Effective Communication as Code Enforcement Officer - Term Paper Example

Effective Communication as Enforcement Officer By Table of Contents 2 Introduction 3 2.Background and Significance 3 3.Code Enforcement Officer 4 4.Effective Communication 6 5.Effective Communication as Code Enforcement Officer 7 6.Implications 12 7.Recommendations 13 8.References 16 Abstract This paper focuses on the important role of effective communication in the job of Code Enforcement Officers. The work of Code Enforcement Officers is centred on people, as these officers work with communities to ensure the health, safety and good quality of life of people. Therefore, effective communication is imperative in order for the officers to execute their mandate effectively as their job involves relationship building. In this paper, each specific role of Code Enforcement Officers is tied to effective communication, and it is shown how effective communication will result in the successful outcome of the role f the officers. For Code Enforcement Officers to learn and practise effective communication in their work, it is recommended that efforts at the personal and organizational level must be shown. While the employers of Code Enforcement Officers should offer free training on effective communication, the officers themselves must reflect on their weaknesses in communication and develop personal strategies of overcoming them in order to be effective communicators. 1. Introduction Effective communication is the core of healthy relationships and is important for all professionals. Code Enforcement Officers work with communities and their tasks are centred on people with whom they interact with daily. For Code Enforcement Officers, therefore effective communication is mandatory in order to ensure good outcome from their work. This paper discusses effective communication as it applies to Code Enforcement Officers. The main argument is that effective communication is necessary for all Code Enforcement Officers, as each of the tasks they perform can only be executed effectively when effective communication is involved. This paper will add value to the knowledge on effective communication and Code Enforcement Officers. In addition, this has implications for individual Code Enforcement Officers, the state governments that employ the Code Enforcement Officers as well as any other individual interested in effective communication. This paper is also meaningful to me as this has widened my knowledge on effective communication through the diverse sources that I have utilised for my research to develop the paper. This paper also draws on concepts taught in class especially on communication, thus is an application of concepts learnt in class. 2. Background and Significance The choice of topic of this paper was motivated by the fact that Code Enforcement Officers play an important role in society and work selflessly for the good of other people notwithstanding the inherent risk and dangers of the job. Since these officers deal with people, the aim of this paper is to discuss how effective communication is key to the job of Code Enforcement Officers. This paper should therefore help Code Enforcement Officers to improve in the execution of their tasks in order to meet the objectives of their employer. On a positive side, when Code Enforcement Officers have learnt and practice effective communication, their tasks will become less challenging, because dealing with a myriad of people when one does not possess superior communication skills may be daunting and quite challenging. Apart from being professionals, Code Enforcement Officers are communicators, educators, community advocates, public servants, problem solvers and zoning and housing inspectors. All these roles are complex and require effective communications skills. By discussing how effective communication is applicable to the successful execution of different roles of Code Enforcement Officers, this paper will be of value to any Code Enforcement Officer. In addition, since Code Enforcement Officers are public employees, the state governments stand to benefit from this paper. By emphasising the importance of effective communication for Code Enforcement Officers and recommending that the state government becomes committed to improving the communication skills of its Code Enforcement Officers, this will result in the successful execution of these officers once the collective efforts by the state government and the officers themselves to improve on their communication skills bears fruit. 3. Code Enforcement Officer In order to understand how effective communication is important to Code Enforcement Officers, it is important to know who a Code Enforcement Officer is and the duties that they perform. From there, it will be easy to show how effective communication is necessary for each one of their roles. Code Enforcement Officers play roles that are integral to the daily operations and in different ways contribute to the enhancement of the quality of life of people through helping to ensure that people and businesses enjoy clean and safe living conditions. Code Enforcement Officers are charged with a myriad of responsibilities and serve duties not limited to problem solvers, educators, researchers, communicators and mediators. These mainly serve as public servants and thus perform a variety of duties related to this position (Rouse-Devore, n.d). The role of Code Enforcement Officers in the community cannot go unnoticed, as these have a major influence on the image and property values of a community through the decisions