Effective Business Communication: Diagnostic Tools And Reflection

Diagnostic and Reflection

Discuss about the Effective Business Communication for Interpersonal Communication.

Effective business communication refers to the sharing process of a message that involves two or more people. Both parties can easily understand the process. Effective communication can attribute to the success of the company. The process is equally imperative to both co-workers and customer interactions. Body language, the tone of voice, verbal and non-verbal communication, active listening, message clarification and assertiveness perception must come into play. In the paper, the critical description of communication areas which needs improvement will be assessed (May, 2013). The discussion will also cover the literature review that will cover the key issues from the diagnostic tools. The study will entail the diagnostic tools that will provide a deep reflection. They include Johari window, Communication style questionnaire, Assertiveness questionnaire, communication measurement, and the big five factors tools. The clarification of-of concepts and models of diagnosis and reflection will be assessed. Finally, this study will cover the relevant action plan for the next six months. The action plan will touch on specific courses that should be undertaken to enhance skills. The action plan also will suggest particular communication texts and self-help books and personal journals.

The Johari window refers to a version that allows commercial enterprise people to understand the people and other subordinate staffs. additionally, the Johari Window is a conversation model that is used to strengthen know-how among co-employees. The window design emphasizes on the main essential thoughts: thru the tool, you could build believe with others with the aid of revealing facts approximately oneself, that with the assist of energetic comments from people to control and vice versa, one could acquire about oneself and come to expressions with private troubles.

The version consists of four areas.

1. Known quadrant which incorporates data about individuals, movements, assertiveness feeling, emotion, talents, and evaluations. The quadrant represents the matters that one recognize and feature a clear understanding of them. Similarly, the things that others know any employee.
2. ii) Blind-self-quadrant represents the things know about the employee, but they seem not be aware. The blind self-seeks immediate feedback from coworkers to impeach the unknowns. The part emphasizes on the simple information that needs to be known. The information includes grave matters such as insufficiency, ineffectiveness, worthlessness or rejection. The things are most of the time hard to understand your co-workers yet can see them.

iii) Hidden self-quadrant define relevant statistics and feelings which can be eschewed and in an actual sense should be disclosed and exposed. In different words, the things that one knows approximately oneself but continue to be unknown to others.

Unknown self-quadrant contain passive aptitudes, skills, emotions and information that are known to the staff members.

The principal objective of the Johari window tool enlarges the recognized quadrant vicinity without disclosing records that are very private. The known region offers the maximum crucial quadrant. The greater the employees know approximately each different, the more important dynamic, supportive and industrious the desire paintings as a crew. As the employee’s proportion data, the recognized regions expand vertically, and their hidden areas emerge as reduced. Further, acknowledged areas extend horizontally, while workforce crew offers instantaneous comments consequently blind areas shrunken. (David Ulrich, 2014) 

Johari Window

Communication style survey involves measuring personal characteristics of communication the workshop contributors must complete the questionnaire. Then provide the questionnaire to five other staff workers and allow them to set their strengths incognito the components include active vicarious listeners, movement conveying flawless messages and usage of suitable communication vehicles.

Communication style questionnaire provides overall sufficiency of the control management. The tool help to identify what result to inaccuracy, fraud, and anomalies in the business. (John J Gabarro, 2012)

Assertiveness usually premised on balance. It is being required to be straightforward about your wants and needs, while still bearing in mind the rights, requirements, and desires of others. Active listening is, therefore, one of the need that every employee and managers require. It should be vertical and horizontal. (Cunmines T G, 2009)

For internal communication of business, subjective analyses need one to have assertiveness perception. It is a crucial tool that enables the company to achieve more in all aspects of the firm. For instance, the manager scan evaluates the employee’s profiles, judge quality of content, set benchmarks, watch the worker’s engagement levels, and look for active collaboration.

