Interpersonal Communication in the Work Place - Research Paper Example

The Effectiveness of Interpersonal Communication in the Work Place Abstract This paper explores of interpersonal communication in work place. Interpersonal communication has various components which makes it essential and effective in today’s work environment. This paper discusses the principles and misconceptions in interpersonal communication along with the importance and impact of emotions, perceptions and non-verbal expressions on effective interpersonal communication. Listening is the most important component to convert any communication into an effective interpersonal communication. This paper also discusses the fact that intelligence to behave is proving to be very crucial in day to day communication and emotional intelligence has its own role in making interpersonal communication more effective. Interpersonal Communication in the Work Place Communication is the only way to express human feelings and is the only source to build up the foundation of a trust worthy relationship. In today’s economy interpersonal communication skill is most required criteria to grow and sustain in work place. Communication can be defined as a skill where the listener understands exactly what the narrator wants to convey. This skill is not only verbal as most of the times it is non-verbal. According to Guffey “the process of communication begins when the person with whom the message originates-the sender-has an idea. The form of the idea will be influenced by complex factors surrounding the sender: mood, frame of reference, background, culture, and physical makeup, as well as the context of the situation and many other factors” (2008). The above said statement indicates to the fact that communication is dependant on various external factors and various internal belief systems. For an example, in an organization when goals are set and communicated to the employee without considering their involvement, the communication becomes less effective and results in the lower feeling of involvement and trust which ends up with unsatisfied employees. Such communications in work place are highly ineffective interpersonal communication. In this case, instead of setting and communicating the goal, if the vision was shared and feedback/suggestion requested from the employee, it would have created a feeling of involvement and trust which is what we call effective interpersonal communication. The basic principle of effective interpersonal communication is giving respect to other person’s thought and emotions without any predefined perceptions. Most of the times the concept of interpersonal communication is wrongly interpreted as if it is all about delivering the concept with facts and figures. Delivering only facts and figures is a part of presentation and is very less related to communication. Communication is a two way journey and is not only comprises of a speaker, it also has the imbedded role of a listener in it. In communication both the parties interchange the role of speaker and listener to make the communication more interpersonal and effective. At work place we are dealing with human beings who carry their self respect and values with them. In work place they need to be listened as this is the basic requirement of human specie. Work place constitutes of different individuals with different unique identities. They have their own thought process and way to react in a particular situation. Effectiveness of communication is much required to keep this work force bounded together to achiever higher productivity with maintaining higher level of motivation and moral. This is only possible when the communication is not only concentrated on delivering the material but when it full fills the basis needs of human being, which is listening. Listening is the basic requirement for communication as it builds the foundation of trust which results in an effective interpersonal communication. Listening is the origination of all speaking as both speaker and the listener need it to carry at the time of communicating with each other. Speaker not only needs to listen to any verbal response but also the non verbal expressions displayed by the listener. Listening is not an art, it is the reflection of our character, and displays our habit and humanity, how we care for others. Rogers and Roethlisberger stated “The biggest block to personal communication is man’s inability to listen intelligently, understandingly and skillfully to another person” (1952). There are few qualities of a good listener, they never judge prematurely, they go beyond the message & take interest in the message sender too and they sincerely seek to understand. All the three above said qualities are not techniques; however they are the hidden original quality of a human species, which needs to be implemented in day to day encounter and practice to become effective in interpersonal communication in work place. For effective interpersonal communication different types of listening is required as active listening, critical listening and empathic listening. According to Meany and Shuster “Critical listening is different from simple listening. Simple listening is the process of hearing information and perhaps (it the speaker is lucky) storing it in your mind or notes. Hearing is passive. Critical listening is just what it sounds like: listening with an eye towards criticism. It is an active process of engagement with the speaker. You must be able to understand and evaluate your opponents’ arguments in order to respond adequately and appropriately” (2003). Both the above discussed listing styles are not leading towards effective interpersonal communication in work area, however critical listening style is often used at management level in work place. Sometimes it seems to be effective, however the chance to distort the actual and original message is higher as it only concentrates on the topic, it does not build any emotional touch with the topic and speaker/listener. We have another listening style called empathetic listening which according to Jensen is “empathetic listeners listens for the emotional state of the speaker; detect voice fluctuations, tempo, tonality and so on; are sensitive to physical touch; and often become part of the drama of the conversation. They are most concerned about the speaker’s feelings (2009). In the light of above mentioned definition of empathetic listening, it becomes quite clear that this is what we require to move on the road towards effective