Effective Professional Communication - Literature review Example

Running Head: Professional communication Professional communication Customer’s Name Customer’s Course: Tutor’s Name: August 14th, 2012 Article 1: Rhinehart, E., (2009). Professional Email Protocol. Committee on Pretrial Practice & Discovery, summer 2009. Retrieved August 14th, 2012 from http://www.ficlaw.com/people/attorneys/rhinehart_publications/rhinehart_professional_email_protocol.pdf Introduction Communicating with other individuals or group of individuals is an integral part of everyday life. Communication is mostly involves instantly recognizable language speaking as well as writing in order to pass an intended message (FNRM, 2008). However, implicit messages such as tone and even eye contact also play a big role in communication (Modaff, DeWine & Butler, 2008). Learning to communicate effectively both implicitly and explicitly is a valuable skill for any professional. This is because effective professional communication goes a long way in helping any professional in any field to achieve personal success as well as organizational success/ objectives (Drexel University, 2012). Emails are an integral part of professional communication since they fall under written forms of communication (Modaff, DeWine & Butler, 2008). In addition to this, emails are being used increasingly in many professionals including lawyers. However, many clients and/or lawyers do not know how to communicate effectively and professionally via email. Summary Emails are gaining fast popularity as a form of professional communication in the field of law (Rhinehart, 2009). This is mainly because email is a fast, convenient and easy means of written communication. Subsequently, the use of emails has basically changed the way lawyers conduct business with clients and also the way they manage cases (Rhinehart, 2009). Even though lawyers spend a lot of time critically analyzing sentence structure, capitalization as well as word choice and punctuations, most lawyers do not know how to communicate effectively and professionally via email. This is mainly because most lawyers tend to forget/ ignore the importance of following the rules and protocols of composing professional email messages (Rhinehart, 2009). When composing a professional email message, the first step is to identify the purpose/ main objective of the communication. In the profession of law, these purposes/ objectives may include request/ granting of professional courtesy from/to the opposing counsel, negotiating the terms of a ‘protective order’ or ‘settlement agreement’(Rhinehart, 2009). The second step is to identify the tone of the communication (Rhinehart, 2009). The tone of a professional email message should not be too aggressive. The use of capital letters should be carefully evaluated since the use of all uppercase letters in an email message indicates shouting (Rhinehart, 2009). The third step that one should take is to evaluate the writing style to be used. Professionalism should be maintained in an email address, for example, unnecessary humor, sarcasm and personal stories should be avoided in professional conversations (Rhinehart, 2009). The fourth reminder is to identify all the recipients of the message. One should carefully identify the intended recipients of an email message and not absent mindedly copy email addresses. One should also avoid the overuse of ‘cc’ and ‘reply all’ features since this can lead to unintended recipients receiving email messages which were not meant for them (Rhinehart, 2009). The fifth step that one should follow is to avoid sending premature emails (Rhinehart, 2009). One should not send an email message before it has undergone the above mentioned steps. The word count should also be appropriately considered in this stage. The sixth consideration is the drafting of a useful subject line. Drafting the subject line in an email message is important since it reduces the chances of a one’s email message getting deleted by mistake. The eighth consideration when writing an official email message is to evaluate the format and necessity of all the attachments. In conclusion, it is wise for one to review and revise the email message in order to correct spelling mistakes, poor grammar as well as missing information (Rhinehart, 2009). In addition to this, it is always important for one to remember to be civil and professional (Rhinehart, 2009). Critique Email is a very expedient and vital tool that lawyers are increasingly using to communicate to their clients as well as other lawyers. It is absolutely vital to note that when a lawyer or any other professional is communicating via email, the right protocols should be followed to the letter in order to avoid question marks being cast on one’s professionalism (Rhinehart, 2009). In order to ensure professionalism, it is important for one to employer proper etiquette for example by using phrases such like ‘please’ and ‘thank you’ in the email message (Drexel University, 2012).One should also mind his/ her tone in order not to sound curt, arrogant or absurd (Rhinehart, 2009).It is also important