The Importance Of Diagnostic Tools In Identifying Communication Weaknesses

Five effective diagnostic tools for communication weaknesses

Discuss about the Mutual Understanding For Effective Communication.

Diagnostic tools relating to communication has guided me in the most useful manner without which I could never identify the weakness in me as well as understand the importance of communication in the global business process (Neuliep, 2017). After diagnosing my communication skills through five effective tools relate to effective communications I realised two most important weaknesses which I had to transform into my strength. These two issues were related to my shakiness in the public speaking events and convincing people in my views. These two weaknesses are important to be overcome otherwise I will not be able to place myself in this highly competitive situation and get no scope to demonstrate my talents or ideas. This essay discuss the personal view of the diagnosis tools and process based on which I have identified my two problems in the effective communication. Based on these two issues I have done a literature review through which I can understand the actual elements relating to these issues. Through the process of diagnosing the problems in relation with effective communication, I have gained knowledge about the method of managing these issues that can be found in my action plan section.

In the process of identifying issues in the communication method within me, I have effectively used five prominent diagnosis tools which were related to analyse the aspects of effective communication. The first tool I used was Willingness to Listen Diagnostic or Talkaholic Scale which was a tool identifying the desire or inclination to listen to others effectively (Neuliep, Hintz & McCroskey, 2005). This is the main criteria of being an effective communicator. The second tool was Self-Perceived Communication Competence scale based on which I could identify the process of communication competence of myself in such a situation where there were numerous audience with numerous communication subjects (McCroskey & McCroskey, 1988). The third tool I have used Is Non-Verbal Immediacy Scale Self-Report. In this tool I have identified various body movements which I usually used while talking to others or presenting something to the array of listeners (Richmond, McCroskey & Johnson 2003). As the fourth tool I have used Personal Report of Intercultural Communication Apprehension through which I gained the idea what I think about the intercultural people present in my communication environment and how I communicate with them (McCroskey, McCroskey & Richmond, 2006). As the final tool for diagnosis I have used the tool like Tolerance for Disagreement based on which I have identified how I actually react when come across any type of disagreement in the communication system (Teven, Richmond & McCroskey, 1998).

Analysis of diagnostic tools results

By analysing or diagnosing my views I each and every questioner I have reached some understanding about my communication style as well as preferences which would never be possible if I had not used these tools. From the Willingness to Listen Diagnostic or Talkaholic Scale, I have understood I am not a compulsive communicator and I listen what is being spoken by others then only I pass remarks in support of the speaker or against him. In the Self-Perceived Communication Competence scale I understood that I am not actually comfortable while taking to the strangers, meetings and dyads but feel quite very comfortable with my friends and acquaintances (Shi, Brinthaupt & McCree, 2015). In Non-Verbal Immediacy Scale Self-Report I have understood that I use a high level of non-verbal communication while talking with others or share my ideas with a group of people. In the Personal Report of Intercultural Communication, I score moderate but in the scale of Tolerance for Disagreement, the score is very low which can be barrier in my process of being a successful communicator.

Despite the fact that I scored moderate in the Perceived Communication Competence scale, I understood I have to push my limits more and make strategies to communicate with people more in the meetings or in the open public. I was uncomfortable to talk in the one to one interviews the higher authority and my shakiness in talking with the strangers or anxiety in the public speaking is a great barrier in attaining my goals. Moreover, I was not at all comfortable to attend business meetings as this included the ideology from each and every member resent. In addition to this, I used to fail to present my views before the eager audience hence I used to avoid presentation in the seminars and sent others to replace me. Secondly, the high score in the Tolerance for Disagreement, leads me in failing to convince others with my views as I try to agree with others without founding my stand point in a discussion. From these perspectives, people used to exploit me and termed me to be submissive. The position of leadership in a team was taken away as I could not manage the people under me. Therefore, I could not convince them to work productively or according to the desire of the organisation. Through these diagnoses I realised my tendency to avoid any type of incongruities as I am highly tolerant for disagreements. I have a tendency to avoid the scope of conflict as my communication style is not very effective to communicate with others. This is the reason why understood the necessity to change my actions to empower myself in this constantly changing workplaces.  As the disagreements are inevitable in the current business context, therefore, I need to strategize the methods so that I can find the right way to communicate in the decision making peoples of the organisation (Kwiatkowski, 2017).