The conditions yield to active collaboration, improve accountability, affection, progressive thinking and mobilize new propositions and concepts. The five factors include; extroversion, agreeableness, Conscientiousness, Openness to experience, and emotional stability. (Stugdill, 2010)

1. a) Becoming an engaged listener. Individual focus on the thing they should communicate with effective message. Listening concerns with understanding of the emotions the orator is communicating.
2. b) Paying attention to nonverbal cues. These include facial expression, body movement and gestures, eye contact, deportment and tonal variation. The description of how one feeling to the other is expressed in the way one look, move, and react. 

Form the above discussion on diagnostic and reflection, it was clear that effective communication and professional collaboration are the key to effective business communication. The effective communication should involve passing information from one entity to another. The immediate appropriate feedback should also be a point of concern. (Moc?nik, 2013)

These involve the starts with the objective that is measurable, and that may reveal as communique takes area, to decide its effectiveness. A precise and accurate aim can be a terrific starting factor for designing conversation sports inside the business. It is vital for every conversation to have an objective of both making the clients agree with your corporation product and offerings or to betterment your enterprise over others. Adequate disclosure in business portrays verbal conversation, lively listening, and non-verbal assertiveness perception. (Korez-Vide, 2013)

Several effective methods of communication include: Preparedness; the business conversation and not using an accurate preparation and failed miserably can understand the significance of readiness. It can range relying on the situation and the significance of the conversation, but certain situations want greater preparation. (Cheney & T, 2009).

Active listening. Efficacy of the business will need taking time and be patient to the other people opinions. The chat may begin with setting the questions followed by in-depth listening and attentiveness to the response. A skilful listener will enable to reflect the speaker’s feelings from non-verbal communication as well as verbal cues. It is often than not appropriate to direct such direct questions since strong feeling and emotion are identified easily. They may include love, hate, affection, guilt, and confusion. The active listener have ability to mention such feelings from both the verbal and non-verbal cues (tonal variation and body movement). (Surbone, 2015)

Communication Style Questionnaire

Issue arising from Diagnosis and Reflection

Several issue were recorded as the diagnosis and reflection were assessed:

Active listening faces many challenges such as focusing on a personal agenda. Most of the time we take long to formulate the next response. The tendency lead not to be fully attentive to what the speaker was communicating. Another issue was the problem of experiencing information overload. Too much information can make it very hard to listen with full attention. Workers and employers need to emphasis on the pertinent information and the fundamental points that are being conveyed. The listener also criticizes the speaker. They involve the act of distracting by posing critical evaluations of the speaker. Rather the listeners are advised tom to concentrate on what they are delivering the message rather than the orator. Besides, undergoing physical difficulty. Being bodily unwell, or going through pain can affect one listening attention. (Cheney & T, 2009)

Inaccurate perception includes the stereotyping and prejudicing. The preconceptions about people, people, regularly have the tendency to view and interpret the way they want. They form an impression from a small amount of what they know or what they have gone through, make a general overview of the whole person or situation. Inaccurate perception enables people not investing time. By making a hypothesis on details or circumstances can result to inaccurate perception. The people fails to have deep insight on the causes, effecting to miss crucial details and do not allow for the intricacy of the situation. Misperception also involves distortion of focus. Centering on the negative features of a conversation or a situation is a habit collective to many people. The positive thing is less likely to be recognized, though; we regularly give more weight to the negative to overshadow the positives ones. The misconception closely relates to the assumption of similar interpretations. Meaning that people have different interpretation of information thus making different conclusion from a given situation or set of information. (K, 2012)

Theoretical and behavioral skills on issues arising from diagnosis and reflection

1. Communique competence theory. It involves expertise, abilities, and motivation. The principle can choose a conversation behavior that is both appropriate and efficient for a given scenario. Interpersonal skill ability lets in one to achieve their verbal exchange desires without inflicting the other party to lose face. The model most often used to tricky competence within the quick example. The version contains three above expertise, abilities, and motivation. The understanding model approaches knowing which proper behavior for a given state of affairs. Talent version emphasizes at the capacity to apply that conduct in the given context. Finally, motivation version preference to assess the conversation in a knowledgeable manner. (May, 2013)
2. Information and monitoring behavioral competencies. The abilities help in a nonverbal communique. It ends in expertise the various entities as to how they understand others and the way others understand them. Active conversation, consequently, becomes inappropriate and useless if the parties come to be emotional or managed by using others emotions. Accordingly, the competencies resource in lowering the misunderstandings.(Downs & Adrian, 2014)