for one to avoid writing very long emails, since lawyers are extremely busy people and they may lack time to go through very long messages (Modaff, DeWine & Butler, 2008). Just as Rhinehart (2009) mentions, one should get straight to the point in order to reduce time wastage. As a lawyer, it is important for one to always remember to be professional and civil (Rhinehart, 2009). It is important for any professional in any field to always remain cool, courteous and helpful (). Despite the fact that lawyers are one of the best professionals when it comes to language use, they do not usually follow the right protocols when sending email messages (Rhinehart, 2009). Nothing displays ‘unprofessionalism’ more than poor spelling, abbreviations, slangs, emoticons and inappropriate language, terms and expressions that do not have a place in professional communication (FNRM, 2008). Any professional should proof read emails for typing, grammatical errors and other common mistakes (Drexel University, 2012). One can also make use of a spell checker or a dictionary for assistance. Indeed, it is important for one to confirm the email addresses of the recipients (Rhinehart, 2009). It does not look good when a professional such as a lawyer sends an email containing critical and confidential information to the wrong recipient. Moreover, it is also necessary for one to go review the attachments too. Measures such as attaching the necessary file/ files first before one starts to write can be employed in order to counter forgetfulness (Drexel University, 2012). In addition to the above, it is necessary to avoid using uppercase letters throughout the email message since it is equivalent to shouting/ yelling (Rhinehart, 2009). A professionally written email should not be deemed to be rude or annoying. However, Rhinehart does not mention the importance of having an appropriate name for one’s domain the one provided by the ISP (Modaff, DeWine & Butler, 2008). These domain names are important as they portray one’s image as a professional or otherwise. For example, an email address such as ‘bradleyjames@totallyhotguy.com’ is likely to raise many questions on ones professionalism. Article 2: Boyle, D.K., & Kochinda, C. (2004). Enhancing collaborative communication of nurse and physician leadership in two intensive care units, Journal of Nursing Administration, vol.34, pp. 60-70. Retrieved August 14, 2012 from http://www.ahrq.gov/qual/nurseshdbk/docs/SeagoJ_PC.pdf Introduction For many years, professional communication has been seen as a hard task among professionals. However with many professional institutions embracing a culture where each employee has to be trained on the communication methods to be followed, it thereby becomes easy to communicate in a professional way. In this article, we are going to review on the right procedures to communicate effectively basing our review on communication in health institutions. This review seeks to understand the various methods adopted for communication in hospitals among nurses, physicians and patients. It also criticizes the effect of communication between nurses and patients and concludes by giving suggested recommendations. Summary Any communication between the nurses and the patients determines how fast they are going to recover. This has been supported by various authors in this article and also medical institutions that for there to be a successful interaction, there has to be strategies that are to be created and policies to follow (Boyle & Kochinda, 2004). The policies that have been implemented will reduce the gap that exists between power exercised in health institutions and the knowledge that health professionals have. In this case the author is trying to bridge the gap between nurses and physicians and enhance proper communication. As Habermas states in his critical analysis, successful communication goes beyond the regular exchange of information in medical professionals and to boost good communication, there has to be willingness to challenge the assumptions behind negative communication. Patient safety is greatly attributed to the relationship that exists between nurses and doctors. In this literature, there has been an argument that the female gender is mostly affected as most of the nurses are female. It further states that nurses take much of their time in focusing on the image they carry and the differences that exists in decision making not forgetting their ethical behaviors (Arford, 2005). Communication therefore has to play a major role as they interact with patients therefore by communicating effectively with the doctors, they will be able to detect the conditions of patients early enough. Beyond communication of patient and nurse, the article has also discussed communication between nurses and physicians (Arford, 2005). Using a theory called leader member exchange theory, it t explains the physician as a leader and the nurse as a member who provides care in the health institution. With this in mind there is the need for a patient to be offered services in a safe place and using the right conditions. Following this, there is the