Effective Business Communication: Impression Mankind Essay

Question:

Describe about the Effective Business Communication for Impression Mankind.

Answer:

Introduction:

The aim of the easy is to highlight the understanding gained during the course. The main aim of the subject was to focus on the importance of communication in business. It is important to develop a better understanding of effective communication at a workplace. Communication is broadly divided into verbal and non-verbal means of communication. In the business operation both the types of communications holds equal importance. In order to communicate with people internally and externally, communication is the only way of interaction. It is for the same reason becomes very vital to make a good approach towards an effective communication. A descriptive analysis of the concepts learnt during the course shall be discussed here in this paper. Based on the understanding, the knowledge gained from the various lectures shall be discussed as well along with the fact how the subject going to help me in the future.

Communication:

Definition:

Communication has been defined as any kind of behaviour that might be verbal, nonverbal or even graphic that can be easily perceived by others. The general purpose of communication is to inform people a certain message or to persuade or to entertain them. However, there are certain specific purposes of communication as well (Dwyer, 2009). The purpose of communication can aimed to fulfil certain goals or strategies.

Journal article:

In the journal Gabbot and Hogg (2001) explained the role of non-verbal communication. It has been pointed out that in an organization non-verbal communication also plays an equivalent important role in addressing the needs and the services of the employees working in the organization. It is a major psychological factor that at times provides proper knowledge to the people in the workplace. It has been further added that certain instances like waving hands or an expression of grief that denotes sorrow are the means of non-verbal communication that can recognize the attitude of a person and develop a communication between the people.

Analysis and explanation:

It has been understood that when communication takes place, there are a number of elements that play important role. According to the transmission model of communication, the ideas or information are ordered from the sender (Forward et al., 2011). These messages have certain codes that might be in the form of written or visual communication. It depends on the person on the receiver side to acknowledge the same thing delivered by the sender. In this respect, an important part is played by a kind of disturbance known as the noise. This noise at times hinders the actual mode of communication and creates a negative impact on the purpose of the message that is sent by the sender. This is the barrier to the communication process. Another important concept learnt in the module that communication takes place in different level like interpersonal or intra personal and in groups (Carlopio et al., 2005). Making an ethical communication that is clear, honest, respectful and democratic is another important factor that has to be kept in mind while communicating.

Application:

Understanding the theories and concepts related to communication was not difficult to me. I have gained good knowledge about the importance of a thorough communication in a workplace. I have also understood that in order to keep a good relationship with the people in an organization, it is important to keep communicating with each other. Both verbal and non-verbal communication plays vital roles. In fact, non-verbal communication is more effective as it is supported by an individual’s emotion and personal behaviour.

Communicating to an Audience:

Definition:

Communication apprehension refers to the level of fear or anxiety that is associated with a person. These apprehensions depend on certain factors like novelty, formality, status, conspicuousness or the unfamiliarity and dissimilarity with a person to other (Dwyer, 2016). It is important to understand the audience with whom one communicates. Prior to communication, one must be aware of the purpose of communication.

Journal article:

In the journal, Lipson and Teodorescu (2015) have pointed out the importance of framing the structure of a presentation. One should have the approach to address the audience in a way that shall be acceptable to them. A number of key practices that result in winning presentations have been discussed in the journal. It has been told that at the time of presenting in front of audience, the main focus should always rest upon convincing the audience. Therefore, preparing a presentation with a clear and concise problem statement and then delivering a solution to the problem can result in the best output. It has also been mentioned that when presentations are supported with facts and figures, it automatically becomes more acceptable among the audience.

Analysis and explanation:

At the time of communicating with the audience, the foremost thing is to analyse the audience. Depending on the findings, the script of the presentation can be made. Generally, the purpose of a speaker is to inform or persuade the audience. In addition to this, sometimes the intension of the speaker also happens to motivate, entertain and apologize to the audience (O’Brien, 2010). Another important part of communication with audience is to make a proper structure of the presentation. It should be divided into three major parts, the introduction, message to be conveyed and the conclusion (Priest, 2008). In order to gain the attention of the audience, the presentation must be attractive enough with interesting contents.

Application:

I know that in the position of a manager or a leader, coming up with presentation to address the audiences would be a matter of regular practice. Thus, gaining knowledge about how to make presentation and target the specific group of people and at the same time, convincing them has helped me to develop understanding about interacting with major groups of audiences. At the same time, I have also understood that when any presentation is made focusing on the fact to involve the audiences whom we are addressing can bring better and more fruitful results. Moreover, at each point of time, the audience should be made to feel important and that their participation is what matters the most. An excellent means of presenting the ideas are sure to influence the audience and bring positive result.