Personal review and action plan

There were too different incidents which acted as the evidence of what I diagnosed about my communication style was perfectly similar. The first example was related with my inability to present my views in the public communication. As I have mentioned before, I feel quite shaky while presenting my views in the open public the incident took place just before my presentation of issues relating my findings before the board of directors of the company where I used to work then. At that time, there was an issue of unethical behaviour in the organisation as some of the women employees had faced sexual harassment while working in a special project. I was the manager in charge of that project hence I had to accumulate all the evidences and present them to the board of directors so that they could make desired decisions and take actions immediately to save the reputation of the firm. In that meeting there were some lawyers too as those employees had complained about that issue of harassment. These lawyers had no idea about the organisational process or the types of tasks we perform in the firm still I had to make them understand the findings that I have collected as well as their sources. Despite the fact I had prepared that presentation very well and I had a huge scope to discuss the matter in more detail but the constant questions of the audiences and accusation to me about my responsibility to take care of the project team members added negative vibes in me which mad me more nervous before the board members. I found it very difficult to deliver my presentation accurately and could not remember many if the vital point which would have changed the course of communication as well as action.

The second situation was related with the same organisation. This issue opened my inability to convince my peers to as well as the higher authority about my ideology based on which I acted. This miscommunication ultimately led to conflict which consequence the revelation of my quality of high TFD. This incident took place recently with me when I as an employee of the organisation faced open discrimination in terms of my wage or salary. For two or three months I was checking my salary from those of my colleagues which revealed that I get much less amount of money than what my co-worker were being paid. Due to this reason I tried to communicate with my peers who advised me to discuss the matter with the higher authority. Therefore, I communicated with the immediate boss of mine and found out that it was a complete exploitation of my efforts. The high authority of the firm questioned about my absenteeism a production. they sharply accused me about my quality of production as well as my regular attendance in the workplace. In this aspect I had proper evidence that what leaves I have taken were all granted leaves and I could produce perfect evidences on each of these cases. On the other hand, I had received very good appreciation from my teams as well as customers on my quality of service and met every target to give the best production along with the team members. However, due to my high tolerance of disagreement, I tried to avoid the conflict and acted exactly what the mangers expected to me as a submission employee. I would have raised solid argument where I would have gained a solid support from my peers but I could not do anything about this matter as this would lead to a very complicated conflict in the firm.

Evidence of communication weaknesses

McCroskey (1977) has identified communication apprehension issues which are directly related way the anxiety towards the unexpected or expected situation where the individual is needed to indulge in the communication. There are various fear factors which lead to the negative elements as well as pressure associated with public or communication with any unknown individual. These fear of failure or miscommunication have a far reaching effect on the mind of the communicators which ultimately create anxiety in the midst of the individuals and he or she abstain from communicating with others. According to Manisaligil and Bilimoria (2016), has supported the fact that these negative aspects of failure or miscommunication the individuals do not voluntarily engage in the communication in the meetings or Dyads. In addition to this, there are several types of communication apprehension which act as the barriers in the communication system or building an effective communication skill (Teven, Richmond & McCroskey, 1998). These issues are mainly related with the avoidance of public speaking by the individuals where they think that they do not possess enough knowledge about the selected subject. This is the reason why they do not feel attracted to the option of voluntary communication as they feel their efforts will be in vain (Tomescu-Dumitrescu, 2016).

