Communication is an important facet to the day to day activities and running of an organization during the interpersonal interactions. It is a process of interaction that involves sharing and construction of ideas and information by use of related system symbols, behavior and signs. Communication styles involve verbal, non-verbal, written and e-based. The following are diagnostic tools related to communication include;
This is a diagnostic psychological tool which aids in training and understanding of communication improvement, self awareness, personal development, team development, improved intergroup relations, group dynamics and interpersonal relationship. It emphasizes on soft skill such as cooperation, empathy, behavior, interpersonal and group development. It is a simple model to apply and can be applied to variety environment and situations. Johari can work effectively to an individual within a team by knowing about oneself and what others know about you. This model has four quadrants areas. An open area involves a situation where an individual is willing to share about you. An individual trust can be built between themselves by revealing information to others and learn about others though sharing information. Blind area involves what one does not know about himself but the team members are aware of it. The team members enable the individual to identify the positive and negative traits in order to overcome personal issues that deter personal or group dynamics in the team. Hidden area is the situation where an individual is aware of some aspects but might not want others to know about. Unknown area is not known by individual or others. Johari window model is a self awareness diagnostic tool and it explores individual qualities.
This diagnostic tool keeps track of basic areas in which assertiveness is required in demanding communication as well as in standard solving. It exams on one’s ability to have assertiveness and being firm to ones decision without being influenced by other people opinions. It also evaluates individual’s ability to receive and give feedback alongside establishment and development of social relations. This diagnostic tool emphasizes on relating with other people to give feedback, negotiate with suppliers, settling complains, communicating with clients, consultancy as well as project management. The resultant outcomes of this questionnaire include individual’s assertiveness degree in areas of communication.
This questionnaire is designed to help an individual discover preferred communication styles. An individual can develop communication habits that may help the person to benefit more from various experiences than other people. It will also assist one to discover the experiences that suit ones and other people communication style such as encouraging individuals to potential development, ease identification of self and other peoples learning and communication strengths and their better uses. It is also used by many companies to enhance a communication culture in the organization. Development plan for an individual is created to achieve communication potentials. This questionnaire enables one have a better understanding of interaction methods and leading therefore able to alter the methods where necessary as well as adaptation to other team members’ styles.
This is a website that allows communication of professionals through which they learn essential competencies in workplace globally. It provides case studies from communication practitioners in relation to current trends in competencies. It provides a platform for communication professionals to evaluate their current skills and knowledge with those of the peers.
This is a diagnostic tool that provides a comprehensive feedback which is multi rater for an employee. This involves feedback inform of communication from the individual, managers, peers and direct reports.
Sometimes communication is affected by different challenges which hinder effective communication. This calls for the diagnosis of those challenges such as;
This is as a result of too much and irrelevant communication that may lead to annoyance which can result to stress. Constant pings occur when an individual have numerous meetings for a discussion of a project with little or less efforts for execution. It is time wasting and causes disorientation to the individuals receiving the information or rather the communication recipients’.
This is miscommunication that creates frustration. Here communication may be of right quantity and frequency but lacks mutual understanding between the communicator and the recipient. The communicator may be convinced of knowledge of that other people want but when presented the recipients’ get disappointed. This can be as a result of lack of knowledge to the concept matter by the communicator or the recipients which result to frustrations for either the party. Miscommunication maybe as a result of use of nonverbal communication not familiar that maybe misunderstood, poor communication and making assumptions.
The communication issues ie delivery of irrelevant information and miscommunication can be solved through acting fast to avoid inconveniences, make clarity of the deliverables, set or reset the expectations as well as trying a different communication style and method.
This refers to the professional communication in various forms such as speaking, writing, listening and responding in or out of the workplace where through individual presentation or electronically. One of such interactions include presentation of a business proposal business proposal refers to a persuasive communication appeal to some audiences usually investors to attract financial funding to implement the business project. How well an individual presents a business proposal determines the cause of action for the investors. Another form of a professional interaction communication to clients while closing deals.
There is a great deal of losing clients as well as not winning prospective investor in the case of a business proposal. Constant pings and disconnection greatly affected my presentation and communication for both professional interactions. This was as proper clarity of the customer’s needs as well as irrelevant feedbacks. It is evident that there is an intense need for personal communication development. Personal communication development will ensure availability of relevant sources of information for decision making builds people’s attitudes and also enhance communication skills oral and written as well as verbal and nonverbal skills. It also helps in clarity of information and delivery of relevant information according to the context. Task 2.
The issues of communication are constants pings which are too much communication that leads to annoyance and disconnect (miscommunication).
Concepts and key models to be developed so as to demonstrate effective practice.
Lasswell in 1948 introduced a model of five concepts of communication namely, the source, the message, the channel, the audience and the wanted effect. With time the model has been modernized and developed. The concepts are now referred to as ‘Five Ws’. It’s an important aspect of communication and is essential when advocating for a change. These concepts include
The person who is in need of being told something is entitled to be told. It is essential to relay the information as soon as possible. The communication should observe openness n order to make everybody feel involved. However, in some cases some information is withheld but it is important to communicate as widely as possible where appropriate.
Communication time with the right people should be considered with care. It might either be a set meeting or a one-off arrangement. If there are huge number of people involved in the communication discussion at the same time is desirable to avoid misunderstandings, confusion or rumors.
The message should be clear and simple. In case of complex situations, the recipients should be allowed to ask questions, ask for clarification and give feedback.
