Diagnosis and Reflection
In this very section, the different kind of diagnostic tools is required for different communication style whether it may be the non-verbal one, active listening or the positive perception (Roloff, 2015). The five diagnostic tools are described in the below –
Using this diagnostic tool an individual will gain the benefit about the matter of communication. This tool helps me to construct a strong bond of trust between the other members of my group by enabling the exchange of knowledge about one another. The outcome of this process brings the unbreakable believe and faith about me and the different persons who are involved with me. This procedure mainly takes place in the verbal communication and sometimes in the non-verbal communication style (Knapp, & Daly, 2010). In the first step of Johari Windows tools my attitude, the power to express my feelings and behavior can be expressed well. It helps my colleagues to get the proper knowledge about me what kind of person I am. This tool not only just approves my communication style but also all the members of my group. I can also can understand about the behavior and maturity or feelings of the persons who use to work with me in my group (Pazur, Michalak, & Szelmanowski, 2010). By applying the Johari Window method, the development of the communication can be observed. This interpersonal diagnostic tool helps to maintain the good relation among the different people in a business organisation. One of the most important attribute which boosts me is that the people along with me can provide the feedback about my behavior and my attitude. This feedback makes me aware about the self-awareness within me. As a result, the better communication uses to happen by me.
This diagnostic tool of the communication style helps someone in the matter of making the “habits” to be developed which is one of the major factors of communication style. This methodology assists someone in communication process by collecting the knowledge from other persons (Liu, & Bates, 2014).This ideology of diagnosing the communication procedure makes some motivated by providing sufficient knowledge. The person who is trying to motivate will make aware the person by recognising him or her capability (Rubin, 2011). This process facilitates individuals to understand their erudition and communication which need to be developed according to the requirements by themselves. Apart from this, the perfect usage of someone’s communication style is elaborated in this process. The communication prospective has to be improved by enlarging some individual’s growth diagram of communication.
This assertive questionnaire is a kind tool which can become helpful to make someone’s communication style better than the previous situation. Many difficult situations can be handled for me by myself without any kind of assistance from my mates of the group where I am involved to fulfill the work (Bearden, & Netemeyer, 2011). This is a kind of tool which includes the necessary attributes to get of the difficult situations which use to happen in an organisation. The capability to do the job in the crucial time can be obtained with the help of this tool. This sort of questionnaires has helped me to attempt the duty which was beyond my capacity. But this tool provides the ray of hope for which I could not neglect to do the duties although it was against my will. Now at this moment I am proficient to understand the meaning of violent, assertive and inactive behavior. This diagnostic tool has facilitated me to express myself better than I use to do in the previous days. This has assisted me to get the better opportunities and fulfill them in my association. In fact, this assertive behavior has helped to improve my relations in the workplace and also to increase my self-assurance that I can do anything. So this is the tool which I really needed in my precedent days to develop my communication skill (Dallas, 2011).
Literature review
This kind of communication tools helps to analyse that my communication style is appropriate or not. It helps me to tackle all kind of difficult situations in the meantime. It improves the communication style of a person who can talk to others to make the projects or works understood to the associates (Wright, Shemberger, & Price, 2015). This communication style has made me understand about attempting the situation and fulfill the requirements in the future. This is the tool which has assisted me to achieve my success in the institution. This is the tool which has given me the power to understand that which person is paying attention to me or not. So it becomes helpful to handle all sorts of communication style (Massip-Bonet, & Bastardas-Boada, 2013).
The color characteristic is one of the best diagnostic tools to expose myself to the other people working with me. This tool helps to understand the people to select them as my co- operator in communication process. The portrayal of the behavior of the people can be determined by the usage of the tool. As an instance I think I belong to the Reddish colored genres which describe that I am kind of person who is totally focused on my aims and my projects. This process makes me aware about the person with who I have to make conversation. The behavioural approaches can be conducted by this methodology. So after using this tool my communication process has developed much than the earlier days.
The Johari Windows model of communication has helped to express myself as an independent individual to the persons who are involved with me in my work. It has also helped to get the critical reviews about my nature or behavior which has become an opportunity to develop my style. The communication style questionnaire has made me aware about knowing myself by the commands of other people. The assertive questionnaire method has assisted me to understand the knowledge inactive, violent and assertive nature. The assertive nature within me has made me stronger to face difficulties. The communication quiz has developed my observation power about how to recognize a person based o n his or her attitudes and finally the color characteristics have made me impressive about the fact that I am fully intact at my doings. But the two problems appear after utilizing these tools that mentions that these are the only faults in me. The first is that the non-verbal process of communication sometimes provides a picture that I am not interested in some work which is actually not like that. The second one is the emotion factor during taking a vital conclusion. It stops me to take strict choices which are not suitable for me in the institute.
