Management Communications in Contemporary Business Environment - Term Paper Example

Management Communications Introduction The success of organizations in the current global business environment requires a careful approach and management to the internal, international, intercultural, and interpersonal communication processes and relations (Lewis, 2011). Therefore, it is essential to facilitate a comprehensive review of the notable principles of facilitating effective management communications that guide the organization to achieve its objectives. Thus, this dissertation asserts that communication principles in management are essential to the process of the organization achieving its objectives. Effective communication norms in business setting Good communication remains essential in running a successful organization and business. To perform in the increasingly competitive global market, organizations need to establish a master the art of business setting communication. The communication setting incorporates internal communication between management and employees as well as external such as international and intercultural communication engagements (Baack, 2012). Thus, the principles in this setting entail the incorporation of the three communication media, which entail written, verbal and nonverbal channels. In using written communication in the business setting, the channel selected and way of presenting the message needs to remain as official as possible. Thus, the first norm is to use formal attributes of communication, addressing each other using the formal language (Baack, 2012). The use of written media has to incorporate formal documents such as letters, memos, formal emails, and reports among others. The verbal communication as used in sessions of presentations and meetings within the business setting need to incorporate excellent verbal skills. The principles in this entail using formal language, devoid of colloquialism and ambiguousness (Fielding & Fielding, 2012). Further, as verbal communication proceeds, incorporate norms such as ensuring minimal interruptions while a speaker is speaking. Further, do not use obscene words that may offend the others. Therefore, in this consideration, incorporate all elements of personal mannerisms in ensuring adherence to verbal communication principles in the business setting additionally, when using non-verbal communication, ensure to observe the important techniques accordingly (Baack, 2012). For instance, let the body gestures accompany the words as you speak, reflecting the intention of the communication. Further, understand intercultural differences; hence, ensure the non-verbal cues used do not become offensive to others. Therefore, observing these norms will ensure effective communication within a business setting. Role of interpersonal communication as a manager and employee and techniques used to overcome communication barriers Interpersonal communication entails the processes of interchanging ideas using an assortment of techniques such as words, gestures and written messages. Therefore, interpersonal skills are key to the livelihood of the organization. As the manager communication entails observing the roles held in the position of management (Green & Knippen, 2009). As a manager, interpersonal communication incorporates the several roles. Notably, the leader role, which entails in most scenarios, is controlling approach to the communication process. This allows manager to assert their position and maintain order in the organization. The manager also communicates at the role of liaison and linchpin person. Hence, at this position, the manager uses dynamic and relinquishing approach, in which he gives the staff the expected course of action while inviting an opportunity for suggestions and participation of the employee in communicating. As the employee, the roles include that of a listener, in which, the technique to apply is withdrawal (Lewis, 2011). It allows you to listen to the speaker effectively, for instance, when taking instructions from the manager. Further, as an employee, it is essential to be dynamic, which allows you to participate actively in teamwork such as when discussing solutions to the crisis in the organization. Several barriers may arise during the communication process. These include noise barriers, the channel selection barrier, mental barriers and feedback challenges. Therefore, in either role, as he manager or employee, it is essential to facilitate communication successfully minimizing the barriers. For instance, in noise barriers, select a quiet and comfortable venue for communication where there is no noise disrupting the communication (Miller, 2012). Additionally, when in a group, avoid talking while others are talking to eliminate noises that may arise. Moreover, when selecting the communications channel, ensure to select the channel with least noises, interferences and, which fits the purpose of the communication. For instance, it would seem irresponsible and unbelievable for a manager to dismiss an employee through a phone call. However, using written letter is a better channel for such an action. Similarly, when communicating, facilitate the processes of receiving feedback to ensure effective communication (Green & Knippen, 2009). For instance, when listening facilitates feedback such as nodding to indicate that you received the message. Lastly, with respect to mental barriers, approach the interpersonal interchange of ideas with a listening and receptive attitude. Prepare your mental setting accordingly to listen effectively as well as, speak without being too emotional or authoritative in a manner to suggest arrogance or disrespect. Thus, observing these norms, you easily eliminate communication barriers in the organizational setting. Role