Effective Business Communications

Question: Write an essay on Effective Business Communications. Answer: Introduction Defining non-verbal communication is a difficult proposition. In plain terms it can described as a form of communication, which does not involve spoken and written communication. It is a form of communication that uses gestures and body language as a mean of communication. Non verbal communication is one of the alternative means of communication that is adopted to traditional verbal communication style. Non verbal communication incorporates body language, touch, facial expressions and gestures as a part of the communication style (Bargiela-Chiappini Nickerson, 2014). The topic of interview and negotiation has an important place in the workplace. Interview is a form of communication, in which the interviewer informs, communicates and assesses an interviewing. Negotiation is a type of bargaining, which is undertaken to persuade and compromise on certain matters. Interview is a form of structured communication, which establishes a relationship between verbal and non verbal communication (Chaney Martin, 2013). Star Group Ltd has been facing certain issues in the non verbal communication aspect of the interview process. The company boasts of cultural diversity in the workplace. Cultural diversity reflects on one integral fact, which is the presence of diversity of languages. The employees at the workplace and the candidates applying for employment will be candidates that speak different languages. However, the human resource manager and the management are multi linguistic, which lead to major language barriers. As a combative measure to such barriers, non verbal communication is promoted and adopted during interview process. However, shortcomings are viewed and observed in non verbal communication. Semantic barrier and misunderstandings are observed during non verbal communication. People who are experienced and well versed with such interview processes, exhibit certain assumed facial expressions and body language that is the requirement as per the interview standards. This reflects an untr ue and unfair representation of the interview processes. New and fresh methods and approaches need to be adopted to overcome these shortcomings in the interview process of Star Group Ltd regarding non verbal communication. Aims and Objectives To identify the loopholes and shortcomings in non verbal communication To identify the interview process and the gaps noticed in the interview process of Star Group Ltd To evaluate and assess the areas of deviations of the communication pattern of the HR management group. To evaluate and recommend fresh ideas and new approaches in the communication style involved in the interview process. Scope The understanding of concepts like non verbal communication and the merits and demerits attached with it is critical for any organization. The importance of interview and negotiations and the incorporation of suitable and appropriate communication style in interviews are very important to any organizations. The successful implementation of correct communication style will affect the organization positively and will improve the workforce and further strengthen the cultural diversity and productivity of the organization by employing correct employee for the appropriate job. It will remove language and semantic barrier. The scope of the research proposal is to highlight these benefits and also improve the interview process of the organization, which enhances the image of the organization. Body Non verbal communication Non-verbal communication is the style of communication that incorporates essence of body language, facial expression, touch and other abstract means in the communication style. It eliminates written and spoken words in the communication style. The non verbal communication comprises of body language, gestures and vocal tone as the major element of non verbal communication. Non verbal communication critically analyses the eye cues and interpretation of each eye cues. Non verbal communication is the imparting of messages by medium excluding written and spoken words (Chaney Martin, 2013). Non verbal communication includes personal and face to face conversation in a non spoken context. Every action and display of behavior in conscious and subconscious state holds special implications and the interpretation of such actions is critically analyzed and made. These interpretations hold special meaning and importance because non verbal communication is heavily dependent on such gestures and actions and the failure to interpret to them leads to ambiguity and communication barriers. Non verbal communication includes tone of the voice, volume of the voice, the speed of the speech, pitch and gestures or body language. Non verbal communication also includes poise, stance of a person, body posture, the proximity of a person to the speaker during communication, dress and appearance during communication is important and eye movement. Eye movement and body posture are vital elements in non verbal communication. It highlights the state of mind and the energy level of a person. Jittery and constant movement of the arms and legs during communication indicates nervous energy and a state of anxiety in a person. Eye movement reflect the energy level like nervousness, excitement, grief and joy are effectively depicted through eye movements. Disadvantages relating