Effective Business Communication Oz Assignment

Effective Business Communication Oz Assignment

Effective Business Communication Oz Assignment

Introduction

Open Statement

From experience, I can give my standpoint regarding the discussions going around regarding organizational culture communication. Communication is the only way that people can interact and work together peacefully. Those that work in organizations understand that proper communication channels are appropriate in encouraging proper work relationships and profitability.

Background Information

According to Holt (2017), any organization with an effective form of communication between the stakeholders increases the chance of productivity and improves the working atmosphere while reducing employee turnover. Proper communication within a given workplace improves the relationship in the organization through internal communication might be difficult at times (ASPA, 2016).

Preview of Structure

In line with effective business communication, therefore, I will identify one concept throughout week one to week ten that helps me most in my line of work as a HR Manager. To achieve the objectives of this paper, I will then define the identified concepts from week one to ten then explain why my identified concepts are important in defining my career objectives. Afterward, I will discuss the content of some of the literature sources that touch on one of the weeks’ (any important concept from week one to week ten) identified concept. Finally, yet importantly, I will discuss the application of two communication concepts (from either of the ten weeks’ concepts) in my career as well as future aspirations before concluding this personal reflection essay.

Thesis Statement and Transition to Section One

As mentioned before, Communication is the only way that people can interact and work together peacefully. Therefore, in the next section, I will primarily identify some of the concepts that are important to me as a HR Manager from week one to ten.

Identifying and Explaining the Importance of Weekly Concepts

1. Week One: For week one, I have identified “Professional Communication”. The concept of “Professional Communication” is important because it is the basis of all organizational operations, socialization, and team play.

2. Week Two: For week two, however, I have identified “Non-verbal Messaging”. I have identified non-verbal communication because it is the most important concept of business effective communication in my line of work. Ideas should be spoken and stressed using nonverbal cues to portray meaning and assertion.

3. Week Three: For week three, I have identified the concept of “Verbal Communication”. This concept is as well important because the process of communication involves talking by mouth and receiving feedback using the same concept.

4. Week Four: For week four, I have identified “Writing Skills” as important in my line of work. Such is because in my work setting, there are many activities involving professional writing skills. As an employee, therefore, I am required to have such skills to be able to write reports and work summaries as required by the administration.

5. Week Five: For the fifth week, I have identified “Self-Reflection”. Self-reflection involves setting personal goals and objectives and working towards meeting them every day. Such reflection, therefore, encourages me to work hard and be committed.

6. Week Six: Week six’s main identified concept is “Audience Analysis”. For me, analyzing an audience is important because the skills would help me in situations involving presentation of reports and talking in meetings.

7. Week Seven: The concept of week seven is “Socialization”. Through socialization, I am encouraged to make work relationships. Business relationships, on the contrary, are important in ensuring productivity and profitability.

8. Week Eight: For week eight, I have identified “Communication Networking” concept. Communication channels and networks are important because they create boundaries and encourage work ethics.

9. Week Nine: For week nine, I have identified the concept of “Team Play”. By definition, team play involves working together or in groups to ensure that, the organizational objectives are met. For me, working together in teams lead to the creation of good working relations and overall organization success.

10. Week Ten: Last yet importantly, I have identified the concept of “Intrapersonal Communication” for week ten teaching. Like any form of communication, person-to-person communication is important in a business setting. Such is because this form of communication develops corporation, trust, and openness towards the communicating parties, thus, leading to organizational success.

Literature Review

In relation to the identified concepts, I have identified non-verbal communication or messaging as the most important concept. Therefore, I have collected a couple of literature sources on non-verbal messaging though there are several literature sources accounting on the significance of non-verbal communication. According to Ainsworth (2012), nonverbal communication refers to the process of receiving and sending messages without speaking or writing words. This form of communication is also known as manual language. Non-verbal communication, like verbal, is important in business organizations where individuals spent more than three-quarters of their working hours talking to each other. However, more than 90% of such communication happens non-verbally (pg. 580). Such kinds of non-verbal communication include nodding when one understands something or sending non-verbal cues. In addition, when one fails to respond or rather keeps quiet, they are communicating. However, the difference is the response solicited by such acts of silence when talked to. In my area of work, actions are not parallel to speaking to one another. In fact, one could speak to the other yet receives a non-verbal response. Activities such as those that need convincing others to like a particular idea or concept require the use of non-verbal communication to stress points. One would be required to be emotional and employ many movements. According to my experience, wordless communication is mostly true and not faked. In addition, non-verbal and verbal communication occurs simultaneously (GWA, 2017).

A non-verbal form of communication is important in my place of work because it is easier to interpret what other stakeholders imply depending on how they look at me; how they react to issues or the way, they listen during communication processes. As argued by Arber and Ginn (2015), non-verbal responses determine if one cares about something in the workplace or not. Such a response also determines if one reacts appropriately or not. When using verbal and non-verbal communication at a go, it is important to ensure that they match because otherwise, they would create unclear messaging, distrust, confusion, and misunderstandings between the communicating parties. However, non-verbal communication has a greater impact when communicating in an organization compared to verbal communication. It is vital in demonstrating my emotions and empathy. Employers would wish to know when their subjects are angry, happy, sad, interested, curious, annoyed, hurt, anxious, embarrassed, or hopeful when they communicate. Luckily, people demonstrate such emotions unconsciously. A non-verbal form of communication is also important in demonstrating empathy. When I explain myself, I have to compliment my point with the use of body language and gestures. Apart from that, I have to be attentive enough to notice other individuals’ non-verbal cues while interacting with them (Arber & Ginn, 2015).