interpersonal communication in work area. For us emotions are very important in life and when someone shows their interest in our emotions, it creates a pathway for more understanding which routes the road to effective communication. In work place, being a good listener is the best practice in order to keep the life in balance. However as said earlier, listening is not a skill, it is a way of living. It is core element of ones’ character and cannot be changed immediately. In order to become an effective leader or an effective professional, there is always a need of keeping personal touch with peers and sub-ordinates, which helps to build trust and make every communication more effective, more interpersonal. For being empathetic listener, it is very essential to understand the impact and importance of perceptions, emotions and non-verbal expressions as these affects the interpersonal communication. A perception is map of an event based on past experience. Every time the event occurs with a person, it got filtered through the belief system of that person and produces the same result every time. Result here means, how we think, feel and behave in response to the activating events filtered though the existing belief system. Perception can have very strong adverse impact on the quality of communication. Communication is nothing but is an interaction system. According to Luhmann “What always happens in interaction systems, despite their sensitivity to selection and disturbance, is a double process of perception and communication in which burdens and problems lie partially in one and partially in the other process and are constantly redistributed depending on how the situation is interpreted and where the cause of the system’s history directs the participants’ attention” (1995). Perception is one of the biggest barriers in an effective interpersonal communication. It acts as an obstacle which does not allow the person to think logical or to think something relevant. It pushes the persons’ psychology in passive move and often leads to misunderstanding of the subject and the theme of communication. Any communication can never become an effective interpersonal communication; if the base is build on perception. In work area most of the problems in personal relation and acceptability arises due to existing perception in ones’ brain. This can be treated as an extreme form of negative emotion or experience which keeps on reproducing the same destructive result time and again. Emotions also have an impact on the quality of communication. When an emotion starts taking decision of the actions, it most often led to failure of communication. Emotions need to be utilized for constructive behaviors and sometimes motivational, in contradiction when it takes control of decision making ability, analytical ability and logical approach; it ends up with unwanted results which in most of the situations can not be reverted. Emotions and perceptions have major contribution on non verbal expressions during communication. If a person is emotionally not stable, the kind of response as an active participant in communication will be either is passive or reactive. Understanding of non verbal expression in the mean time is very important in making an effective interpersonal communication. It enables and provides several effective tools to the person to make the best out of current situation. Acceptance and respect of emotions is very much essential for starting of a meaningful interpersonal communication. Emotion can override our thoughts and influence our behavior. Developing emotional intelligence skills helps us to identify and effectively communicate our emotions and also helps us to recognize the emotions of other people. Stress has become part of today’s’ work place as everyone is moving after goal, target and success. Stress needs to be dealt with logical approach and patience, sometimes inner motivation also helps a lot in reducing stress. In work place, stress management is much required as it plays vital role in the creativity aspect of an individual, Communicating with emotional intelligence is recognizing when stress level is very high and returning to our colleagues in a work place, whenever possible, to a relaxed and energized state of awareness. According to Jaffe and Segal “Non verbal communication is the pulley of emotionally intelligent language that attracts the attention of others and keeps relationships on track. Eye contact, facial expression, tone of voice, posture, gesture, touch, intensity, timing, pace, and sounds that convey understanding engage the brain, influencing others much more than words alone can” (2008). Timely recognition of non verbal expression and behaving according is the key for an effective interpersonal communication. Interpersonal communication is much required in work place as it fulfills the basic human needs. An individual having the skills of interpersonal communication leads his own life with grace in thought, actions and behavior. In work area this skill is much required to excel in terms of relationships, acceptance and growth. Strategy to become master in interpersonal communication does not talk about any quick fix approach. It is a sequential and on going process which starts with developing a habit of listening, Empathetic listening is one of the best listening styles to learn and practice in order to have an interpersonal communication. Listening habit is followed by the art of having self control on the emotion which often leads to the creation of a perception. Communication is circular processes wherein speaking and listening continuously change their position from one person to another. Understanding the current role and acting accordingly is emotional intelligence, which enables a professional to sustain and grow with grace and respect in work place. References Guffey, M.E. (2008). Business Communication: Process and Product. USA: Cengage Learning Rogers, C.R. (1952). Barriers and Gateways to Communications, Harvard Business Review, July – August 1952, p. 34 Meany, J., & Shuster, K. (2003). On That Point! : An Introduction to Parliamentary Debate. USA: International Debate Education Association Jensen, E. (2009). Super Teaching: Over 1000 Practical Strategies: USA: Corwin Press Luhmann, N. (1995).Social Systems: Writing Science. USA: Stanford University Press Segal, J., & Jaffe. J. (2008). The Language of Emotional Intelligence: The Five Essential Tools for Building Powerful and Effective Relationships. USA: The McGraw-Hill Companies Read More