Business Communication And Identifying Communication Barriers: A Reflective Study

Self Analysis Using Diagnostic Tools

Discuss about the Business Communication and Focuses on Exploring the key.

The reflective study focuses on exploring the key capabilities of an individual and how effectively one can remove the barriers to communication. For better evaluation of the effectiveness, teams and groups has been chosen for the analysis of personal abilities. In order to identify the key issues faced in current practice, a number of key diagnostic tools have been used, namely, Thomas Kilmann Responses, Johari Window Questionnaire, Team Inventory Score. The study reflects the self diagnosis that has been gained by the means of undertaking a number of tests. It is on the basis of the evaluation two communication issues will be identified. The literature review will be conducted and based on the understanding, an action plan for the coming 6 months will be made that shall help me to overcome the issues recognised.

The Thomas Kilmann Response test has helped me to understand that there are a number of behavioural issues in me. For instance, with the test, I have understood that there is lack of making approach towards any kind of responsibility that I have to perform. In fact, there are many personal experiences as well where I have tried to neglect the situation and depended on other. I determine that there would be some solutions to every problem and that there are other people as well who are present to tackle the situation. This way, I can clearly state that if any situation occurs in a group or a team, I am largely depended on other members to resolve the issues. Therefore, I can state that there is a lack of leadership capability from my end that needs to be developed.

Again, if the team inventory score is considered, I have to mention here that by the evaluation of the questionnaire, I have derived at the conclusion that there are certain instances where I fail to work as a team. The primary issue that arise is due to the difference in the culture of the people. I am not aware of many cultures and I have little knowledge on other languages as well. This can be easily considered as the major issue behind the ineffectiveness of my performance. The result drawn from the team inventory test has helped me to understand that I do care about others in the teams and always try to keep others happy by performing effectively. However, I fail to communicate properly because I could not understand the need and the requirement of the other person due to lack of knowledge about their culture and tradition. Even if I want to share my problems and issues with anyone, I could not because I assume that even a wrong approach could hurt them and it would create a negative impact.

Identification of Issues

The Johari model was indeed the most effective tool to diagnose the problems and difficulties faced by me. As evident there are two major areas, the open and the hidden. It was after the completion of the test, I have understood that I do not belong to the open area. I am not much comfortable while dealing with others. These results clearly signify that there needs to be development in the leadership capability and understanding to work as a team. I always fear that the situation might get worse with my approach and that I would be the ultimate one who would be responsible for creating a chaotic situation. Therefore, at times, I often like to keep myself away from others and do not contribute in the decision making.

These diagnostic tools me a lot to understand the personal and professional relationships. I have some difficulties to communicate with others during the discussion of serious issues. Thomas Kilmann Conflict Mode Instrument helped to reduce the conflict between two people. In case of mine, this instrument helped to understand the perspective of other people who works with me. I came to know about my behaviour towards my workplace mates. I have understood that I need to be friendly and make a positive approach towards others. I often took decisions on the basis of the current situation but do not try to justify the circumstances of the situation. I face problem to understand accent of some people that lead me to make wrong decisions.

Language barrier:

I realised that I have lack of several qualities that need to be developed. I cannot understand the language of others. I have problem to understand the English accent of people of different countries. The accent style of people is different and it made confusion as I am unable to understand their words. I think, in future, I may face bigger issues and problems regarding this and therefore, the reputation and position of the company may be in danger. Therefore, I need to develop my understanding power and the communication skill for the wellbeing of the company. The conflict happens due to lack of my interpersonal skill and communication problem that needs to develop.

Lack of Leadership Capability:

Another important thing, that I need to understand is the perspective of the employees and develop my leadership skills. Due to lack of understanding and inefficient leadership is the main reason of the inefficient leadership. I need to talk with others more efficiently and gain their feedback. Moreover, I need self motivation to develop my skills and should have the positive attitude towards the work and employees. Moreover, I need to share my expectation with the employees as they need to know my expectations from them. I cannot motivate my employees, which is another important thing that i need to develop. The biasness should be avoided, which I need to develop. As I have understanding and communication problems, therefore, I cannot communicate properly with the employees and they become discouraged. This results the lack of productivity and less profit. I need to talk with the employees more politely and should not scold them for their mistakes. Instead of scolding, I need to teach them how to handle their works and perform them smoothly.

Literature Review

As it has been evident from the diagnostic tools that I am lacking better knowledge and capability in two major areas; communicating with people with different languages and effective leadership quality, I would have to work on these two areas and develop my knowledge and knowledge and understanding. In order to understand these two areas in details, a literature review will be carried on. It is on the basis of the knowledge gained, action plans will be drawn that would eventually help me to overcome the issues that I have been facing.

Language barrier is the concept that indicates the inefficiency of a person to be able to communicate with others because of the difference in their language. The problem increases when an individual knows only one single language. As pointed out by West and Turner, (2013), that communication can still take place by other means as well, such as by sign languages or even by body movements, but when there remains a gap between the understanding of two different languages, the barrier to communication increases by many folds.

There are a number of inter personal theories that can be related to the concept of language barrier and the approaches that a person uses to overcome the language barrier while communicating with others. Some of these concepts and theories can be explained as below:

As pointed out by Wood, (2015), people generally focuses the active, passive and even on the interactive strategies to approach other people. The passive theory is to observe people from a distance before approaching. In this respect, Pennycook, (2014) commented that it is always better to gain knowledge about people by directly asking them. The active strategy is to ask people directly about the basic information. On the other hand, the interactive strategy is to directly approach the person to gain knowledge about them and then initiate the conversation between the two persons.