need for a the health team to collaborate and work harmoniously as a team to ensure that patient safety has been achieved and this can only be possible through improving on the communication skills. This article places much emphasis on the importance of communication in health practitioners because through them, there will be reduced rates of death, patients will be much satisfied and the time spent by patients in hospitals will be reduced. It therefore becomes difficult to achieve the above goals if there are inefficiencies and poor interpersonal communication between the health team leading to insufficient delivery of care in the patients. The article suggests that by integrating communication into smaller bits such as empowering practitioners, working together as a team, enhancing organizational culture and improving the climate in health institutions, it will go a long way in having easy communication with patients at all levels (Rosenstein, 2002). Critique Though much has been discussed in the article defending the patient, there are also situations where even though the nurses are the ones who spend most of the time with the patients, they are not satisfied with the communications that they encounter with the physicians. Citing cases of decision making, nurses have been given a minute platform to decide on the best course of action if the physician is not present. If nurses are given more communication on any emergency response, it goes without saying that doctors will find it easy while treating patients (Brandi, 2000). This literature focuses greatly on the effective communication strategies that are to be adopted by nurses and physicians regarding the safety of the patient making the patient to have no say on the part of communication yet he or she is the major cause of them being in health institutions. In my own view, I suggest that before any procedure or action is implemented, there is the need to first communicate with the patient and through that, quality and maximum care will be guaranteed. Conclusion T o conclude on the above literature, there is a recommendation that there is the need for interventions to be done on evaluation of effective professional communication. Some of the measures to be adopted among many will include a lot of training on the part of nurses which with the recent research carried out, it has been found that over time there has been an increase in good relationship among workmates, there has been reduced information overload and collaboration between nurses and physicians has increased. With this in mind, patients have seen the need of a shared responsibility on their health which yields to an improved health status. Supporting McFerrin and colleagues on an implementation of a communication structure technique, it will help in proper communication of reports, knowing how to discipline members who do not practice proper professional communication and finally educate health practitioners on ethical behaviors (Brandi, 2000). To make this a success there is the need to ensure that nurses and doctors come up with a strategy of how the organizational culture will be upheld, both practitioners should focus more on training that will encourage better communication, come up with changes that will be easy to adopt on the side of nurses and doctors and at all times evaluate the performance of policies implemented so as to check whether they are compatible and applicable to all individuals. By using professional communication and in this case supported by communication tools, it will not only enhance smooth communication but will also improve on the quality of management. References Arford, P.H. (2005). Nurse-physician communication: an organizational accountability, Nursing Economics, vol, 23, pp. 72-7, 55. Boyle, D.K., & Kochinda, C. (2004). Enhancing collaborative communication of nurse and physician leadership in two intensive care units, Journal of Nursing Administration, vol.34, pp. 60-70. Retrieved August 14, 2012 from http://www.ahrq.gov/qual/nurseshdbk/docs/SeagoJ_PC.pdf Brandi, C.L. (2000). Relationships between nurse executives and physicians: the gender paradox in healthcare. Journal of Nursing Administration, vol.30, pp. 373-8. Drexel University, (2012). Professional Phone, Email and Skype Communication. Retrieved August 14, 2012 from http://drexel.edu/scdc/assets/forms/Professional-communication. FNRM, (2008). Handbook for Effective Professional Communication. Retrieved August 14th, 2012 from http://www.esf.edu/fnrm/documents/FNRM_Communications_Handbook2008.pdf Modaff, D. P., DeWine, S., & Butler, J. (2008). Organizational communication: Foundations, challenges, and misunderstandings (2nd Ed.). Boston, MA: Pearson. Rhinehart, E., (2009). Professional Email Protocol. Committee on Pretrial Practice & Discovery, summer 2009. Retrieved August 14th, 2012 from http://www.ficlaw.com/people/attorneys/rhinehart_publications/rhinehart_professional_email_protocol.pdf Rosenstein, A.H. (2002). Original research: nurse-physician relationships: impact on nurse satisfaction and retention. Journal of Nursing, vol. 102, pp. 26-34. Read More