Communication Strategy Structure Essay
- Length: 8 pages
- Sources: 5
- Subject: Communication
- Type: Essay
- Paper: #15620781
Excerpt from Essay :
play their part in making communication successful. Some of these factors are active listening, strategic leadership, conflict management and cultural competencies
Topic Sentence: Active listening is the initial concept that is significant for making communication successful.
Brain is required to work in active listening in order to perceive the message, get an understanding of the attitude as well as the nonverbal clues (Rane, 2011).
It is only when the message that has been sent by the sender is received completely and clearly by the receiver that the purpose of communication is attained. Through observations it has been noticed that our feelings, wants, opinions and thoughts only make up half of the process of interpersonal communication. The other half of the process comprises of us listening and understanding others. The very common expectation that sender of the message normally has from the receiver is for him/her to not just receive the message but to understand it, decode and implement it along with providing the sender with appropriate feedback regarding the message and acting on it as well. The important thing to keep in mind here is that it is not always for the receiver and sender of the message to have fixed roles. What this means is that it is possible for the receiver to become the sender and vice versa. Therefore, there is a need for active listening skills in order to have effective communication. It is significant for a good speaker to be a good listener as well (Rane, 2011).
It is true that we can all hear the messages but it is not necessary for all of us to completely understand and comprehend them too. It an organization, the coordination and understanding is promoted by active listening therefore, active listening is significant for the successful reception, comprehension and feedback of the messages. A lot of people often make the mistake of taking their good listening abilities for granted, what they forget is the fact that there is significant difference between listening, active listening and hearing (Rane, 2011).
Hearing is a physical activity which is passive in nature whereas, listening is done deliberately and therefore, it has an active nature. Therefore, we can say that listening is basically an active act of hearing in which mind is involved whereas, hearing is an unconscious practice. In case of hearing the reception of sound signals is involved whereas, in case of listening we actively use our ears, eyes and brain to understand and comprehend the non-verbal clues as well (Rane, 2011).
It is not difficult to pretend to be listening but pretending usually creates an atmosphere of misunderstandings and disrespect in the colleagues. There are a lot of barriers in the workplace which make active listening very difficult and therefore, prove to be a problem for the proper functioning environment at the workplace. This has very negative impact on the workplace environment and the business. There is no denying the fact that active listening is very important for any organization. In fact tips should be given to people not only to improve their active listening skills for the offices but for their daily activities as well. This will not only help them in growing on the corporate level but will improve the quality of their lives as well. Researchers have shown that the businesses bloom on listening. For example, if the complaints of the customers are listened properly and in an active manner then it will be easier to address them quickly and properly which will improve the customer satisfaction and in return will increase the customer loyalty. This can further help in the acquisition of knowledge regarding the problems that are being faced by the customers (Rane, 2011).
Topic Sentence: Although in communication active listening plays a very important role however, comprehending the key principles of communication is also important for the people.
When it comes to the communication within an organizational setting, it is important for the person to take into consideration the significant principles associated with human communication (Kreps, 2011).There are a lot of definitions of communication according to which it is the transfer of information, ideas or thoughts in order to create a mutual understanding between the receiver and the sender. The things that are involved in a communication process are the message, sender, channel, receiver and feedback. However, these are very basic things involved in the communication which at times can turn out to be a very complicated process (Nelissen and Martine, 2008). The significant issues that one needs to take into consideration in case of any communication are:
Content basically means the symbols, words or the actual language of the message. These are the written or spoken words which when combined into phrases make grammatical sense. More importantly, the words are used and interpreted by us in different ways therefore; it is possible for someone to misunderstand even a very simple message (Nelissen and Martine, 2008).
The manner in which a message is delivered is known as a process. It basically comprises of the nonverbal elements which one can detect like tone of voice, body language, emotions, hand gestures etc. It is mostly the non-verbal elements which play a significant role in misunderstanding of a message since, it is our natural instinct to believe in the fact that we see more than we actually hear. It has been observed through a number of researches that more often than not we believe in the accuracy of the nonverbal behaviors much more than the verbal ones. In a famous study conducted in UCLA it was found out that in a communication only 7% of the meaning came from the words themselves while, 38% came from the tone in which the words are said and 55% from the facial expression during the communication (Nelissen and Martine, 2008).
An environment or situation in which the message is delivered is called the context. Following are some of the significant contextual factors which can have an impact on the effectiveness of a message (Nelissen and Martine, 2008):
cultural factors (e.g. organizational cultures, international cultures etc.),
developmental factors (e.g. Freshmen year students etc.),
physical environment (e.g. ward office, a patient's bedside, quiet room etc.) (Nelissen and Martine, 2008).
It is important to grasp the idea that communication is an irreversible process; it has relationship as well as content dimensions and is transactional. The main goal of this whole process is for the sender and the receiver to comprehend the message. Anything which interferes with this comprehension process can be categorized as 'noise'. Noise can have a negative impact on our understanding of the messages however, we can make use of a lot of various strategies to minimize or avoid noise (Nelissen and Martine, 2008).
An employee might consider him/herself to be an expert in communication, but they need to keep in mind the fact that even in case they have not been speaking; they are nonetheless communicating. Once you have said something to someone or have communicated it can't be taken back. The content which is communicated and the way that it is communicated plays an important role in shaping up the environment of an organization. Therefore, in order to have a competent working environment it is important to have ongoing workshops on communication so that the employees could analyze their performances and work on the areas where they lack (Nelissen and Martine, 2008).
Topic Sentence: It is important for an organization to have an understanding of its culture in order to be able to communicate in a more effective manner.
There must be an atmosphere of cultural competency and inclusion within an organization if it wants to enhance its communication (Gupta, 2009, para. 3).Inclusion basically means having policies and practices within an organization that would promote different views and learning from those differences.
It is important for the companies to have training for the employees which would enable them to deal with the cultural distinctions particularly in the more ethnically diverse firms where there are employees belonging to various religions, cultures and languages. So as to attract as well as retain a workforce that is diverse the firms need to have an inclusive workplace environment which would value and respect the cultural differences and believes of others and encourage its employees to work together. With the help of these diversity training courses the firms as well as the employees will be able to learn the value of diversity in the business and how they can make the working environment better and more productive (Suchan, 2006).
There may be employees that have negative views about the cultural differences. For these employees the organizations can have training sessions where they can emphasize the importance of cultural diversity and encourage the employees to try and work together by making efforts to improve communication. Today it is very important for…