that they make and the manner in which they execute their tasks in the community. With regard to property values, Code Enforcement Officers ensure the effective reinforcement of property standards and work to make sure that buildings and homes in the community do not deteriorate and become an eyesore in the community, while also addressing the aspects of vacant buildings, weeds, graffiti, trash, worn out vehicles and tall grass among others, which they manage responsibly and effectively (Moore, 2007). Code Enforcement Officers are also charged with the safety of communities. This is through their role of ensuring that community members adhere to the set rules, ordinances and regulations including general property standards, fire codes and building codes, among others. They also contribute their input to the enaction or development process of the community ordinances mainly because of their experience of dealing with the communities and the real life issues of community members (Rouse-Devore, n.d). The job of Code Enforcement Officers is highly dynamic and is highly influenced by social and economic changes in the society. For instance, following the housing crisis that the United States of America experienced, communities experienced high rates of foreclosures and bankruptcies and this has led to the expansion of the role and mandate of Code Enforcement Officers. In addition, the growing population of the old people in the United States has resulted in the creation of new issues such as elder abuse, among others that Code Enforcement Officers had never had to deal with before (Rouse-Devore, n.d). Therefore, the job of Code Enforcement Officers keeps evolving and changing, thus quite challenging. This job is however, rewarding, as it entails changing the lives of communities by ensuring their safety, health, and good quality of life. 4. Effective Communication It is important to understand what effective communication is so that its role in the job of Code Enforcement Officer becomes clear. Employees in any organization spend most of their time interacting with people, and for this reason, the root cause of most organizational problems originate from poor communication (Geraldine, 2015). Effective communication, whether at the personal, intergroup, intragroup, organizational or external levels, plays a significant role in the success of any organizational, thus is mandatory for any organization desiring efficiency and success (Caputo, Palosaari & Pickering, 2003). Communication entails different elements, and for it to be effective, effectiveness must be equally exhibited in its different elements. First, verbal communication is a key element of communication that contributes 45 percent of communication and involves use of language and meaning. For verbal communication to be effective, the person involved in the communication must choose the right words and put an emphasis on them. Additionally, they should not cause distraction by the overuse of nonwords and phrases (Wertheim, n.d). On the other hand, non-verbal communication involves the conscious and unconscious use of body movements in communication and this sort of communication lacks an oral or written expression but is a substitute of verbal communication. For effective non-verbal communication, the speaker must maintain the right posture and exhibit body language that matches the words spoken as well as coordination between word and actions (Geraldine, 2015). In addition, it is important for one to have the ability of reading nonverbal communication cues, as these can help to establish whether the communicator is being less candid or closed (Caputo, Palosaari & Pickering, 2003). Listening and feedback is another important element of communication and entails hearing, understanding and remembering what is being communicated across. For effective listening, there must be rapport between the listener and the sender of message. Feedback must be given in time and it should be useful (Caputo, Palosaari & Pickering, 2003). In their communication, Code Enforcement Officers need to exhibit effectiveness in these three major elements of communication in each of the tasks they execute in order for their communication to be regarded as effective. 5. Effective Communication as Code Enforcement Officer Code Enforcement Officers work in communities and thus deal with people most of the times. For this reason therefore, it is important that these officers establish a good relationship with the people in the communities they work in order for them to provide the people with effective efficient code enforcement services. Establishing and maintaining good relationships with people entails effective communication skills. Dealing with people is quite challenging, as people are different and complex. However, with good communication skills, it is possible to deal with people at different levels (Geraldine, 2015). Healthy relationships with people imply that there is a peaceful coexistence among people. For Code Enforcement Officers, it is important that they deal with people in the communities in a peaceful environment. Effective communication skills care important in creating a peaceful environment for the Code Enforcement Officers to work in. Since Code Enforcement Officers are charged with code enforcement, it is quite challenging for them because every community has people that will not adhere to codes. However, with effective communication skills, Code Enforcement Officers can work with such people in a peaceful manner. Peaceful in this case implies no use of violence