The two instances of the issues can be found in the organisation. It was near about seven months earlier when I was given a work to fulfill all the requirements. But at that mean time I was less-attentive and when I was going to make the conversation to him my non-verbal communication ruined all. As a result he thought that I was not concerned about that project. The second incident took place near about five months earlier. It was the emotion which has destructed my project. During that time of contract I did create a chaotic situation with the person who had given me the project. I accepted all the provisions and conditions without going through them with those in details. Now I can realize that these two issues are the massive mistakes which cannot be repeated in the future.
Action Plan
Communication is the key method that can run a company smoothly. Problems in communication can harm the business and also affects the workplace environment (???, 2010). In the above diagnosis, my two main communication issues have come forward. These two issues are problems with language and feedback or opinion deficiency. These two problems are apparently the biggest communication problems that have come forward through the above diagnosis. This diagnosis is made with the help of five main diagnostic tools (Viswanathan, 2010). The workplace communication problems are elaborately discussed below:
1. Problems with the language: Language problem is one of the main communication issues that should be considered in the workplace. In a company, many people work together. They belong from different regions, different parts of the nation. In fact, some of them come from other nations. It is quite apparent that all of them use different languages as their mother-tongue. They face the language problems in the workplace. Because of this language issue, a miscommunication and misunderstanding come between workers and their works (Okoro, 2012). The communication diagnosis shows that it is the most common communication issues faced by an organisation. Language issue delays work parameter. Because of this problem, firms sometimes face serious loss in the share market. For example, if an Australian company hires a south-African employee, then the language issue can be identified in that organisation. First of all, that employee belongs to a different country. Therefore his language is different from Australia. He would surely face the difficulty to understand official works and the ethics of the company. Without understanding the moral or ethics of that company, he would not be able to understand their goals and objectives. As a result, he would be unable to meet the target market. Eventually, it will affect the company reputation and their growth level in the marketplace. The same thing happened to me when I first joined the company. I came from a different region, and it was tough for me to cope up in the first place. Apart from that, I was unable to understand the goals and objectives of the company. This issue would also harm their competitive nature and proficiency level. A similar thing happened to me. Thus language issue must be considered as a serious problem and should be developed immediately (Vealey, 2016).
2. Feedback deficiency: The communication diagnosis shows that feedback deficiency is another important communication problem in the workplace. Feedback or reaction is very important in the business or corporate world. Employees depend upon these feedbacks so that they can identify their progress level (Thatcher, & Evia, 2010). Feedbacks also help to discover the strengths and weakness of the employees or the organisations. Based on these opinions, people can work on their weaknesses and sharpen their strengths. Therefore, feedback is very essential to form a successful business. But the diagnosis shows that almost 75% companies ignore the feedback criteria. The managers do not give their opinions to the workers. The board of directors avoids giving yearly or monthly feedback to the employees. This feedback deficiency harms the confidence level of the workers. It demotivates the recruits. Because of this problem, they could not identify their weak points and could not be able to cherish their strong points. As a result, they lose their interests in the given tasks. Apart from that, the effective communication also gets affected by this issue. This problem also shows miscommunication in the workplace. For example, if an employee is working in an organisation for a long time, and has not been recognised or appreciated by the company, then the deficiency of feedback can be identified. Without knowing his capabilities and weaknesses, that person would not be able to improve his work. He would eventually lose his working interest which will negatively harm the company. Apart from that, his enthusiasm and confidence would diminish. This problem will harm his career along with the company reputation and development in the workplace. I faced the same problem in my office. From childhood, I got feedbacks from my parents and teachers. But when I first joined the company, I saw that there are no feedbacks policies involved in that office. Thus it was very difficult for me to understand my strengths and weaknesses. Therefore, feedback is a key factor that needs to be given and appreciated in the workplace (Carayol, & Frame, 2012). But it is also true that I also need to adjust to the situation. I need to craft myself in a way that I will be able to carry on with my work without feedback.
These two issues are the main problems that require immediate effective practices. I have suggested some communication practices to my board of directors and I also applied them. They applied those methods and got a very positive result. These methods are:
- Normal conferences show effective communication (“Effective communication”, 2011).
- Online chats, performance charts also define effective communication.
- People understand the diagram more than theory. Therefore presenting a diagram can show the effective practice.
- Listening is another part of effective communication. If a person is not a good listener, then he can never understand the issues in the workplace or the thinking of the employees (Crick, 2014).
- Apart from listening, a person should be able to communicate his thinking to others. It also shows effective communication.
The diagnosis also shows some theories that are implemented in the effective communication process. These theories are:
Libertarianism: This theory gives a liberty in the communication process. This freedom develops the interpersonal communication skills (Schulz, 2010).