According to the scholars, some of the issues associated with the public speaking is also dependant on the audience. In some cases, when the communicator finds that they are being listened to their higher authorities who have more power than them or the strangers who have no connection with them or even the acquaintances, they feel nervous or sick while communication or prior to the presentation (McCroskey, McCroskey & Richmond, 2006).  I some cases the individuals feel anxious over the situations where they are communicating but they do not feel certain about the situation which create issues in their minds associated with irrelevancy (Eggins, Slade & Geddes, 2016). However, according to Adnan and Jambari (2016), the commination anxiety has nothing to do with the effective communication style or ability apparently but there is a very strong relation among these two. This is because the communicators cannot perform effectively in the process of sharing their views with the others when they feel anxious or get affected by any of these negative aspects while communicating.

Manisaligil and Bilimoria (2016), in their research have found out that communication in the business level is very much necessary. It is one of the most predominant component for the success in the profession as well as establish credibility in the organisations. Proper communication style is the foundation based on which the leadership qualities flourish and the business proceed. In the organisational level the effect of fluent communication helps in many ways (Mandysová, 2018). The communication process in the organisational setting has various levels which include the interpersonal relationship of the members and communication among the employees and the emergent. In the decision making oppress the employees are connected therefore, they need to convey their concepts as well as views in making perfect strategies to reach the organisational goals. On the other hand, this communication process also includes the relationship of the managers with their employees and make a collaborative decision to reach the same. To Neuliep, Hintz and McCroskey (2005), this decisions making process include knowledge sharing where the knowledge flows from top to the bottom level. Through proper communication, the leaders can motivate the employees and their thoughts are properly reflected to the actions of the employees (Motschnig & Ryback, 2016). This is the reason why the employees expect good communication style of the leaders in their organisations but the communication apprehension can have a far reaching negative effect which gradually spread in the organisation. Therefore, for the individuals need to have a proper strategy so that he or she can minimise the effect of incapability to communicate their concepts.

Understanding communication apprehension

In the perspective of Mogensen (2016) the tolerance for disagreement has various facets. It largely depends on the individuals or the group with whom the communicator is going to communicate. To Linvill, Mazer and Boatwright (2016), the communicator can behave tolerantly or intolerantly when they communicate physically or over the internet. On the other hand, Dieckmann et al. (2017;2015), have stated that the backgrounds of the opponents can play a vital role in the communication style of the communicator. All these facets are closely related to the high tolerance for disagreement. To these scholars, the communicators’ behavioural as well as communicative changes can be seen when they face matters against and group of individuals. Their reaction upon the disagreement depend on the designation of the opponents or their power upon the communicators. Similarly, the communication medium is also important. The level of agreement may increase if the communication is engaged over phone of the internet. The background of the communicators, their position in the organisation and their authority over the individuals can be effective factors which regulate the communication process of the people (Austin & Pinkleton, 2015).

The scholars like Richmond, McCroskey and Johnson (2003), refer to the proper identification of the components of the TFD. This is the reason why various frameworks both theoretical as well as behavioural have been built around the concepts of the interpersonal communication. These frameworks discuss about the situations which contribute greatly on the disagreement tolerance and intolerance. These components include verbal, non-verbal, emotional and willingness to listen. To Stachova, Stacho and Vicen (2017), the various verbal communication style is affected by various components which are associated with the behaviour and attitude, aggressiveness, assuredness, supportiveness, preciseness and expressiveness. These elements directly affect the business communication of the employees as well as the mangers. In one hand these factors reveal the employees’ communication style in building the organisational culture which ca be perceived how one employee communicate with their colleagues, on the other hand, the communication style of the employees to their managers can also be revealed quite easily. As the organisation operates through its human resource, hence analysis of these factors are quite important. The employees in most of cases indulge in team building where they share knowledge therefore; effective communication cab be prevented by disagreements. To Hu?tter, Arnitz and Riedl (2017) this concept of effective communication is very important from the organisational viewpoint as the organisations need effective leaders as they can easily identify the needs to the customers and convey demand to the employees which directly increase the productivity of the firms.