or physical confrontation. Effective communication skills ensure that Code Enforcement Officers only use physical force and restraint as the last resort to enforcing laws in communities. Thus, the most effective Code Enforcement Officers will not want to use physical force and confrontation as a tactic of solving issues and enforcing laws (Moore, 2007). There are different elements of effective communication skills that Code Enforcement Officers can adopt when dealing with communities. For instance, a Code Enforcement Officer must have effective verbal communication skills. This has to do with the manner in which the officer talks to people and addresses them verbally. Effective verbal communication can be considered as the most important asset that a Code Enforcement Officer can have with regard to communication. Effective verbal communication plays significant role in the job of Code Enforcement Officers. First, this will help the officer to develop rapport with the public, colleagues and informants in the communities they are working in (Geraldine, 2015). This may also help Code Enforcement Officers to disarm would be criminals easily, thus protecting the officers from serious injuries or death, as there will be no use of physical force or confrontation (Moore, 2007). Apart from exhibiting effective verbal communication, Code Enforcement Officers must be able to comprehend a large variety of non verbal cues and non verbal cues from the people they are dealing with. This is important, as it will inform the officers on how to respond to the different cues in a manner that will be more appropriate and which will serve them to their advantage (Moore, 2007). Code Enforcement Officers work in communities, and most communities today are highly diverse. Therefore, this implies that the workplace of Code Enforcement Officers is highly diversified. In order to perform effectively in a diverse workplace, it is important to possess effective communication, and in this case cross-cultural communication. This is because a diverse workplace has people from varying races, religions, economic status and cultures (McFarlin & Sweeney, 2014). Therefore, for Code Enforcement Officers to perform their tasks efficiently including interacting with the public and dealing with their colleagues well, they must know how to interact with and communicate to multicultural groups. This will foster understanding and all people in the multicultural groups will feel included and respected. The role of Code Enforcement Officers also involves interviewing people in the community. They are required to conduct field investigations on code violations and this needs that they interview different people, including witnesses and complainants. In order to interview people successfully and have the desirable outcome, it is needful that the Code Enforcement Officers practise effective communication. With effective communication, it will be possible for the informants to feel comfortable and provide the correct information that the Code Enforcement Officers will be seeking (Moore, 2007). The portrayal of poor communication by Code Enforcement Officers may prevent them from conducting successful interviews. Code Enforcement Officers are also required to effectively solve any conflicts in the community they are charged with. In order to resolve conflicts, it is necessary to communicate the issue, though poor communication may escalate the conflict. For this reason, Code Enforcement Officers must be able to overcome some communication challenges that might bar the successful resolution of conflicts they handle. For instance, the officers must mind their body language and tone of voice, as these often speak louder than words. It is important that the officers know what messages their body language and tone of voice are sending to the involved parties. It is more appropriate for the officers to speak calmly, maintain eye contact, smile and maintain a relaxed posture when in the conflict resolution process. Above all, the officers must soften the start-up and exhibit effective listening and speaking skills when resolving conflicts (McFarlin & Sweeney, 2014). Code Enforcement Officers sometimes deal with criminal cases and may have to interact with witnesses and complainants. In such scenarios, effective communication will play a major role on the side of the Code Enforcement Officers. The Code Enforcement Officers must be able to read nonverbal communication cues of the witnesses and complainants. This is important as it may help them tell whether the complainants or the witnesses are giving false information (Moore, 2007). Nonverbal communication cues provide important meaning to communication. A Code Enforcement Officer may be able to tell whether the witnesses or complainants are sending out mixed messages in that the person says one thing but their vocal intonation and body language communicate something totally different. According to Wertheim (n.d), mixed messages usually create distrust because the receiver notices that communicator is not open and is hiding some things. By reading nonverbal communication cues therefore, Code Enforcement Officers may be able to tell whether the witnesses and complainants are providing true or false accounts of events. Code Enforcement Officers also attend meetings in different city departments and interpret and explain municipal codes and ordinances to members of the public. This role of Code Enforcement Officers requires them to have effective communication skills. They must have good public speaking skills, because they