of international and intercultural, interpersonal communications in today’s global business The importance of the interpersonal communication processes in organizational and international business is undeniable. When aiming at internationalizing the organization operations, international and intercultural communication processes constitute a key factor for determining the performance within the organization (Green & Knippen, 2009). High interpersonal communication competence facilitates the organization in expanding its operation as it allows these organizations to understand the levels of engagement (Green & Knippen, 2009). Further, the organizations operating at international level mean that they encounter varied cultures. Cultural differences can constitute the downfall of the organization, as the local people may feel offended when the organization communication is not sensitive to their culture and beliefs. Therefore, it is essential to construct the regulations for interpersonal communication in a business operating with a workforce composing of persons from different cultures. This will help in managing interpersonal conflicts that may arise from international and intercultural differences. Verbal and nonverbal management communication Communication entails the processes of transferring information from a person or place to another. Management communication entails the processes through which organizations engage in passing information among its entities. The communication processes entail the verbal and nonverbal techniques (Fielding & Fielding, 2012). Verbal communication in management incorporates the oral communication, as well as, written. The written communication as used in management communication includes all the traditional pen and paper documents, typed electronic documents, emails and texts. The written communication is indispensable in business communications as it features as the legal channel of issuing official decisions, statements, instructions and rules. Therefore, in using the written communication, management facilitate the use of either email, printed document or handwritten letters and notes, all constituting the memos, letters, reports, press release and speech among others (Fielding & Fielding, 2012). In considering the verbal communication, management uses this as a communication channel to convey messages. This channel entails using formal language as designated in the country of operation, respecting the use of non-offensive words. Thus, management communication uses clear, easy to understand and respectable words in conveying the message. Management communication also incorporates the use of non-verbal skills. The management incorporates the use of nonverbal cues such as body language, issuance of signs and facial expressions in communicating within the organization setting (Fielding & Fielding, 2012). For instance, when delivering instructions, the manager may use signs or gestures to indicate what he is referring to in his speech. Thus, as many other communication processes, management communication also employs the nonverbal cues in facilitating successful communication in the organization. Approaches for effective written management communication Lasswell in defining the communication process introduced a five-level model of communication (Lewis, 2010). This accepted model forms the procedural approach to effective written communication with various elements considered in facilitating the communication process. The approach entails; the written message ought to facilitate the source, which he coined as “who”. Second is the message that is “says what” (Lewis, 2010). Third level entails the channel or medium of communication, hence the need to select an effective channel for the written message. The third level is audience, the intended recipient of the message and lastly, the desired effect that is the outcome of the message. Considering these approaches, the management will facilitate effective written communication, as they will select the right message and the most successful channel or medium with respect to the audience and intended effect. Additionally, in considering the approaches, the management needs to factor in supporting elements of the written message for effective communication (Lewis, 2010). These considerations entail the use of professional tone in conveying the messages as intended. Secondly, know management needs to know the audience, as the corresponded recipients of the written message may prefer given form or format of the message. Further, organize the information in the message clearly in a free flowing and easily comprehendible manner (Lewis, 2010). Lastly, use the right and correct format of the written message as poorly written format may convey a sense of irresponsibility among other disadvantages. Therefore, the management by considering these approaches, they achieve effective written communication. Approaches for engaging an audience during the presentation and encouraging active listening To engage the audience during the presentation the speaker needs to incorporate several elements of verbal communication for effective communication. Notably, as a presenter the first approach to master your content as you prepare the speech or presentation (Lewis, 2011). Business presentations entail evidence-based content; hence, the need to master the points to facilitate the flow and presence in delivering the message. This initiates presence; thus, grabbing the attention of the listeners. Secondly, prepare the listeners for the presentation (Lewis, 2011). You can do so through introductory techniques such as attention grabbers, short stories or metaphors that relate to the subject you want to present about in your speech. Further, in making a presentation, facilitate