Business Writing: Genres of Written Business Communication

Definition:

Business writing talks about the times when any kind of information is communicated to the people who are associated with the organisation. Business communication is important to communicate the intended message that might otherwise create confusion or negative impact on a particular matter of concern. There a number of modes of communication such as by the means of sending mails or at times by directly communicating face to face (Arnulf et al, 2010). However, when things come in written format, grammar and the tone of writing becomes the most vital factor to be taken into consideration. This is when the importance of business writing is felt.

Journal article:

In the article, Zhu and White (2009) have discussed about the importance of emails and other formal means of communication in an organization. It has been pointed out that emails are the most common form of communicating channel used in the organizations to communicate with the people in the workplace. Therefore, there should be certain specification that needs to be followed at the time of writing emails. It has also been suggested that it is also important to take a note of the audience whom the message is intended to. Addressing people with the proper salutation is also important at the time of writing an email.

Analysis and explanation:

There is a difference between written and verbal communication. Verbal communication are easy to decipher and do not create much confusion between the sender and the receiver of the message. In addition to this, there always remains the chance of getting instant feedback from both the ends (Barge, 2004). On the other hand, in case of written communication, every activity including the role of emotion is played by the written words. It is then becomes important to deliver right words with meaningful sentences that is intended to fulfil the idea of transmitting the intended message to the receivers. In case of business communication, the non-verbal communication should be clear, free from any kind of ambiguity as well as any kind of grammar errors. Once a non-verbal communication is delivered to the prospected groups of audience, it cannot be taken back (Dwyer, 2016). Therefore, rechecking and rewriting the message before sending a message is important.

Application:

This module has helped me to enhance my knowledge and understanding about the importance of formal communication. Communicating with the people at the workplace by the means of emails is a common practice. I have never thought that for the one who writes the emails, the task becomes very challenging. With the recommendations and the guidelines that I have gained during the learning process will prove to be really productive in achieving my career goals and objectives. I shall be very attentive and focused towards the particular message that needs to be disseminated among the people in the workplace.

Interpersonal Communication: Working together

Definition:

Interpersonal communication is the communication that one does with one or two persons. It depends on the relationship of the people with whom the communication is being made (Madlock & Dillow, 2012). The team of Human resource in an organization is present to resolve any kind of misunderstanding or chaotic situation in an organization. In case of such situations, it is important to carry out an interpersonal communication with the people who are directly or indirectly related to the situation. It depends on the interpersonal skill of the Human Resource manager to tackle the situation and bring out the best outcome.

Journal article:

In the journal, it has been said that the communicative approach in an organization should be always a friendly attitude in the organization (Hynes, 2012). It is important to understand the perception, emotion and the factors that shall motivate the employees in an organization. These things can only be achieved when there is a positive approach towards making proper interpersonal communication with the people at the work place. In fact, major studies have confirmed that when impressive communication is made with the employees of the workplace, they are motivated that in turn results in better work productivity and the business of the organization ultimately prosper. Further, it has been stated that if required, it is also important to carry out a training program in an organization that teaches about the importance of interpersonal communication and the employees are taught of keeping a good communication with the other people working together.

Analysis and explanation:

It has been pointed out that in order to carry out an effective interpersonal communication, it is important to understand the person with whom the communication has to be made. An ineffective way of communication can harm the sentiments of a person and can result in developing a negative relationship (Hopkins et al., 2011). As an alternative approach, assertive communication that promotes cooperative relationship and often leads to solving the problems or the issues related the organization.

Application:

I always believed that one should always make a professional or formal approach in the work place and thus, there is less scope of interpersonal communication with the fellow people at the workplace. However, after the completion of this module, I have gained the understanding about the importance of interpersonal communication and the effective role that it plays in an organization. At any point of time, if I get stuck in a situation I shall clear out the matter by approaching the right person and then talking to that person personally. This is going to help me cope with various situations at the workplace.