to non verbal communication include distortion of information. In non verbal communication, there is high level of distortion or information leading rumors and confusion. It is not a preferable means of communication since it does not create a strong and lasting impression on listeners and receivers (Cardon, 2015). The effect of the non verbal communication has been seen to have not created a strong impression and effect, which does not create as a strong as an impact, which verbal communication does. Non verbal communication is only applicable to short communications. Long communications are not possible in non verbal communications and the lack of flexibility adds to the demerit in the communication pattern. The lack of comprehension in non verbal communication and the repetitive nature of the communication style is one of the shortcomings of the communication style. It also leads to misunderstandings and semantic barrier and misinterpretation between the speaker and the listeners. In addition to the demerits, the merit of the communication style is also noticed since non verbal communication adds a complete picture and presents a comprehensive aspect to the communication pattern (Kelley Autman, 2014). Interviews Interview is a kind of a face to face conversation between a speaker and the listener. The two parties involved in an interview are the interviewer and the interviewee. It can be noticed that the nature of communication involved in a communication is interrogatory. It is evident from the communication pattern in an interview that certain understanding and assessment is the purpose of an interview (Kelley Autman, 2014). The purpose of interviews is to establish an understanding of the feelings and emotions of the interviewee. It is useful in establishing an understanding of the experiences and notions of the interviewee towards different subjects. Interview is useful in comprehending the working style and organizational behavior in respect of a particular employee. Interviews help an organization is assessing its future prospect in respect to advantages and risks given by the employee. Interview and negotiations are useful tools in persuading interviewees into particular terms and conditions of the organizations (ThilL Bove, 2013). Interview provides a strong groundwork for employee evaluation framework. There are certain criteria and requirements in an interview and thus interviews provide the framework and guidelines for selecting candidates and improving staffing functions. Interviews are structured communication that incorporates both verbal and non verbal style of communication (Bargiela-Chiappini Nickerson, 2014). However, one can notice the deviations involved in interview process. Communication barriers often pose as the hindrances in the interview process, and the effect can be traced from the operations and productivity of the organizations. The shortcomings of non verbal communication can hamper the interview process. Methods of Research For conducting the research, certain approaches like positivism method approach, deductive method approach and descriptive method approach is used in the research methodology. Primary data collection method is used and qualitative data is utilized for the purpose of the research. Sampling method is used, in which two managers are used for interview process. Results The expected outcome of this research is the shortcoming and the deviation that is expected to be seen and observed during interview process. The research is expected to show that shortcomings and the loopholes observed in non verbal communication and its effect on the interview process (ThilL Bove, 2013). From the literature review, it can be seen that certain shortcomings and loopholes do exist in non verbal communication that affects the interview process and serves as a shortcomings for human resource team that is involved in conducting interviews. Discussion and Analysis During the data collection procedure, primary data was used for the research. In the primary data collection method, interview method was used and two managers were interviewed and questioned to establish a cohesive and comprehensive idea of the interview process and the role of non verbal communication played by it in the interview process. The interview was conducted to establish the benefit and the magnitude of loophole that was observed in the non verbal communication style in the interview process. The lack of multi linguistic ability of the managers of the human resource team and the cultural diversity of the organization was also reflected in the interview process. Focus group was the analytical tool for conducting the research. It was used for understanding the inferences observed during the research process and a total understanding of the issues faced in the interview process by managers with regards to non verbal communication are established from this research. Conclusion From the research it can be concluded that non verbal communication does suffer from certain loopholes and shortcomings that does affect the interview process, it can be seen that lack of understanding and misinterpretation and misunderstanding are common grounds of loopholes of non verbal communication that interviewers suffers from during interview. Such lapses and deviations do cast their evils on the organizations and the organizations can select wrong candidates based on such shortcomings. Better techniques