have to articulate important issues in the meetings that they attend. In addition, when interpreting ordinances to the public, the officers must have the ability to speak to a crowd that consists people of different backgrounds. For the officers to have their message passed across well to their audience, they must exhibit good communication skills (Rouse-Devore, n.d). Code Enforcement Officers also play the supervisory role of participating in the supervision of the work of county inmates, community workers and volunteers, among others that are engaged in activities that related to the community welfare. When supervising, it is important that the officers exhibit effective communication. In this role, the officers will correct the people being supervised on different aspects of the work that they did not do well. The officers must be able to put their communication skills at work so that they supervise the people well without causing any conflicts for instance when the work needs to be redone (Munter & Hamilton, 2013). This way, they will supervise well and the work being done will be impeccable. Code Enforcement Officers usually find themselves dealing with those people who have failed to adhere to set laws in society. This way, these officers are exposed to dangerous people and dangerous situations at times. For instance, Code Enforcement Officers may be forced to confront an angry husband in situations where a wife reports to them a case of domestic violence; they may also have to deal with someone responsible for road rage or those people that engage in riskier criminal activities (Rouse-Devore, n.d). When faced with such situations or dealing with such people, it is important that the officer maintains composure and manage the situation with the least or no use of physical force. This will however, be only possible if the officer practices effective communication. By communicating effectively with the involved parties, the officers can be able to manage such risky situations effectively. Apart from being risk takers, Code enforcement officers are problem solvers, meaning that they must find solutions to different problems that they come across in their job. Although Code Enforcement Officers are prepared and trained before officially taking up their roles, they may encounter situations that they had never experienced before, and for which their training did not prepare them for. This way, the officers must think quickly and act decisively while maintaining law. In some of the cases, effective communication may play a major role in their management. Therefore, a Code Enforcement Officer that practises effective communication may be able to handle new situations in their job in an effective manner (Moore, 2007). As seen, the job of Code Enforcement Officers is highly dynamic and their roles may keep changing and diversifying. In order to perform effectively even in their changing roles, it is important that Code Enforcement Officers learn and practise effective communication. For instance, in the United States, there continues to be the growth of the old population, and this has brought with it new issues in society including elder abuse, hoarding, and self-neglect among others. Such issues fall within the roles of Code Enforcement Officers, thus the officers are part of the task forces that address such issues. Dealing with old people requires one to practise effective communication in order for there to be understanding (Rouse-Devore, n.d). For instance, getting information from the elderly may require the officers to practise patience and understanding in the communication in order for the issue at hand to be addressed effectively. 6. Implications Effective communication has important implications for Code Enforcement Officers. All the Code Enforcement Officers that will take their time to develop and practice effective communication stand to experience many benefits in the course of their profession as well as at their personal level. The most important thing is that they will become better at their job since their job requires effective communication for successful outcomes. In addition to becoming better at their jobs, they will increase their opportunities of advancements in their profession. In the law enforcement professions, for one to be promoted to the supervisory or top management levels, they must exhibit effective communication. At the personal level, Code Enforcement Officers who practice effective communication will have good interpersonal skills thus good and healthy relationships with different people including their family, friends and colleagues among others. This is for the main reason that effective communication is the foundation of any healthy relationships. Effective communication for Code Enforcement Officers will also have implications for the communities that the officers work with. As seen, when Code Enforcement Officers practice effective communication, they become better at their work, meaning they get their work done successfully and the outcome is desirable. Since these officers work with communities, when they succeed at their work, they have a positive influence on the communities they work with. For instance, the communities will get to enjoy good health, safety, good quality of life and learn to adhere to codes which will result in low levels of crime. Therefore, because of effective communication practised by Code Enforcement Officers, communities experience a better environment, better living conditions and better life. Effective communication for Code Enforcement Officers equally has important implications on the State governments. Code Enforcement Officers are state government employees, therefore, when they perform their roles effectively through practising effective communication, this reflects positively on the State government. This is mainly because the Code Enforcement Officers carry out their tasks in an effort to achieve the objectives of the State governments on violation of and adherence to state and municipal codes, among others. Code Enforcement Officers who practice effective communication and execute their tasks successfully therefore contribute significantly to the achievement of the objectives of the state government, thus helping to paint a positive picture of the State government. 