Business Communication Connecting Digital – Importance, Tools And Techniques

Business Communication Connecting Digital

Diagnostic tools for assessing communication skills

Discuss About The Business Communication Connecting Digital?

The purpose of this assignment is to explore and discuss the different styles of communication which is used by individuals for improving their level of communication. This report focuses on the skill-set of individuals which are essential to gain success and be communicate effective in a professional setting. It is to be mentioned that this report will take into account and analyze certain tools which enable individuals to identify the flaws existing in their styles of communication and rectify the same flaws. In addition this report also presents a literature review that is expected to highlight the possible and logical solutions to the issues related to communication. It is to be mentioned that this report will also discuss the different models of communication which will provide a detailed and in depth analysis f the different methods of communication. Finally this report will provide a self reflection of the researcher which will discuss the ways the researcher improved his techniques of communication.

For the purpose of this assignment the use of five diagnostic tools has been made to assess the level of communication possessed by me. It is to be stated that the tools of communication is expected to help me analyze how effectively I can communicate and will also guide to me rectify the flaws existing in my communication techniques and skills. According to Cardon (2015), it can be stated that communication tools aim to identify any errors in the communication skills possessed by individuals. The result of the tests conducted by the tools comes in the form of a rating which is derived by solving questionnaires. The tools use questionnaires which are solved by people in order to assess their personality and the confidence level possessed by the individuals. The five tools that have been used in this case are:

• The Johari window
• Assertive communication tool
• The interactive psychological communication test
• The communication test
• Interpersonal Communication test

The Johari window – This tool aims at exploring the areas of communication which are known to individuals and the areas which are essential to be explored by oneself and by others (Tran, 2016). It is to be stated that after taking the Johari window test I have been able to realize that most of the traits of my personality are unknown to me as well as others. The characteristics and abilities that are required to be possessed by individuals in order to communicate effectively with others are: being bold, being relaxed, being dependable and being friendly to others (Cardon, 2015).  However, it has been observed by me that others perceive me to be honest, caring and jolly by nature. (Refer to appendix one)

Issues in communication and their impact

The assertive communication tool test assesses and analyzes the ability of an individual to speak in public. The result of this test undertaken by me shows that I have 66% ability to speak about myself or defend myself in front of others. This test result provides evidence of the fact that I feel hesitant to speak about my issues in front of others. This test result however, also states that I tend to show my disagreement if I am unable to connect properly due to difference in opinions of people and engage in a proper communication with them. (Refer to appendix 2)

The interactive psychological communication test – This   tool aims to provide insight about the communication skills of people (Thill & Bovée, 2013). According to the result of this test undertaken by me it can be stated that I have 70% insightfulness which means that I have the capability to interpret actions and thoughts of people with effectiveness. It can also be stated that I have the ability to adjust my behavior in different situations and when I communicate with different people. It is also states that I am can empathize with individuals in different circumstances. (Refer to appendix 3)

The communication test – This particular tool of communication aims to analyze certain characteristics of individuals and their level of expertise while communicating with others. The result of this test undertaken by me, shows that I have the ability of thinkers. I always give some thought to my actions and words. However, this makes me a person who is inefficient to direct other people regarding what to de. (Refer to appendix 4)

Interpersonal Communication test- This tool helps an individual to analyze and assess his interpersonal communication skills (Berger, 2014). It also analyzes the insightfulness of individuals in context of their interpersonal skills. The result of this test states that my interpersonal communication level is 60%. This means that I am generally more attentive to the messages that are sent to me rather than analyzing a situation on the basis of firsthand experience. It also states that I am supportive of people and I can empathize with them in their times of crisis or need (Refer to appendix 5).

Therefore, after obtaining a detailed analysis of the test results of the aforementioned five communication tools, it can be stated that I need to improve my ability to speak to others. It has been observed that I tend to feel nervous and unconfident while addressing a large of people. I even fail to give voice to my thoughts accurately while talking to people in large groups. I also fail to take responsibility of actions and fail to lead people in an effective manner. It can be mentioned that I cannot socialize with people due to my disability to speak with people freely. I fail to engage with people to get the work done. Therefore, I need to ensure that I work on and improve these communication skills of mine so that I can bring out my inner characteristics in front of others.

