Business Communication Today - Example

Business Communication diary Section Reflection on ‘writing diagnostic’ seminar 1 2 On the comparison of the done analysis on the different undertakings, proper analysis brings in more information to the individuals thus enhancing the under stability of the issues being talked about. Analysing any issue makes it easier to have the discussion much lively as the involved people got more information sources to air out in the discussion thus bringing the idea of clear points which are much persuasive to the audience. Information organization is among the core values in having a clear and understanding of information in any communication process. An organized point makes it more effective in the process by ensuring the entire all the intended information is passed to the audience. Proper approaches are the key tools in ensuring that the communication process is based on the intended and scheduled facts. With the organization of information, there would be no lack of communication flow thus which hinders clarity of the information hence making it less or totally unpersuasive at all to the audience. Thus, lack of the proper and efficient organization of the information, would lead to passage of the wrong information to the audience. Audience adaptability is another key factor in ensuring the passage of the intended and the clear information. Once there is the adoption of the present audience who might have different understanding and persuasive nature, having the ideas on how to make them all capture the information clearly and have their satisfaction is the most crucial thing in achieving their satisfaction thus, making them understand. Without the proper capture techniques, it’s always hard to make the audience have a clear knowledge on the intended capture thus, the information is always not clear to them. With the enhancement of the audience adoption, there has been effective contribution and involvement of the present audience as compared to the previous ones. Section 2 - Reflection on ‘presentation diagnostic’ seminar Location of your presentation on university video drive: 2.1 Before the Presentation PAIBOC: Purpose: -What do I want to tell my audience? What do I want them to think do or know e.g. I want them to know the benefits of good communication skills/the purpose of this report was to analyse Toyota’s strategy plan and what the coming is doing to ensure it remains the leading global company in the motor vehicle industry. Audience:-What kind of people I’m going to address? What are the attributes of these people? For instance you will be addressing your fellow students, tutors or company executives. Seminar 4 The Quality Assurance Office was addressing the staff of the North America branch. Information:-what information should I include in my message? Is the information must be relevant? What message do I want pass across to the audience. For instance, I want to inform company directors the closing market price of the company’s shares. Seminar 4-The QAO was articulating the measures the company has put in place and also how efficiency has been achieve. Benefits:-Can my information be convincing to the audience? How can my information help the audience? For instance, I will need to support my information using real world experiences. Objections:- What objections I am likely to encounter from my audience? How I’m going to answer the questions concerning my presentation or topic. Context:-The context refers to the situations within the environment that are likely to influence their responses. For instance, a seminar for professional talking is very different from a political. Background based seminar. PAIBOC is the features used in the analyzing of the purpose of the audience within the prevailing purpose of the communication. By being able to clearly analyze the presentation’s purposes, audience involved information, benefits, objectives, and the context. With the purpose of the presentation we were able to determine what the audience expected from our presentation. Through this, we achieved the satisfaction of the audience thus delivering the expected and quality information. The information was strategically designed to be educative to the audience. Being able to use the concept helped in determining the characters of the audience expected in the presentation. This made it more effective in determining the appropriate information and presentation methods suitable to them. The main target of the presentation would be effectively selected as well as determining the sub targets. The sub targets were the indirectly involved in the presentation and in the audience side and they were considered effectively. The clear understanding of the audience is the key factor in the success of the presentation. Understanding the objectives and the expectations of the audience is what was considered in coming of the presentation. The kind of the information to be included in the presentation was among the crucial considerations that were made in the preparation of the presentation. The kind of the expected audience determined the information to be included. Difference audience has the different understanding capabilities thus the differences in the kind of information to be included. The audience benefits from the presentation are considered in determining the presentation methods. With the expected benefits to the audience, strategic decisions were quit easier to make for the suitable information. . With the clear understanding of the benefits of the undertaking, there will be unbiased passage of the information to the audience and the objectives won’t be achieved. The objectives of the discussion ought to be outlined in order to come up with the strengths, weaknesses and the objections in the undertaking. The determining of the objections to be expected from the audience is a crucial factor in coming up with a quality presentation. The expected objections were analyzed clear and we come up with the alternative to avoid their occurrence. Different audiences always have the different objections thus having the different alternative to avoid the objections. Measures to overcome any objections were also developed. The context of the presentation determines the response from the audience and their interaction. Determining the quality context was stratified to help in having the friendly and non distracted response from audience. The beliefs and the personality of the audience consideration helped in a presentation that is friendly to the audience. 2.2 After the Presentation With the kind of the presentation, the most appropriate information was passed to the audience and their satisfaction achieved. Materiality of the information led to the clear and persuasion of the audience. The communication was much effective from the methods used in the presentation and the information was clearly presented to the personnel. The benefits of the information from the seminar were clearly outspoken to the intended users. The information was correctly supplied and presented to the users who were targeted to be the purchasing managers. The information was made sure to be much persuasive and clear to the managers. The analysis had made it easier for the overcoming of the upcoming threats from all the sides either from the audience or any external sources. The objections from the audience were clearly taken care of without the harassment of the audience (Gregory, 35). Proper handling of such issues was solved with diligence in order to avoid the disappointment of the audience. With the proper means of the solving of the issues, the audience felt more respected and involved in the undertaking. 