and incorporating better understanding of non verbal communication is critical to the success of the interview process. Recommendations The human resource management should be trained for improving their skills in interpreting non verbal communication. In the training process, the mangers need to be taught how to understand body posture, eye movement and body language. More information and details need to be provided to develop a comprehensive understanding of gestures and signs. The managers need to be taught to carefully analyze the facial expressions and develop new standards to employee evaluation framework so that improve the assessment criteria of the employees. The managers must be able to understand to incorporate the correct mix of verbal and non verbal communication. Reference List Bargiela-Chiappini, F., Nickerson, C. R. (2014).Writing business: Genres, media and discourses. Routledge. Barringer, B. (2012).Entrepreneurship: Successfully Launching New Ventures, (2012). Cardon, P. (2015).Business communication: Developing leaders for a networked world. McGraw-Hill Higher Education. Chaney, L., Martin, J. (2013).Intercultural business communication. Pearson Higher Ed. Conrad, D., Newberry, R. (2012). Identification and instruction of important business communication skills for graduate business education.Journal of Education for Business,87(2), 112-120. Fleisher, C. S., Bensoussan, B. E. (2015).Business and competitive analysis: effective application of new and classic methods. FT Press. Guffey, M. E., Loewy, D. (2015).Essentials of business communication. Nelson Education. Kelley, S., Autman, H. (2014). EFFECTIVE COMPUTER-MEDIATED BUSINESS COMMUNICATION: FOSTERING IMMEDIACY.The Journal of Research in Business Education,56(2), 48. Locker, K., Kaczmarek, S. (2013).Business communication: Building critical skills. McGraw-Hill Higher Education. Meadows, D., Sweeney, L. B., Mehers, G. M. (2016).The Climate Change Playbook: 22 Systems Thinking Games for More Effective Communication about Climate Change. Chelsea Green Publishing. Short, J. C., Randolph-Seng, B., McKenny, A. F. (2013). Graphic Presentation An Empirical Examination of the Graphic Novel Approach to Communicate Business Concepts.Business Communication Quarterly,76(3), 273-303. Thill, J. V., Bove, C. L. (2013).Excellence in business communication. R. B. Chatterjee, K. Subramanian (Eds.). Pearson. Effective Business Communications Question: Discuss about the Effective Business Communications. Answer: Diagnosis and Reflection: The success of communication; be it verbal or non verbal, largely depends on the skills of the communicators. Hence, it is important to identify the communication styles we use in our interpersonal communication. A number of diagnostic tools are available for identifying the pattern of communication we follow or the issues we are facing in exercising an effective communication model. As mentioned by Silverman, Kurtz and Draper (2016), the issues those can restrict the process of successful communication can include a number of psychological or behavioral factors. The diagnostic tools can be helpful in identifying these factors. For identifying the communication style I use, I have used five popularly known diagnostic tools. Those were, the Johari Window test, Communications Style Questionnaire, Assertiveness Questionnaires, listing skill test and the interpersonal communication skill test. As mentioned by Arnold and Boggs (2015), the personality and behavioral factors are important shaping the communication pattern of an individual. Hence, I have used the Johari Window test and the Assertiveness Questionnaires. On the other hand, listening skill can be identified as one of the major tool for successful communication (Bhatia Bremner, 2014). Hence, I used the listing skill test to identify my capability in this regard. With the help of these diagnostic tools, I have identified that I have an assertive communication style. As mentioned by Arnold and Boggs (2015), the assertive communication pattern involves a clear and direct expression of my needs, desires and my opinions with a conscious consideration of others. However, the major communication issues, those thses diagnostic tools have found is an aggressive attitude. One of the tools have identified, in spite of having an assertive communication style, I possess an aggressive attitude. As discussed by McQuail and Windahl (2015), an aggressive communication style involves the expression of ones needs and opinions by giving little or no importance to the thought of other people. It has also identified that, I have a tendency to of ignoring what other people is trying to communicate. It drives me to misinterpret the message of that person and create a misunderstanding and confusion in my workplace. This particular test has identified that I have the highest score in the assertive communication process, but my score in the aggressive communication is not ignorable as well. Hence, it can be identified that I have a tendency to control my listeners and ignoring their opinion. Coupled with this issue, the listening skill test has identified that I need to concentrate on improving my listening skill. As mentioned earlier, my aggressive attitude, i.e. the lack of interest on the opinion of others inevitably directs me to ignore the importance of listening in effective communication model. This particular test has identified my listening skill as