Conclusion

The first issue I faced while communicating with others occurred six weeks ago. I had encountered that I was unable to understand non verbal cues. It is to be mentioned that this incident occurred during a program where I was unable to understand that my companion was asking me to shift an object from the stage which could potentially cause an accident. My companion at that time was using hand gestures to communicate with me. Verbal communication was not possible at the moment as I was at quite a distance from my companion. My companion had asked me to move stray nails from a stage where a performance by supposed to happen. However, due to my inability understand such instructions the performers had sustained injuries because of the stray nails lying on the floor. It is to be mentioned that the occurrence of this incident caused a lot of commotion and I was reprimanded for the same. This made me realize that I need to improve my understanding of non verbal gestures. It also made me realize the reactions required to be provided by me during such challenging times.

The second issue occurred while I was demonstrating an idea by a presentation. It can be said that I had failed to provide an effective presentation which could create a lasting impression in the minds of my audience. The presentation given by me lacked clarity and was unable to focus on the point of such presentation. Further due to my inability to speak effectively and address people in large groups I had failed to explain the relevant points of my presentation to the audience. The audience seemed to be disinterested and bored as they failed to understand the relevant details of the presentation. It can be mentioned that I realized this is an area of communication which needs improvements. It occurred to me that I need to make precise and clear presentations which ensure that the audience can understand the key points of such of presentation. The presentations must also provide relevant details. Further, it is to be stated that I need to work on ability to talk to people freely and confidently for the purpose of attracting their attention and explaining to them what is being demonstrated by the presentation. It can be said that it is very important to possess these skills as without them I cannot envision myself to be successful in my career in future.

References

According to McQuail  and Windahl (2015), it can be said that communication is defined as one of the most important and effective ways for the purpose transferring information, thoughts and feelings from one person to another.  People communicate with others for the purpose of conveying their thoughts to others and ensuring which in turn adds a sense of purpose to their lives. It is to be mentioned that communication is done both verbally and non-verbally. Verbal communication can be done by transmitting messages by the use of words and in a direct manner. Non-verbal communication on the other hand involves the use of signs and gestures to communicate any thought or idea to the other person. Non-verbal communication is essential in situations where the persons involved in the process of communication are so far from each other that they cannot communicate verbally by exchange of words. However, verbal communication is preferred by people in most instances as it reduces the possibilities of being misunderstood and is more effective in communicating long and elaborate messages (Kwiatkowski, 2017). It is to be mentioned that in order to assess the areas in which communication skills can be improved several tools have been devised.  Such tools aim to provide clarity in different circumstances. As stated by Hampf and Müller-Pohl (2013), people must understand the flaws existing in their communication skills in order to ensure that proper and effective communication takes place at the international and as well as at the local level. It is to be stated that one of the most common flaws existing in the communication skills of the individuals is their inability of people to understand sign languages.  It can be said that mostly people generally fail to comprehend the sign languages as they do not have proper and training in this subject. The basic gestures however, can be clearly understood by individuals and actions can be taken by them accordingly.

The problem arises when individuals are faced with the challenge of understanding and interpreting complex gestures and taking necessary actions.  Therefore in this context it can be said that it is essential for the speaker to make the right gestures as well as the listener to pay attention while trying to understand and interpret such gesture (Peleckien & Polajeva 2016). The first issue that has been discussed in this report highlights the inability of to understand sign languages. Therefore, it can be mentioned that it is important for individuals to develop a better understanding of non verbal cues as verbal communication is possible in several instances.