One should go for the best most effective channel to relay the messages. For example, meetings, social media, phone calls or even seminars
Go for the best person which depends on the subject such as Press officer.
The key models that can be developed for effective communication practice
The models of communication that can developed to demonstrate effective communication are conceptual that explains the communication problem of a human.
They include
It was designed to analyze how the telephone and radio technologies function. It was developed in by Claude Elwood Shannon and Warren Weaver in 1948. Initially the model consisted of three sections: channel, sender and receiver where the sender was that part of the telephone the individual spoke into, the telephone was the channel and the receiver was that part one could hear from in the phone. It viewed communication as just sending and receiving of information. The merits of this model are: quantifiability, simplicity and generality. The model was structured based on various elements that include; the source of information, the transmitter, the channel, the receiver and the destination of the information. However, there were problems levels for communication in this concept which are: semantic, technical and effectiveness problems.
This was developed by David Berlo in 1960 as an expansion of Shannon and Weavers linear model of communication in 1949. It divided the model into more clear parts.
This is a progression of Lasswell’s concept as brought forward by Richard A. Lanham (2003) and Erving Goffman in 1959. The constructionists had a belief that only messages are the process of communication. Lanham viewed communication as the opposite of the CBS model which argued that brevity, clarity and sincerity are the target to prose conversation, hence communication. He argued that style and rhetoric are equally essential. Goffman on the other hand saw performance as an important aspect in communication.
This describes the one-way model of communication. It involves the sender coming up with a message and sending it to the receiver when there is any kind of noise present. There is no feedback in this model.
In this model the sender sends the message to the receiver who then becomes a sender and sends the message back to the initial sender. The element of feedback is included in this kind of a model therefore indicating that communication is a two-way process but not a one way. In addition, it includes the geographic location, cultures, extent of travel etc.
This articles consists the literature review on theories relating to behavior and change of behavior.
Step theories.
These theories include;
This theory was developed by B. Ryan and N. Gross (1943). It tries to explain the process in which created practice or idea is passed through certain mediums over a period among the society members. It describes the influencing factors of people’s thoughts, actions plus the steps of accepting a new idea or technology (Rogers, 1962 and 1983; Valente, 1995; Ryan and Gross, 1943).
It was established by W.J McGuire, 1969. The theory dwells on the hierarchy of communication effects. It tries to explain how different elements of communication determine the behavioral consequences of communication. These elements are such as audience features, channel, and source and message design.
It’s a theory of development, personality, motivations and psychopathology. It involves the intimacy between people and what role attachment plays in an individual’s life span. Humans have a set of attachment that assist in ensuring closeness to a protecting figure which affects people in their life time (John Bowlby).
This is communication between a person and another and or others. it is also known as face to face communication. It uses both verbal and nonverbal communication. Verbal communication in this case relays two types of messages commonly called relational message and content message. Relational messages are concerned with the relationship per se while content messages consider the topic being discussed. Relational messages portray one’s feelings and attitudes towards the person or the people he is talking to.
Interpersonal skills that can be developed
Nonverbal communication excludes use of words but involves use of gestures, body movements, facial expressions and dressing code. One should master the nonverbal communication as an essential element of communicating with other people.
This is especially applicable in the constant pings where the individual should avoid too much talking but listen as much so as to avoid annoyance.
The person should wait for response from the recipient. Communication should not be one way.
The way an individual communicates with another depend on the feeling of the individual towards the people he is talking to. Good relationship equals good communication.
This is basically understanding and being able to communicate among the unconscious and the ego the major parts of the mind.
The issues identified that require development in this assignment are two and include constant pings and disconnect as indicated in question one. Constant pings refer to too much information that leads to annoyance. Disconnect on the other side is miscommunication that creates frustration. In order to solve the above issues, certain activities and key events need to be undertaken as discussed below in order to acquire knowledge, skills and behavior.
Due to today’s competition in the business world and the difficult economy, effective communication skills need to be learnt in order to enhance efficiency. Developing good communication skills whether from face to face conversations, interpersonal and presentation skills and professional writing skills, special training is required. Organizations need therefore to identify what short courses employees can enroll to in recognized institutions. Dale Carnegie Course is an example of a short course that can be undertaken within a period of 8 week or 3 day programs, which is one of the only organizational communication training programs that is proven to make employees more effective by boosting their engagement levels.
Central Queensland University is an Australian dual sector university based in Queensland offering Business, Information Technology and Digital Media, Psychology among other courses that contribute to developing communication skills. Employees in an organization can opt to enroll in part time classes or online programs in this university or any other recognized institution to gain more knowledge and skills on communication.
Some books are recommendable to instill good communication skills from bestselling authors worldwide. A good book can take one as less as a month to study and implement the lessons learnt.
Journals are very important as they keep records of daily activities. Employees can be encouraged to keep records of their daily interactions and the way they communicate with either their customers or their bosses. From the records kept, an analysis can be easily made to find out whether good communications skills are being maintained or not and ways to improve them are therefore sought.
Having a well known person in history for communication as a mentor can really boost the communication skills of individuals. Some of the renowned people recorded in the books of history for their communication skills include Bill Graham, known for his ability to effectively communicate to multitudes, Sam Walton with his 10 tips to business people some including communicating everything to employees and listening to everyone in the company and figuring ways to make them talk and Abraham Lincoln well recognized for his inspiring words and powerful opening lines. If some of the qualities from this great people in history could be borrowed, it would with no doubt contribute immensely to improved communication skills.
References
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