Authoritarian: It is a restricted theory that does not conclude freedom. This theory was inspired by Plato. This theory supports the restricted communication policy (Zelizer, 2015).
Some behavioural skills are necessary for effective communication. These skills are-
- Responsibility is one of the main behavioural skills needed in effective communication. Workers and managers should be responsible for their work. They should also take the responsibility of losses and monetary deficiency.
- Good communication is one of the best behavioural skills for the business world. The employer and employees of a company must be a good listener and good interpreter. This way they can easily form a successful verbal communication in the place of work (Shayne, & Miltenberger, 2012).
- Another behavioural skill is known about the objectives of the organisation. In another way, the manager of a company should be able to formulate the target market. Apart from that, he has another duty to demonstrate the importance of those objectives among the workers. It is to be remembered that, no firm can attain success without projecting their objectives.
- One of the greatest behavioral skills is compassion. Managers and employees should be compassionate towards their work. They should give a chance to others so that everyone can give their opinion. They should behave modestly and patiently to maintain the positive environment in the workplace.
I made some plans to improve my communication style and to prepare to execute this plan. This plan will help me to develop my skills and attributes regarding communication. With the help of this plan, I will be able to do my work and lead my team successfully. The plan is a 5-month plan. The action plan is elaborately discussed below:
|
Time |
Works |
|
1st month |
I have realised that I need to improve my communication style. Therefore in the 1st month, I will focus on the basic criteria of my communication skills. At first, I will discover the basic faults of mine, and then I will search some communicating courses on the website. These courses take less time and teach so many things. I would prefer online lessons rather than face to face classes. I will choose a three months class to solve my problems. There are also courses with small duration. But I think my issues are quite big, and they will need a little more time to resolve. |
|
4th month |
After taking the three-month course, I hope that my basic issues will be sorted, so that I can take the next step. The next step is practical learning. I will join many industrialised teaching programs under diverse organisations. These programs are organised for newcomers so that they can experience the actual work process of the corporate world. These teaching programs will help me to undergo through different positive and negative situations and guide me to overcome those obstacles. This way I can learn the business ethics and objectives. |
|
5th month |
After attending various practical classes, now I will specifically focus on my area of expertise. To develop my expertise I need to know about the day-to-day news about my working field. I need to stay updated every time. To do that I have to go to different meetings and gatherings. These formal gatherings will help to get the updated news of my chosen field and company. |
|
6th month |
In the 6th month, I will focus on theory-based knowledge. I will gather information about leading entrepreneurs and people in business. Then I would read their interviews, their success stories, their inspirational statements, etc. Apart from that, I will also read many books based on business to get an idea of valuable communication. |
|
7th month |
After all these works, I would decide to go to a kind of private tuition. I will find a mentor who will lead and teach me everything about communication. I will take communicating tuitions from him. I will also request him to take some examinations if possible. Because the overall outcome will define my progress level. |
References:
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Knapp, M., & Daly, J. (2010). Interpersonal communication (1st ed.). Los Angeles, [Calif.]: SAGE.
Liu, C., & Bates, T. (2014). The structure of attributional style: Cognitive styles and optimism–pessimism bias in the Attributional Style Questionnaire. Personality And Individual Differences, 66, 79-85. https://dx.doi.org/10.1016/j.paid.2014.03.022
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Rubin, R. (2011). Communication research measures II (1st ed.). New York, NY: Routledge.
Carayol, V., & Frame, A. (2012). Communication and PR from a cross-cultural standpoint (1st ed.). Bruxelles: Peter Lang.
Massip-Bonet, A., & Bastardas-Boada, A. (2013). Complexity perspectives on language, communication and society (1st ed.). Heidelberg: Springer.
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Crick, J. (2014). Effective team communication. In Practice, 36(2), 96-98. https://dx.doi.org/10.1136/inp.g380
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Shayne, R., & Miltenberger, R. (2012). Evaluation of Behavioral skills training for teaching functional assessment and treatment selection skills to Parents. Behavioral Interventions, 28(1), 4-21. https://dx.doi.org/10.1002/bin.1350
Thatcher, B., & Evia, C. (2010). Outsourcing technical communication (1st ed.).
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Zelizer, B. (2015). Making Communication Theory Matter. Communication Theory, 25(4), 410-415. https://dx.doi.org/10.1111/comt.12075
???. (2016). The STEAM Research & Education Project Improve Oral Communication Skills. Journal Of Speech Communication, null(34), 109-138. https://dx.doi.org/10.18625/jsc.2016..34.109
???. (2010). Key Conditions for Effective Interdisciplinary Communication. Journal Of Speech Communication, null(15), 251-275. https://dx.doi.org/10.18625/jsc.2009..15.251
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