Conclusion

The study have discussed the five diagnostic tools and finds that every business should apply them for effective business communication. All issues have been critically addressed and appropriate remedies fronted. The discussion also have outlined the area that require improvement to enhance the efficacy on business communication skills. Finally all communication requirement in business have been addressed with clear theoretical and behavioral backup.

Assertiveness Questionnaire Tool

Developing a communication plan aid to reiterate the focus of the target group or audience. A plan can also influence the effectiveness and simplicity of the business communication methods. The action plan for the active business is meant to cover the next six months. The work outline the specific short program courses that can enhance and develop effective communication skills. It highlight the approach that will be used to improve workers and management of the organization work as a team and coherently.

In this work, we focus and pinpoint the short courses that should be undertaken for developing competent communication. People must register for communication capabilities training courses along with building better work relationship, which enhances new strategies for result oriented verbal exchange. In modern risky, desperate enterprise surroundings, the agencies need to build a success paintings relationships and engage with human beings in an appositive way. The courses develops relationships by bridging the differences among the entities. One is able to cover and learn behaviors which support or undermines the relationship, secondly, communication and perception is a world overview, perception and relationships and axiom of conscious communication.

In this action plan, it advocate people  to seek for further profession studies.it requires the businesses to urge their workers to advance their knowledge on communication skills. They should undertake post graduate courses such as MSc in Business communication skills at different universities in Australia like University of Southern Queensland, UWA, and University of Canberra. The offer modules such as Integrated Marketing Communication. Other international Universities include London Metropolitan University, University of London and Hong Kong University. They train modules such as strategic analysis and thinking and communication theories and analysis.

Recommend all business to purchase the communication skills books that contain conceptual knowledge. The known and best reading communication skills books include : Crucial Conversations; Tools for Talking When Stakes are High, by Kerry Patterson, Excellence in Business Communication by John Thrill, The  Art and Science of creating great Presentations by Nancy Duarte, and Just Listen: Discover the Secret To Getting Through To Absolutely Anyone By Mark Goulston.

The preferred personal Journals include a journal of Business Communication, will be of great importance to developing effective communication skills.

The most famous communication skills mentors include Sabela Garcia Cuesta

All action plans have expanded on the requirements that will develop effective communication skills. The five action plans should be assessed in the next six months to determine the changes in the organization.

References

Cheney & T, L. C. (2009). Organization Communication: Issues, Reflections,Practices. Oaks: Waveland Press.

Cunmines T G, M. E. (2009). Improve Productivity and the Quality of Work Life. New York: Praeger.

David Ulrich, W. N. (2014). How to build value through people and Organization. New Jersey: Wiley.

Downs, C. W., & Adrian, A. D. ( 2014). Assessing organizational communication : strategic communication audits. New York : Guilford Press,.

John J Gabarro. (2012). MAnaging People and Organization. Harvard Business School, 342-416.

K, G. &. (2012). Psychological Science in a postmodern Context. American Psychologist, 803-813.

Korez-Vide, R. (2013). Mastering intercultural communication as the key competence in culturally diversified social and business environments. INTERECONOMICS, 342-349.

May, S. &. (2013). Engaging Organizational Communication. Califonia: SAGE.

Moc?nik, D. (2013). Is there really nothing new about the new economy? Journal Business Communication, 165-179.

Stugdill, R. (2010). Group Productivity, Drive and Cohesiveness. Chichester: Wlley.

Surbone, A. (2015). Effective Communication skills: New challenges in communication. Journal of Business Communication, 23-45.

Tomaz Kern, V. R. (2011). People and Sustainable Organisation. Pelerlang: Frankfurt am main.