average posture and movement to ensure the listeners engage with you as they keep note of every move you make (Lewis, 2011). Further, allow the art of questioning, in which in between the presentation, you pose and ask questions to the audience, questions that facilitate them to keep active as they listen. Also, allow the audience to ask questions for their participation to be active. Additionally, in making a presentation, you can employ the use of visual aids as the final and most effective tool for engaging the audience (Baack, 2012). This makes the entire presentation relevant, interactive and involving; thus, actively engaging the listeners. Effective methods of conflict resolution Conflict is a normal occurrence in any society or organizational setting. The challenge with conflict lies within the processes of how one deal with it. Concealing, avoiding or ignoring a conflict is likely to force it to grow into resentment causing infighting in the organization. Therefore, in dealing with conflicts at work place, it is essential to ascertain their sources. Some common causes of conflicts include opposing positions, power struggles, competitive tensions, ego and pride, jealousy, compensation issues and performance discrepancies among others. To solve conflicts the process entails communication. Therefore, in handling the conflicts, the management ought to define the acceptable behavior as the first tool. Creating a framework for decisions, authority and leadership engagement and interpersonal relations within the organization helps in resolving conflicts. The legal and acceptable confines of behavior helps identify the party on the worn and initiate the necessary action; hence, resolving the conflict easily. Additionally, when conflicts arise, hit them head-on, as avoiding the conflict only grows the potential of the conflict further making it difficult to handle. Further, in the organization setting, facilitate the platform for the people involved to spent time and engage through team building programs and opportunities. This helps in creating understanding among the people in the organization; hence, facilitating the processes of resolving the issues of conflict among the persons. Lastly, when the conflict escalates, use this technique. First, gather a group, listen from each side and then speak out after understanding the nature of the conflict. In addressing this conflict, approach it from an impartial perspective and solve the conflict until it is over, do not postpone the resolution. Therefore, facilitating these processes and promoting teamwork in the organization alleviates all aspects of conflict; hence, successfully resolving the conflicts. Techniques for leading teams and group meetings In facilitating team and group meetings, the organization may choose to employ various approaches. They may choose to use the agenda plan, an internal facilitator, or external facilitator (Miller, 2012). Either way, each of these approaches requires applicable techniques for leading a team or group meeting. The first action is to institute as the leader of the convention is an understanding of the motivation for the team members. Notably, identify the reason the people are participating and their expectation from the meeting. This will allow you to plan effectively for the meeting; hence, successfully engaging the members of the group during the discussion. Secondly, construct a good set of goals for the meeting (Miller, 2012). After understanding the expectations of the team members, establish goals for the meeting, which in essence constitute the agenda of the meeting. In this level, you can include activities that will facilitate the achievement of those goals. Thirdly, plan great activities for the meeting including some that facilitate brainstorming processes. These activities will solicit opinions of each group member and engage them to think far and wide with respect to the goals of the meeting. This will facilitate in achieving the goals of the meeting. Additionally, it is helpful to understand that groups or teams can dissolve quickly when disagreements descend on the group meeting. Therefore, in facilitating this meeting, strive to keep all participants in agreement. This means regular checks to ensure that the decision or stance taken by the group does not infringe the unity of the group (Miller, 2012). Lastly, delegate. As the meeting leader, you cannot manage all activities in the meeting. Therefore, involve the other members through delegating activities and roles to the team or group embers. This allows them to share in the success of the meeting; hence, facilitating an effective meeting. Conclusion Communication processes entail employing the set of norms and principles accordingly to achieve effective communication within an organizational setting. These communication structures are key to the management communications, and each component constitutes an elemental facilitator for the organization to achieve its objectives successfully. References Baack, D. (2012). Management Communication. San Diego, CA: Bridgepoint Education, Inc. Green, T. B., & Knippen, J. T. (2009). Breaking the barrier to upward communication: Strategies and skills for employees, managers, and HR specialists. Westport, Conn: Quorum Books. Fielding, M., & Fielding, M. (2012). Effective communication in organisations: [preparing messages that communicate]. Lansdowne, Cape Town: Juta Academic. Lewis, P. V. (2010). Organizational communication: The essence of effective management. New York: J. Wiley. Lewis, R. D. (2011). Cross cultural communication: A visual approach. Riversdown (Hampshire, UK: Transcreen Publications. Miller, K. (2012). Organizational communication: Approaches and processes. Boston, MA: Wadsworth Cengage Learning. Read More