As stated by Popp, Raneburger and Kaindl (2013), confidence is an important trait of a person’s characteristics which is essential for demonstrating a presentation effectively and addressing people in large groups. It is to be stated that lack of confidence in individuals while communicating with others is a noteworthy communication flaw that exists in communication skills of the majority of the people. The key to leaving a lasting impression in the minds of the audience while demonstrating a presentation is to make it descriptive. All the ideas and points to be discussed in the presentation must be included in it and such ideas and points must be discussed in details so that people do not find it to be vague or inappropriate. Making use of the pictorial medium is essential while demonstrating and explaining ideas to people as people feel more attentive when the messages being conveyed to them are presented in the form of visual messages. People need to be explained the messages as shown in the presentation. It can be said that people feel disinterested and bored if they are not addressed directly. Therefore to solve this problem it interacting with the audience and asking for their feedback can help the person giving the presentation ensure that he has the attention o f the audience.

It is to be stated that communication skills need to be developed by individuals in order to eliminate and reduce the flaws existing in their communication skills. Developing certain models related to communication can also help individuals to address the issues existing in their communication process. Belo’s model is one of the noteworthy models of communication which provides evidence that the receivers and senders need to be alert while sending and receiving messages so that they can intercept such messages effectively. It can be mentioned that this model is commonly referred to as the SMCR model as the factors which are required for transmission of messages are analyzed using the same components. However, individuals need to have a basic understanding of the messages so that they can interpret and transmit the same effectively.

As stated by Evans et al. (2017), the channels that are used for effective communication involve the assistance of the basic senses of the human beings. The five basic senses of the individuals include: hear, smell, taste, sight and feel. However, all the five senses need to be functioning properly to provide individuals with the opportunity to develop a personality and transmit messages. Therefore, in this context it can be said that people need to be trained to ensure tat encode and decode the messages in a proper and accurate manner. Belo’s model states that the messages to be transmitted and communicated must be clear and precise. It can also be stated that responses of messages can be provided by the use of the channels mentioned above. This model also aims to develop the interpersonal communication skills. The skill set related to communication of every individual can be analyzed and assessed by this model. Proper communication techniques can also be developed by its use.  However,  Schramm’s model can be utilized more effectively instead of the Belo’s model for the purpose of enhancing the communication skills of the individuals.

Identifying and assessing the source of communication is essential for the purpose of developing an effective communication system. As stated by Rentz and Lent (2013), it can be said that the developments that take place in the communication system happens in an orderly and systematic manner if the source of such communication is proper. It can be said that the model of communication as discussed above aims to identify the different segments of the components of communication. These components are essential in maintaining a smooth and steady flow of messages to the receiver from the sender. According to this model the sender encrypts the messages before transmitting to the receiver. The reason behind encrypting a message is to prevent anyone else except the receiver to read it. The receiver of the message has to decode the cryptic message in order to reveal the original message. It can be stated that this form of communication style is quite effective in organizations as most of the organizations use internal facilities for the purpose of transmitting messages. According to Fleisher and Bensoussan (2015), this model of communication has been regarded as an ultimate model of communication.

However, Schramm considers communication to be a continuous process. According to Schramm people are compelled to communicate in order to survive. The aim of the model of communication as developed by Schramm is to ensure that communication between people happens in an efficient manner. Further, it is to be stated that the model of communication as developed by Schramm ensures that effective communication is maintained in every sphere of life. The primary benefit of the model is that it increases and develops the hearing ability of individuals. The messages to be transmitted by this model are in encrypted form, so people need to understand the message clearly in order to effectively and accurately decode it. Schramm’s model ensures that there is a continuous flow of messages from both the ends. Both the receiver and sender need to possess the abilities of encoding and decoding encrypted messages.

In order to develop interpersonal communication skills, individuals must apply both theoretical and practical knowledge related too communication styles and skills (Watson & Hill, 2015). It can be mentioned that a person can have a clear understanding of the details of the topic if he applies his theoretical aspects of knowledge. In depth knowledge about a particular topic is gained by an individual by an analysis which covers all the details of the topic.

However, as opposed as theoretical knowledge, practical knowledge of a person can help him gain experience. In today’s world the importance of having experience in different fields is great. Such experience can help individuals apply for a wide range of jobs in different sectors of the industry. Individuals must assess the level of improvement required to be made by them in order to successful in the future.