OK which needs a definite improvement. This test has identified me as a communicator who prefers to air his own voice in a situation where he or she has a complete control. The Johari window test has explored that the people identify me as a proud and confident personality. This model has also found me as a person who is independent, logical and witty, which is helpful in establishing an effective communication. However, the proud characteristic can be supported by issue of ignoring active listening in verbal communication. However, the Johari window test has also provided me the idea that I need to reshape my attitude in communication. The inter personal communication test has identified that I often fail to understand peoples words and seeing things from their perspective and try to impose my opinion over them. However, the Assertiveness has identified that sometimes I lack the ability to speak for myself. I often face such a communication issue when I do not have the control of the situation and talk to my superiors in the workplace. On the other hand, in a controlled situation, such as, while communicating with my subordinates I tend to use an aggressive attitude. Hence, in spite of having an assertive communication style, I need to work on my aggressive attitude which supports the lack of listening skill and my lack of confidence and inability to express my concern before my superiors. I have faced issues in workplace communication for my frailty in these two issues. In the recent past, I faced some conflicts in my communication with one of my subordinates. I assigned a task upon him and he had to deliver by the deadline. However, he had some familial issues those days and applied for a leave on the date of task submission. In spite of listening to his concerns or asking for the status of the task; I reassigned the task to someone else which was already done by that employee. It displeased him and he found it demeaning. Out of dissatisfaction, he opted for resignation which took my serious effort to nullify. On the other hand, my lack of confidence in airing my concerns and expressing my opinions to the superiors has also made me face some serious operational crisis. A few days earlier, my manager told me I complete an assignment within three days. My team did not have that much strength to complete that assignment within a short deadline. However, I failed to raise my concern in this regard and express my teams inability or the need of extra members to my manager. I considered it as my personal frailty and felt less confident to air my opinion. However, in spite of taking the extra burden for completing the task within deadline, my team failed to do it, which has inevitably been considered as my failure of team management and I faced severe frustration from the team members. Thus, my communication issues are creating workplace confusion and mismanagement which is creating threat to my professional success. Hence, as per the diagnostic tools, I need to improve my communication skills by concentrating on empathetic listening which will control my aggressive attitude. Moreover, my lack of confidence for airing my views where I lack the authority needs to be rectified. Literature review: As mentioned by Brown, Wuensch and Bylund (2017), the idea of effective communication largely depends on a number of behavioral as well as psychological aspects. Concentrating on the issues like confidence of the communicators and the skill of listening are the keys to the success of communication. As mentioned by Arnold and Boggs (2015), effective listening is essential in the workplace and interpersonal communication. Listening can be utilized as a tool of ensuring employee satisfaction and thus improving work quality, boost productivity and eliminate operational confusion (Cahill, 2014). Poor listening skill can lead to employee dissatisfaction, lack of understanding of the situation and faulty decision making process. Now, as opined by Moore et al. (2013), while opting for inter personal communication, involving empathetic listening helps in collecting an effective feedback. As mentioned by Bhatia and Bremner (2014), empathetic listening takes place when one listens to others view with intent to understand how the speaker feels for the given situation. As discussed by Wee (2015), empathetic listening is typically helpful in resolving a conflict situation. In the organizational set up, practicing the empathetic listening procedure, i.e. creating a communicational culture, where the employees will be free to air their voice without being judged, criticized, advised or interrupted is essential for upholding a positive organizational culture. For conducting an effective communication session, one needs to develop trust and understanding. As discussed by Mohamed et al. (2014), empathetic listening helps in improving mutual understanding and trust. On the other hand, maintaining and upholding confidence is one of the basic factors of communication success. As discussed by Dixon (2015), lack of confidence from the speakers end can lead to the restricted access to information, thus a number of communication confusions can take place. Low confidence can be the result of many factors like, fear of being criticized, the lack of knowledge, and lack of self-esteem, previous failure, poor management skill and many more. As identified by Arnold and Boggs (2015), ones sense or judgment about oneself