On the other hand, the use of non-verbal communication can be effective way to avoid disagreement in a team. According to the scholars, the non-verbal communication style is used positively can highly effect the perspectives of the employees (McCroskey & McCroskey, 1988). Positive attitudes while communicating the most important message to the team members, directly manipulate the thoughts of the employees which are as effective as the verbal elocution (McCroskey et al., 2007). The positive non-verbal communication may include the positive body jester like smiling while talking to the subordinates. This increase the effect s of the message conveyed in one hand and a positivity is transmitted to the employees from the managers. Moreover, positive non-verbal communication also includes positive style of listening while others are talking. This creates an atmosphere where the employees can never disagree with the managers due their positive attitude on the other hand, the managers also provide scope for the employees to talk according to their intentions.

Another approach is related with the emotions while convincing others about the personal views (McPhillips et al., 2018). To these critics, the individuals having submissive nature do not usually indulge I the conflicts in the organisations rather prefer to stay away from the conflicts. Thornton (2017), has pointed out that the employees who are prone to express disappointment regarding their interpersonal relationship associated with their colleagues as well as the higher authorities are the people who have high score in TFD. In this cases, they may either have won the conflict or get exploited in the situation. This is because their submission wither can change the attitude of their opponents to prevent the conflict or may not incur the positive attitude of the opponents. The TDF is also related with the listening power of an individuals. Sometime the employees are not ready to listen to their managers as the situation become more critical. In addition to this, the managers of the organisation also may not pay attention to the employees demands which ultimately leads to the conflict among them. This is the reason why the employees often feel neglected and this lead to conflicts. Moreover, there are some external stimulus which subconsciously effect the listening process and thus contribute to conflict.

After the diagnosis process is completed, I have identified the issues which need development. In order to eradicate issues from my communication style I have made an action plan which will be helping me in the process of my personal development. In building an effective communication style as a leader of the organisation, I want to started just from the beginning. I was initially quite unaware of the facts which have affected me in developing my own unique communication style. In this action plan the first and foremost aspect will be the method keeping personal journal in which I shall be writing down the aspects I will be fading in this process of developing effective communication style. As the action plan will have the tenure of six months, I need to maintain documentation of each and every incident from which I shall be learning. This can be related with my organisation, or my family and friend circle.

Secondly, I need to enter in a professional coursed for developing effective communication style in me. Through this type of course I shall be able to know various tricks of reacting in different time and situations. This communication course will increase the professionalism and formality in my communication as well as help me to effectively relate situations or the individuals though communication. The issues in my communication style that I feel submissive before the higher authority or the public unknown to me, will be completely abolished. Through those course I shall be knowing the methods that the successful leaders use to motivate the employees in one hand and will be able to communicate with the entire room of people without any hesitation.

Beside this course I want the read effective periodicals or literatures which are associated with communication apprehension as well as interpersonal conflicts of the communicators (Bahadori, & Hashemizadeh, 2018). This will help me to judge the behaviour of the opponent or their points relating which I can develop the issues I want to point out what I aim to state. Moreover, I want to visit to a mentor who will practical show me to talk or help me to build effective communication style by pointing out each of the weaknesses in me. In these six months on thing will be continuing with keeping of personal journal is the mental practice. Without practicing, I will never be able to change myself through I enter in courses, visit to mentor or reading effectively.

	Jul-01	Jul-20	Aug-05	Sep-15	Oct-01	Nov-20	Dec-01	Dec-31
Personal journal
Communication course
Reading literatures
Mentor
Mental practices

Gantt chart of the action plan

Therefore, it can be concluded that the essay discusses the five communication diagnostic tools which have helped me to identify the areas of weaknesses in the communication style. Through this diagnosis, I have successfully identified two chief issue in my communication. One is reeled with the inability to communicate with the unknown people or a group and another is the high tolerate of disagreement. These two issues directly relate to the philosophies of communication apprehension as well as disagreement in the interpersonal communication. The literature review focuses on the public speaking competence with the perfect amalgamation of these two theories. Through these discussing the importance of communication in the business has been detailed. This essay concludes with an action plan that is created grounded upon these analyses.

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