Own Mobile Device (BYOD) to the Hospital: Layered Boundary Barriers and Divergent Boundary Management Strategies. In Proceedings of the 50th Hawaii International Conference on System Sciences.
Thomson, K., Outram, S., Gilligan, C., & Levett-Jones, T. (2015). Interprofessional experiences of recent healthcare graduates: A social psychology perspective on the barriers to effective communication, teamwork, and patient-centred care. Journal of interprofessional care, 29(6), 634-640.
Turnbull, D. C. (2014). Successful communication. In Clinical Laboratory Management, Second Edition (pp. 250-263). American Society of Microbiology.
van den Eertwegh, V., van Dalen, J., van Dulmen, S., van der Vleuten, C., & Scherpbier, A. (2014). Residents’ perceived barriers to communication skills learning: comparing two medical working contexts in postgraduate training. Patient education and counseling, 95(1), 91-97.
Verner, J. M., Brereton, O. P., Kitchenham, B. A., Turner, M., & Niazi, M. (2014). Risks and risk mitigation in global software development: A tertiary study. Information and Software Technology, 56(1), 54-78.
Zhang, X., & Venkatesh, V. (2013). Explaining employee job performance: The role of online and offline workplace communication networks. Mis Quarterly, 37(3), 695-722.
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