is entirely responsible for developing his/ her confidence level. Now, this judgment about ourselves largely shapes our communication pattern. Confidence is typically important in the organizational and interpersonal communication process. The lack of confidence is easily reflected in the communication style we opt for. Now, as mentioned by Jackson (2016), the lack of confidence from the speakers end can create mistrust and lose of control in the communication environment. Here, the following communication models can also be discussed. The communication model proposed by Shannon and Weaver states that messages are transferred from source via transmitter and received by the receiver. Now, they have identified the implication of noise in the effective communication pattern. As mentioned by Petersons and Khalimzoda (2016), the communication model of Shannon and Weaver has identified the noise as the electronic or metal barriers. Such noises are able to create alteration in the transmitted message and confusion may take place. Figure 1: Shannon and Weaver Communication model (Source: McQuail Windahl, 2015) According to Shannon and Weaver, by obtaining the feedback from the receiver, an effective communication process can be ensured (Petersons Khalimzoda, 2016). Here, in this discussed context, the mental noises like the lack of listening or aggressive behavior may distort the message of the sender and the receiver can interpret it in a different way. On the other hand, the lack of confidence from any of the communicators end may serve as noise and restrict the flow of information and feedback. Thus, this scientific communication model puts importance on collecting feedback and eliminates issues like lack of confidence. Now, it can be identified that collecting feedback or the opinion of the receivers with active listing is important for a successful communication process (McQuail Windahl, 2015). Hence, the theoretical model is suggesting for using the behavioral perspective of active and empathetic listening. I need to develop this skill within me for conducting a successful communic ation process. The communication model of Schramm has identified the process of communication as a circular model, which does not end in the receivers end (Petersons Khalimzoda, 2016). As mentioned by Schramm, it is misleading to ideate that communication starts at one point and ends at the other; it is essentially endless. As opined by Bandhiya and Joshi (2016), according to the model of Schramm, feedback or reply of the receiver is typical in communication. Hence, this model suggests the exercise of feedback or opinion collection for successful completion of the communication process. Figure 2: Schramms Communication model (Source: Kll Gdkbay, 2014) Hence, it is important to concentrate on active and empathetic listening for collecting effective feedback from the other end. On the other hand, the model of Schramm has also stated that unless or until the second party becomes able to decode the information sent and what the sender actually meant to communicate, the communication is actually of no use. Here, the model has posed importance on the process of encoding the message. As mentioned by Bandhiya and Joshi (2016), the model of Schramm states that the information do not have any impotence if the communicator fails to convey the real meaning to the receiver. Here, the conveyer needs to concentrate on delivering the message without creating any confusion. The lack of confidence can be grate factor of encoding fault. As opined by Kll and Gdkbay (2014), in the organizational set up, the building trust is crucial for successful communication. By showing confidence the communicator can create a sense of truth in the information and the intended message can be transferred and decoded by the receiver. Hence, it is important to communicate confidently to avoid the misinterpretation and restriction of information flow. Thus, with incorporating confidence the communication process can be made effective and (Dawson et al., 2015). As opined by Sabanci et al. (2016), confidence is a major factor in the non-verbal communication. The lack of confidence or its present can easily be detected by the movements of limbs or the speech delivery pattern. However, in the organizational set up confidence help in decision making, leadership, persuasion or operational procedures. As mentioned by Keerativutisest and Hanson (2017), the lack of confidence may demoralize the team member; disrupt the process of decision making and operational success by restricted information flow and many more organizational failures. Hence, I need to work on improving my confidence level so that I can obtain success in the professional and personal communication goals. Action Plan: As opined by Wilkins, Bernstein and Bekki (2015), identification of the communication issues are not enough in exercising an effective communication process. Eliminating those issues need regular concentration and practice. Hence, I need to opt for certain strategies those will have a specific time frame. For the timeline of six months, I will follow the strategies like undertaking communication courses, regular consultation of communication suggestive books, maintaining a personal journal and many more. All these techniques will be helpful in developing active and empathetic listening skill and confidence within me, which will enable me conducting inter personal