As commented by Piekkari, Welch and Welch, 2014), there remain certain differences in the communication accent, dialects and pidgin even if the language between the two persons is same. For instance, it might happen that a Chinese and an American speak the same language, English but there is a high chance that the understanding between the two person are less because of the difference in the accent of the two people. In several cases, the problem even results in creating misunderstanding among the people that would ultimately lead to a chaotic situation.

Concept of Language Barrier

From the above understanding, it has been clear that one needs to improve his or her knowledge about other people or the language they speak in order to overcome the communication barrier that arise due to difference in the language used by two different individuals.

As stated by Ng et al., (2015), capability of a leader defines the major factors that are required by leader to maintain in one’s self in order to achieve outstanding and sustainable results in the business activities of an organization. Further, Brannen, Piekkari and Tietze, (2014) highlighted that in the recent market situation and in a complex and dynamic situation, the need for building a strong leadership is greater than ever.

A number of theories have been put forwarded to examine the leadership quality and to understand the effectiveness or the capabilities of a successful leader. Such leadership theories can be discussed here.

Searching for best characteristics and traits to build an effective leadership has been central to the study of leadership. It has been assumed that it depends on the traits and characteristics of an individual that determines the effectiveness of a leader (Shek & Leung, 2015). These traits include, conscientiousness, self-efficacy, good level of intelligence, extroversion and most importantly openness to experience. If an individual is found to possess these traits, it can be said that the person has effective leadership qualities (Bakar, Tabassi & Yusof, 2015).

Reading Kodatt et al. (2014), it has been found that there are certain traits which are common among the global leaders. The major concept behind this is that all the leaders are not appropriately suitable for all situations. As stated by Sarzhanova et al., (2016), there is no single psychological profile which directly affects leadership quality of a person. In other words, effective leadership is the most important contingent factor that makes a leader independent. In addition to this, it is also important to segregate the tasks and activities that a leader needs to do. This would increase the effectiveness of a leader.

There have been certain criticisms towards the approach of the trait theories and thus, the behavioural approach is important towards the leadership. The theory has successfully defined the process of the change of the behaviour depending on the situation (Sharma, 2014). With the increasing knowledge and experience, there remains a better chance of developing better leadership qualities.

The approach made by the leaders depending on the situation has been termed as the situational leadership. As pointed out by Bakar, Tabassi and Yusof, (2015), there are a number of leadership goals and objectives that are needed to be followed by a leader. This practice ranges from autocratic style of leadership to even transactional leadership. The change in the leadership process completely depends on the situation where the leader presently acts (Stincelli & Baghurst, 2014). However, dash pointed out that a leader needs to be flexible enough to adjust with the situation. Having a transformational nature would be of much effectiveness.

Theories to Overcome Language Barriers

From this analysis, it can be easily said that I need to focus on my leadership qualities and develop certain traits that would eventually help me to develop my knowledge and understanding and would help me to become a better leader.

It can be concluded from the above discussion that in case of leadership, inter personal skills and communication skills are very necessary that reduce the conflict and develop the negotiation. However, strong interpersonal skills and effective communication help in the personal life. The leader needs to have the ability to solve the issues of the employees. If the issues remain, then it may create difficulties with the employees. Therefore, an action plan can be made for the coming six months that shall contribute to improve my capability and so that I can perform better in my personal and professional fields.

To remove language barrier

Factors	Analysis
S- Specific	The necessary thing for leadership is to remove the language barrier to develop the communication. For this purpose, I shall join some courses that will help to develop my communication skills. I shall learn about different types of communication and I focus on the approaches of people. I will able to know about verbal and non verbal communication skill.
M- Measurable	One can measure the improvement very easily. I can notice my improvement as I shall feel comfortable to talk with everyone and can share my opinion and emotion with the people of different language and different culture. From the previous time, I shall be very attentive and gain the patient to listen someone very carefully.
A- Achievable	The objective can be achieved very easily as I have to focus on the learning course. The course is very useful and helps to gain information and knowledge.
R- Relevant	The course objective is very relevant as the enrolment of course help people to gain self confidence. After joining the course, I shall be able to understand a specific issue and solve the issue with confidence.
T- Timely	To achieve the goal, 6 months of time period is necessary that a course take.

 Developing the leadership 

Factors	Analysis
S- Specific	After getting benefit from the communication developing course, I think i should collect feedback from the others. Moreover, I need to join a leadership course as my leadership capacity needs to develop. As I developed my communication skills, therefore it is easier for me to develop the leadership ability. I think, this course will help me to develop the relationship with my team mates and others.
M- Measurable	I shall be able to measure the outcomes when others will communicate with me effectively and I shall be able to solve the organizational problems.
A- Achievable	If I give proper attention then it will be easier to achieve the target. It will develop the learning method and help to develop the behavioural approaches.
R- Relevant	The objective of the course is achievable when i will put effort to gain knowledge. The course will be useful for me after the development of my communication skills.
T- Timely	I think, the course may take about 6-7 months for gaining knowledge and achieve the desired target.

References

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