Organizational Communication: Communicating within the Organizational Structure

Definition:

Conversation with the leaders, managers, employees and with the consumers as well by the means of meetings, face to face communication or even by written documents, all fall under the organizational communication (Rasmussen & Sieck, 2015). Organizational structure is not linear and it is for the same reason, communicating with the people who are responsible for the complete business operation is important. As stated by Lim et al., 2008, there is complexity, formalization and centralization in the organizational structure. In order to make coordination and achieve the organizational goals and objectives, keeping a communication with the people at the different levels become important.

Journal article:

Reading Byron (2008), it has been understood that in every organization, the number of workers are more than the members who are at the top of the management. In such cases, communicating with the people who forms the basic structure of the organization happens to be the most crucial element to deal with. The major means of communication technique like by the means of sending emails to the mass group of people might prove to be insufficient or challenging to the complete process of communication because at times it happen that people delete the emails or just let them unnoticed. In such cases, the intended message is not delivered to the particular person. Information often guides to behaviour of peoples and also stop any kind of inadequate of inaccurate conduction of message. It is for the same reason, communicating rightly with right people holds great importance.

Analysis and explanation:

Organizational communication controls and coordinates the activities of the organization. It establishes a relationship both internally and externally (Riketta, 2008). Internal communication has certain important functions to play that helps in orientation and indoctrination of the organization. Along with that it plays an important role in shaping the morale of the employees. In case of external communication that is meant for the consumers, the effective forms of communications means are by advertising and promotion of the service or the product that is helpful in shaping the opinion of the public (Dwyer, 2016).

Application:

The approach made on teaching the importance of proper and accurate conduction of message among the people positioned at different levels has helped me to understand that communicating in the same way with all the people is not the proper way of communication. Therefore, at any point of time when it shall be important to communicate with people holding particular designation, different approaches should be made. Information that is intended influence the receiver at the other end of the message and to some extent influence the emotion of the person. It is for the same reason, important to address the right people in a right way.

Cross Cultural Communication: Transcending Boundaries

Definition:

The circumstances in which people belonging to diverse background and diverse culture who are engaged in any kind of communication is termed as cross cultural communication (Xiaojun & Venkatesh, 2013). In the current working environment, it has become an important part of the working procedure to understand the cultural impact of the people working in the particular work place (Kim, 2013). In the era of globalization, every workplace is full of people belonging to diverse groups. Sharing the beliefs and the knowledge of the people by the means of communicating with them is what is important to keep the operation of the business keep going on (Sievers et al., 2015).

Journal article:

In the journal, Kohler et al. (2012) has examined the cross cultural differences in the norms of a meeting. It has been highlighted that people might have to face any kind of situation at any point of time in the course of life. People have to meet with other people belonging to different cultural background. The only means of knowing people is by communicating with them. There remains a gap in the culture that needs to be fixed. It is for the same reason developing a cross cultural impact in the mode of communication becomes important. It has been stated that it depends on the capability of a person as how early the person becomes capable enough to adapt to the culture of the people in connection. A health communication will lead to better business operation and shall open up better business opportunities.

Analysis and explanation:

Cross cultural communication talks about adaptation between the different cultures. Intra-cultural is about communicating with people belonging to same culture or group. Enculturation is the process of learning and adapting to the culture and making a friendly approach towards the people belonging to different culture (Sitkin et al., 1992). Ethnocentrism is the way one interprets others through their own cultural view. On the other hand, cultural relativism is the concept of recognizing and accepting the differences in cultures of two or more people in association.

Application:

This part of the course has opened up the horizon for better understanding the people belonging to different culture. I have a friendly nature but at times, it becomes challenging for me to cope with the difference of culture of the people belonging to different cultural background. With the knowledge gained from the course, I have become confident enough to talk or communicate with the people from other culture as well. This concept not only helped me to gain better understanding for the workplace but for a general basis as well because we find people from different cultures all around us. It is indeed important to know the way of communicating with these people.

Conclusion

By the end of the complete discussion, it can be said that the concepts learnt during the complete course is indeed helpful for the future prospects. The complete course of action has opened up the horizon for a better scope of communicating with people with different backgrounds. The importance of non-verbal communication is also understood. The topics that have been taught at the end of the completion of the course such as communication in a cross cultural environment is the most useful topic. In the recent working condition, there is no doubt about the cross cultural impact in the workplace and how it affects the complete business operation. It is for the same reason, gaining a theoretical knowledge about the effective mode of communication is important and this course has helped to obtain that bit of knowledge. All these knowledge are definitely going to help to shape my future and shall guide me to make better relationship with the people in a particular working environment.

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