communication, more effectively than before. The following action plan can be approached: Maintenance of a personal communication journal about my everyday interaction experiences and noting down my reactions. Reading about the communication style of Abraham Lincoln as a mentor for my communication skill development. Identification of my achievements and memorize the feeling of success for building confidence. Enrolling to a professional counseling course for confidence building. Consulting to the online blogs and journals for educating myself for behaving and communicating confidently and acquire active listening skills. Regular practice of confidence building process and empathetic listening strategies. Opting for a Yoga class for lowering down my manipulative and aggressive behavioral aspects and improve the faculty of patience. Reinforcing myself for achieving positive changes in my communication pattern. Identification of the negative communication traits and trying to eliminate them. Opting for an outsider help in identifying the communication issues. Practicing group activities to ensure better communication with my team members. Figure 3: Action Plan for improving my communication skills (Source: Created by the author) The success of this action plan needs to be evaluated with various benchmarks. In the process of keeping the personal journal, I will be able to identify my regular communication issues. I will try to highlight them and make conscious step to eradicate them in the next interaction. On the other hand, the diagnostic tools can also be utilized in this regard. Conducting regular communication and listening skill tests will be able to provide the idea of my progression and status of success of this selected action plan. Moreover, I will opt for collecting feedbacks from my seniors regarding my communication skills. It will help me in introducing needed change in the specified action plan. The regular Yoga sessions and mediations will be helpful in building a trust upon myself, which will help me to accept myself and thus provide me the patience to listen to others. References: Arnold, E. C., Boggs, K. U. (2015). Interpersonal relationships: Professional communication skills for nurses. Elsevier Health Sciences. Arnold, E. C., Boggs, K. U. (2015). Interpersonal relationships: Professional communication skills for nurses. Elsevier Health Sciences. Bandhiya, D. B., Joshi, A. (2016). Encompassing the Scope of Western Models of Communication. PARIPEX-Indian Journal of Research, 4(9). Bhatia, V., Bremner, S. (2014). The Routledge handbook of language and professional communication. Routledge. Brown, R. F., Wuensch, A., Bylund, C. L. (2017). Models of communication skills training and their practical implications. Oxford Textbook of Communication in Oncology and Palliative Care, 16. Cahill, J. L. (2014). University professors perceptions about the impact of integrating Google applications on students communication and collaboration skills. Journal of Research Initiatives, 1(2), 7. Dawson, A. E., Bernstein, B. L., Wilkins, K., Bekki, J. M. (2015). Honing interpersonal communication skills for difficult situations. In 2015 122nd ASEE Annual Conference and Exposition. American Society for Engineering Education. Dixon, J. (2015). Organizational Communication. Transgender Communication Studies: Histories, Trends, and Trajectories, 19. Jackson, A. (2016). Difference between interpersonal communication skills. Keerativutisest, V., Hanson, B. J. (2017). Developing High Performance Teams (HPT) through Employee Motivation, Interpersonal Communication Skills, and Entrepreneurial Mindset Using Organization Development Interventions (ODI): A Study of Selected Engineering Service Companies in Thailand. ABAC ODI JOURNAL VISION. ACTION. OUTCOME., 4(1). Kll, K., Gdkbay, U. (2014). A layered communication model for agents in virtual crowds. In Proceedings of 27th International Conference on Computer Animation and Social Agents. McQuail, D., Windahl, S. (2015). Communication models for the study of mass communications. Routledge. Mohamed, A. A., Radzuan, N. R. M., Kassim, H., Ali, M. M. A. (2014). Conceptualizing English workplace communication needs of professional engineers: The challenges for English language tertiary educators. Selangor Business Review (SBR), 1(1). Moore, P. M., Rivera Mercado, S., Grez Artigues, M., Lawrie, T. A. (2013). Communication skills training for healthcare professionals working with people who have cancer. The Cochrane Library. Petersons, A., Khalimzoda, I. (2016, May). Communication models and common basis for multicultural communication in latvia. In society. Integration. Education. Proceedings of the International Scientific Conference (Vol. 4, pp. 423-433). Remland, M. S. (2016). Nonverbal communication in everyday life. SAGE Publications. Sabanci, A., Sahin, A., Sonmez, M. A., Yilmaz, O. (2016). School Managers Interpersonal Communication Skills in Turkey. International Journal of Academic Research in Business and Social Sciences, 6(8), 13-30. Silverman, J., Kurtz, S., Draper, J. (2016). Skills for communicating with patients. CRC Press. Wee, A. (2015). Exploring communication in international workplaces in Ho Chi Minh City: a grounded theory study. Wilkins, K. G., Bernstein, B. L., Bekki, J. M. (2015). Measuring Communication Skills: The STEM Interpersonal Communication Skills Assessment Battery. Journal of Engineering Education, 104(4), 433-453.