7. Recommendations Effective communication is core to the profession of Code Enforcement Officers. The work of these professionals is centred around people, thus effective communication ensures that they perform their roles successfully. For this reason therefore, it is advisable that all Code Enforcement Officers possess effective communication skills. During their job recruitment their employer looks out for communication skills in the candidates, thus all Code Enforcement Officers exhibit communication skills at varying levels. For effective communication to be achieved there is need for learning through experience and imparting of knowledge. Therefore, Code Enforcement Officers must endeavour to continue learning communication skills in order for them to be effective. Learning can take place at different levels, including personal level. At the personal level, it is more advisable that a Code Enforcement Officer engages in some sort of personal reflection, assessment and evaluation with regard to their communication skills. While some officers may exhibit superior communication skills, others may not possess superior communication skills. It is however desirable that a Code Enforcement Officer develops superior communication skills. Through personal reflection and assessment, a Code Enforcement Officer can identify their areas of weakness in communication and find ways of addressing this in order to exhibit effective communication. For instance, one may reflect on how their family experiences, culture and gender among other aspects have shaped the way they communicate. Knowing this information can help a Code Enforcement Officer to adjust so that these aspects will no longer influence his or her communication. Knowing ones weakness in communication is the first step to improvement on communication skills. In order to ensure effective communication for Code Enforcement Officers, the employer must exhibit significant effort in ensuring that these officers gain superior communication skills. For instance, the State governments should offer periodic trainings in communication skills for all Code Enforcement Officers in different states. This training should be free for all in order to ensure that all Code Enforcement Officers have an opportunity to improve on their communication. Currently, there are different associations in different states such as the Florida Association of Code Enforcement which offer training that includes a short course on communication skills (Florida Association of Code Enforcement, 2015). However, this requires payment depending on course duration and number of courses. Therefore, free course on communication skills can attract more Code Enforcement Officers and the full focus on communication skills only will help Code Enforcement Officers gain a wealth of knowledge on communication which they will apply in their job. Debelius (1978) suggests that it is necessary that educational programs be developed for Code Enforcement Officers so as to provide more effective communication between Code Enforcement Officers and other professionals, especially engineers, architects and field contractors whom the Code Enforcement Officers interact with at large. With educational programmes on effective communication for Code Enforcement Officers, they will be elevated to the professional status and their professional interaction with other professionals will be enhanced. Such educational programmes for Code Enforcement Officers can be offered through continuing education courses and formal degree programmes. This way, it will also be easy for the educational background and professional requirements to be established through education and certification programs. 8. References Caputo, J., Palosaari, J. & Pickering, K. (2003). Effective Communication. New York: Dramatic Lines Publishers. Debelius, J. (1978). Building Technology Publications: Supplement 2: 1977, Volume 13 U.S. Department of Commerce, National Bureau of Standards. Florida Association of Code Enforcement (2015). Education. Retrieved from http://face- online.org/education/ Geraldine, H. (2015). Managerial Communication: Strategies and Applications. New York: SAGE Publications. McFarlin, D. & Sweeney, P. (2014). International Management: Strategic Opportunities and Cultural Challenges. London: Routledge. Moore, S. (2007). The Code Enforcement Survivor Handbook. New York: AuthorHouse. Munter, M. & Hamilton, L. (2013). Guide to Managerial Communication. New York: Pearson Education. Rouse-Devore, L. (n.d). The Importance of Code Enforcement. Retrieved from http://www.i- ace.org/sites/default/files/The%20importance%20of%20code%20enforcement%20article%20FINAL.pdf Wertheim, G. (n.d). The Importance of Effective Communication. Retrieved from https://ysrinfo.files.wordpress.com/2012/06/effectivecommunication5.pdf Read More