2.3 With the experience and the presentation, it was an outstanding communication orientation. With the communication orientation, there is no anxiety as compared to the performance orientation. This orientation makes it more resolving to issues and coming up with the solutions. The performance oriented is involving of a performance where there is the impression of the audience rather that making progress in the discussion issues. Being a bright student in my class, I was chosen by the class teacher to represent my class before the rest of the school on the major economic and social developments that were taking place in Iran. I prepared for the day and rehearsed everything that was on my speech paper. having been thought how to involve the audience back at lower school in literature, I planned very well about how I was going to maintain contact with my fellow students to make sure that I made the day a success and show other students that I was not only bright in exams but also I had good oratory skills. I was invited to the podium and given the microphone. Because this was my first day standing before such a large crowd, I found myself shivering and shaking such that I would not hold the microphone well in my hand. However, I gathered courage and started my saying a big hallo to the rest of the students who were eagerly waiting for the speech presentation. I tried to warm up to the rest of the school but the more I found myself shaking to an extent that no words were coming out of mouth 2.4 Section 3 - Choice of real-life communication task/researched analysis In week 7, you are required to describe and analyse a real-life communication task from your personal 3.1 When the examination is near, group discussion are usually rampant all-round the different classes. There are groups formed to help in improving the performance of the students through solving of individual weaknesses. During last examinations discussion groups, there were different groups that were involved in the revision. During a group discussion, each member would air out the views they had to participate in the discussion. Airing out the points would be the order of the discussion. The participants would gather their own points and later discuss them during the group meetings. This would help in gathering diversified information which would be much useful in enhancing the improvement of the participants’ performance. Though much easier to undertake the discussion, there are key issues that were taken into account. The nature and the materiality of the information each presented counted a lot as well as the mode of presentation during the presentations. There were occurring differences in all the undertakings thus, being a threat to the discussions. Making the group lively was the key factor in order to enhance the discussion thus bringing out the clear information of the issue for effective understanding. Having the different topic to discuss always made the mode of the discussion change from topic to topic as well as from the subject to subject. Some got presentations while others were just discussion oriented. Therefore, the involved group members were familiar with the different concepts to ensure that the right message they wanted to send out is captured. 3.2 With the different kinds of discussion, there were differences that were encountered among them being poor presentation concepts, unclear information, and contradiction among others. These might have arisen due to lack of the proper analysis of the information to be presented by the members. With these mistakes they had been leading to performance oriented approach rather than a communication oriented discussion. Because of this discussions were conducted in many persuasive ways to make the involved persons understand the issue being discussed. Through these persuasive discussions, the members understood the difference and the right direction was chosen. 3.3 Analysis is among the major concepts that could facilitate the discussion and enhance an effective passage of the intended quality information (Jones, 2000). With the detailed study of the subjects to be discussed, there would be the effectiveness in the persuasion of the participants earned because of confidence from the discussion. With this, the participants in a group discussion bring in more information thus a diversification of the information. Adaptability in the process of discussions makes it easier for the participants to enrich their points and give out the quality the intended information to the members. With the adaptability, the participants make it easier for the members to understand and be able to capture the data clearly. With adaptability, the presenter would deliver the information in different situations and to different audiences thus ensuring that the effectiveness and quality of the information is maintained. Swiftness of the presentation is a key factor in ensuring that the participants understand the presentation in advance. The presenter ought to check on the presentation speed and make it much appropriate for the participants or audience to enable them capture each and every datum he or she passes over to them. Having a relatively moderate speed makes the participants have a clear concept of what the discussion is all about. Section 4 - Team diagnostic Location of your team task on university video drive: 4.1 Following the presentation, the different participants had the different roles to undertake. A strong team presentation is ensured or achieved when members of the team are suitably playing the roles they like to the participants in the different scenes. Different participants played the various chores to ensure effective passage of the expected information to the audience. The chores ranged from the group leaders to the secretary and the law and order keeping individuals. In the group, the leader is selected to ensure that there is the effectiveness of the team work, and to ascertain that the arranged discussions are held appropriately (Annett, John and Neville, 78). The group secretary takes into account the discussed issues and makes short notes. This acts as a reservoir of the matters discussed in the group meetings. The secretary also keeps a record of the present members and the absentees. The law and order keeping personnel ensures that during the discussions there is the maintenance of order and orderly discussions are held. These roles play a key part in enhancing the efficiency of the team work. 4.2 Having the tendency of missing the discussions- Team work is usually undermined by the lack of the members’ full presence as full attendance of the members ensures that there are clear and efficient discussions and presentations. This makes the role of the missing personnel to be assigned to others who might end up having dual chores in the process. A dual chore makes the performance much difficult and tiresome thus poor performance. In addition, the absence of members kills the team’s spirit to take active participation. This can also contribute to unpreparedness for the group. In situations where the missing member is the key role player in either the discussions or presentation, the whole team gets affected. Finally, there might arise situations where team members are assigned tasks especially for both presentations or discussions and it happens that the member who is presenting or guiding the group is missing. This greatly kills team spirit as members feel dejected. From the way we split the roles, we realized that everybody really fitted in his place because we had no major issues. Section 5 – Response to tutor’s feedback Work cited: Annett, John, and Neville Stanton. Team work. London, England: Taylor & Francis, 2000. Print. BoveÌe, Courtland L., and John V. Thill. Business communication today. 6th ed. Upper Saddle River, N.J.: Prentice Hall, 2000. Print. Gregory, Helen. Team work. North Mankato, MN: Capstone Press, 2012. Print. Jones, Peter. Group work. New York: Macmillan, 2000. Print. Read More