As stated by Argenti (2015), people need to develop professional skills to solve the issues faced by them. The lack and the flaws existing in the communication skill-set of individuals can be easily assessed by the tools of communication as discussed above. Individuals can improve their communication skills by following the provisions of the different models of communication.  Further it is to be stated that it is essential to avoid misunderstanding in the workplace as misunderstandings create negative impacts on the minds of people. Misunderstandings can also have adverse effects on the emotions of individuals. Further it can be said that people who are emotionally component and possessing good listening skills are the ones who are most likely to gain success in business.

An action plan has been formulated by me after the detailed analysis of the issues existing in my communication skills. The first step taken by me was maintaining a journal that records every activity of mine which are aimed at improving my communication skills. The journal is useful as I can keep a track of my progress and reflect upon the ways by which I have improved myself. I have set a timeline of six months for developing my interpersonal communication skills.

To ensure that I receive professional guidance, I have sought the help of a Peter Dhu, who is a diploma holder in providing professional coaching to develop the communication skills of individuals. He has over twenty years of experience in this field. I have enrolled for an eight week training program.

I have also referred to books about how to improve communication skills of individuals. Some of the important books that I have started reading for developing my communication skills are:

• Active listening 101: How to turn down your volume to turn up your communication skill” written by Emilia Hardman, 2012,
• “The Power of communication skills to build trust, inspire loyalty and lead effectively” written by Helio Fred Garcia, 2012
• “Power Listening: Mastering the most critical business skill” written by Bernard, T. Ferrari, 2012

I have also undertaken several courses such as Communication management, Skills on managing people effectively by the use of communication techniques. These courses have helped me understand, assess and rectify my problems more clearly.

Thus in conclusion it can be said that this report helped to understand my abilities, issues faced by me while communicating with people.  It also addressed the issues faced by me while speaking to people in large groups. The communication tools and models related to the communication helped me rectify the issues existing in my communicational skills. The action plan as discussed above is expected to help me overcome my flaws and improve my skills to communicate with people more freely.

References

Argenti, P. A. (2015). Corporate communication. McGraw-Hill Higher Education.

Austin, E. W., & Pinkleton, B. E. (2015). Strategic public relations management: Planning and managing effective communication campaigns (Vol. 10). Routledge.

Breen, M., Cipri, L., Larson, T., Leonard, L., Liu, A., Manning, W., … & Green, A. (2015). Evaluating Communication Tools and Increasing Fruit and Vegetable Consumption in Vermont Head Start Classrooms.

Cardon, P. (2015). Business communication: Developing leaders for a networked world. McGraw-Hill Higher Education.

Evans, D. R., Hearn, M. T., Uhlemann, M. R., & Ivey, A. E. (2017). Essential interviewing: A programmed approach to effective communication. Nelson Education.

Fleisher, C. S., & Bensoussan, B. E. (2015). Business and competitive analysis: effective application of new and classic methods. FT Press.

Ghobadi, S., & Mathiassen, L. (2016). Perceived barriers to effective knowledge sharing in agile software teams. Information Systems Journal, 26(2), 95-125.

Hampf, M., & Müller-Pohl, S. (Eds.). (2013). Global communication electric: business, news and politics in the world of telegraphy. Campus Verlag.

Kaul, A. (2014). Effective business communication. PHI Learning Pvt. Ltd..

McQuail, D., & Windahl, S. (2015). Communication models for the study of mass communications. Routledge.

PeleckienÄ, V., & Polajeva, T. (2016). Towards sustainable entrepreneurship: role of nonverbal communication in business negotiations. Entrepreneurship and Sustainability Issues, 4(2), 228-239.

Rentz, K., & Lentz, P. (2013). Lesikars Business Communication: Connecting in a Digital World. McGraw-Hill Higher Education.

Shockley-Zalabak, P. (2014). Fundamentals of organizational communication. Pearson.

Thill, J. V., & Bovée, C. L. (2013). Excellence in business communication. Pearson.

Watson, J., & Hill, A. (2015). Dictionary of media and communication studies. Bloomsbury Publishing USA

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