Businesstopia (2017) argues that for non-verbal communication to be effective, the proper interpretation of signals is important. However, such an interpretation is not easy because of cultural and personal differences. Apart from that, such signals have different meanings and used differently in many contexts. However, noticing and interpreting the signals properly gives one an advantage over other employees. Misinterpreting signals destroy organizational relationships as well as create problems. As non-verbal communication is based on instinct mostly, people speak the truth. We should believe non-verbal messages more than verbal messages if there is a conflict between two people. They show non-verbal cues as an instinct and accompany verbal communication. Richard (2018), however, argues that the use of non-verbal communication creates a better working environment. The same is also important in interviews and business operations. In addition, other professions such as journalism, teachers, doctors, and lawyers require regular communication. In such professions, if non-verbal business communication is not effectively employed, then those who work in such areas are likely to suffer. In working environments, maintaining eye contacts while in a meeting or during interviews is a sign of confidence. However, maintaining eye contact can also portray interest or overconfidence, the accuracy of intentions, and trustworthiness (Acker, 2013, pg. 140).

Application of Concepts

In future, I would like to work as a Project Manager. Therefore, the use of verbal and non-verbal forms of communication are two concepts that would be important to me. In the area of project management, verbal and non-verbal forms of communication can be applied in several instances. For example, the application of non-verbal form of communication in one-on-one conversations increase the ability to comprehend messages as argued by Pierce and Aguinis (2016, pg. 461). However, if non-verbal and verbal forms of communication are used simultaneously and are similar, a better perspective is created on the sent message. In addition, the receiver and the sender have a chance to decode the message’s intended meaning. For instance, when the overall manager is angry and he uses body language that portrays the same, then the employee that is being scolded is likely to feel afraid. However, the body language used in such a case is different from anger, and then it is likely that such scolding will not provide results. On the contrary, Bass (2016) argues that non-verbal signals tend to be contradictory at times. For example, a worker found crying by his or her superior is asked if he or she is okay and he/she replies that he or she is fine. It should, however, be noted that contradiction in non-verbal and verbal communication is vital at times because such communication methods help us to know the emotions of those involved in the conversation (pg. 20).

Awamleh (2016) discusses another dimension of non-verbal communication in project management. According to him, most of the time that we intend to communicate verbally, non-verbal mode of communication takes place simultaneously or instead. Apart from that, silence is also considered as a vital form of non-verbal communication and contextual. Verbal signals and non-verbal communication work complementarily in the area of organizational management. For example, when someone is in pain, he or she says that he or she is feeling pain while his or her gestures and expressions also show the same thing. In such a case, gestures add meaning when they accompany words of similar connotation (pg. 20).

In most conversations, the use of non-verbal cues is considered important because the same is used to emphasize particular points. In addition, the use of non-verbal signals in communication produces stronger meaning compared to verbal communication. For instance, when an employee or a supervisor wants to emphasize on a given part of his or her point, some signs have to be used to show seriousness. Generally, the use of non-verbal signals in communication is important compared to verbal signals. The importance of non-verbal signals is both contextual and situational and without the employment of such signals makes communication incomplete. On the other hand, there are certain situations when non-verbal communication is used singly and produces important messages (Beck, 2015).

In line with business administration, there are a number of applications of non-verbal communication. Facial expression, for instance, is used in organizational situations because they are very expressive. Apart from that, the use of appropriate body language is equally important. For instance, having the right posture while talking to seniors is important. Messages can be conveyed via proper positioning or postures whether one sits rigidly or leans back comfortably (Calasanti & Slevin, 2017).

Maintaining eye contact is also important in the creation of the trust. It is also used to create a good rapport between stakeholders. Another important signal is hand gestures. Hand gestures are applied as communication conveyors. Hand gestures add meaning and punctuate spoken words. On the contrary, the use of gestures that are less conscious such as stroking the hair, scratching the nose, placing hands on the hips, tugging clothes, or waving can inadvertently communicate messages. Another important factor to consider is the type of clothing. The kind of clothing, as well as appearance, talks a lot about the personality of an individual. On the contrary, certain messages are likely to be intentional. For instance, an employee put on a t-shirt to work with his or her favorite athlete emblazoned on the cloth (Calasanti & Slevin, 2017).

Conclusion

Synopsis

Finally, yet importantly, this activity has identified a number of communication concepts that are important in everyday activities. However, the most important concept is non-verbal communication or messaging. As mentioned before, non-verbal communication is also referred to as the manual language form. Just like a verbal form of communication, non-verbal communication is important in business organizations because most people spend more than three-quarters of their working hours talking to each other while in the workplace. On the contrary, several research activities show that more than 90% of conversations are carried out non-verbally (Essays, 2015). The aspects of non-verbal communication include nodding when one understands something or sending non-verbal cues. In addition, when one fails to respond or rather keeps quiet, they are communicating. However, as mentioned before, there are different ways that the respondents may interpret such acts of silence. Where I work, when one speaks to the other, actions accompany words. In fact, one could speak to the other yet receives a non-verbal response (Lucas, 2017).

Restatement of the Thesis Statement

Communication is the only way that people can interact and work together peacefully. However, there are two main forms of communication; verbal and non-verbal communication. Non-verbal communication include activities such as those that need convincing others to like a particular idea or concept. Non-verbal cues re, therefore, used to stress on points. One would be required to be emotional and employ many movements in such a case. At work for instance, I am required to use signals while communicating to solicit truthfulness, unlike verbal communication. However, non-verbal and verbal communication occurs simultaneously during processes of communication.

Capstone Statement

My final remark, therefore, is that communication is the most important tool in an organization. With it, an organization can either prosper or fail (Vognar, 2012).

Reference

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