Achieving Effective Communication - Essay Example

Achieving effective communication The personal psychological test can produce sixteen diverse profiles of personalities with dissimilar values. From the test result, my psychological type falls under the classification of the extraverted intuitive thinking judging profile. I have a 67% score for extraversion, which is a high preference for extraversion to introversion. I have a 73% score for intuition, which marks a distinctive preference for it to sensing. I have a 58% score for thinking, which translates a high preference for thinking over feeling. I have a 53% score for judging, which translates to a high preference for judging to perceiving. I prefer careful planning activities to the belief of improving on a situation or going by the feelings that are current. The urge for adventure is an outstanding factor evident from my profile. I prefer finding a solution to problems through new and innovative approaches to applying familiar means. When making considerations in any situation, I deliberate on the possibilities of the sequence of events rather than on apparent circumstances. I prefer to explore a variety of options, through which the course of events may assume to following the normality in the development of events. In making judgment, I am interested in the details leading to the realization of ideas, contrary to basing them on mere generalization of thoughts. I give room for the avoidance of strict observance of set regulations to come up with independent and rational results. In taking actions, as a response to occurrences, I speculate about a number of options that can bring the best outcome, instead of acting instantly. I put trust in reason and independence of thought as compared to actions taken based on feelings. I admit no ambiguity when acting on situations and any step geared towards success should be unequivocal, in my opinion and beliefs. I undertake clearly defined plans, with explicit instructions, well formulated for the best possible outcome. My profile can be helpful in amicable conflict management at the workplace. The belief in the exploration of a number of options to find the best possible solution is a massive boost to nurturing conflict management skills. My profile also allows me to take instructions with utmost intensity and devotion towards them. Tolerance to a number of personality traits is a key factor that my profile allows me to integrate. This enables me to have dedicated interest and cooperation in team works, at the work place. Perfected negotiation skills, given the high tolerance to diversity of personality traits, are a boost towards desirable relations with colleagues at the work place. My preference for clearly defined plans to undertake activities helps in improving the quality of outcomes at the workplace. I, therefore, would prefer working with high potential and trained personnel to colleagues who tend to be unprincipled at executing their roles. Intolerance to ambiguity and vagueness in the execution of duty at the work place is a compliment to desirable supervisory traits. I, therefore, can effectively undertake supervisory roles at the work place. Innovativeness to finding solutions to problems, as opposed to normal solutions, makes an impressive and enormous contribution towards having a desirable peer-to-peer relationship at the work place. I am able to conduct an employee assessment and personality improvement at the workplace, given my deep instinct in making rational, informed and sane judgments. In the overall sense, my profile enables me to have an enviable behavior at the work place given the close relations with colleagues and senior personnel. A complete contrast to my profile would be the introverted sensing feeling perceiving. Contrary to my profile, such a person is quick to make decisions based on premises that are not well thought-out. These premises lead to irrational conclusions that cannot serve the purpose for their formulation to the fullness of satisfaction. Any relationship between the holder of this profile and me would be contradicting and uncomfortable. We would differ based on ensuring strict and well-formulated plans prior to undertaking any action. Since such a profile holder would take instant action, there would be a difference in such a relationship since I would need to consider diverse options prior to acting. I would channel for innovative measures taken to find a possible solution to problems. Such a profile holder, on the contrary, would prefer normal ways that have their basis on perception and personal feelings. This would be a source of conflict in such a relationship. While decisions made by this profile holder have little consideration to context and situations, I would optimize on contextual considerations. This would render the relationship uncomfortable. Despite the disharmony in such a relationship, there are possibilities that we can complement one another. Through tolerance of different traits and understanding each other, we can complement one another. Through embracing amicable conflict resolution, we can effectively settle to undertake the most desirable actions to take. With effective evaluation of all possibilities before taking actions, we can complement each other effectively and achieve harmony in the relationship. The Songri led project team is prone to facing a considerable number of team communication challenges. With the team members operating from different locations (Jersey City, sufficient coordination is an inevitable need and a role that Songri must execute with utmost awareness because of the challenges to team communication that is most likely to occur. The three (two professionals in information and technology and a web based transactions expert) lived in Jersey City. The four business people operated from Chicago. Joseph, the information technology expert from had his office in Phoenix. The Senior Vice President also operated from Chicago, the headquarters of Mammoth. The four business experts available to guide the team, in case there was demand for their expertise, also operate from Chicago. The locations of the stations were in three different time zones. Team communication challenges, therefore, evidently, would rise in the course of the Songri’s efforts to administer and coordinate the project and its progress. Such challenges would translate to negative impacts, if the management, in the absence of preventive measures. Perfect mitigation efforts to avoiding the negative impacts of team communication challenges becomes an inevitable step for Songri in ensuring full success of the project. Technology enabled communication is effective in anchoring communication among team members. The physical separation of the team members by distance, as well as time zones, calls for electronic communication. The need for an integrated and comprehensive technology as an infrastructure is a key to ensuring that communication is effective. Underdeveloped collaboration among members of the team while using electronic communication possesses a notable challenge to communication of among team members. Challenges may arise from reduced network in of the technology used, which may halt fundamental processes that group members need to communicate in undertaking the project. Failure to ensure a well-managed technology may affect critical processes as software developments. Lack of skills is a common cause of stunted collaboration in the management of the technology used in communication by team members. Lack of such fundamental skills of using technology in communication, therefore, is a notable challenge to team communication. Lack of technical support for the improvement of the technology used in may pose an immense challenge to effective communication among the members of the Songri led team members. Failure to attend to this challenge promptly would cost the team when it produces undesired quality of the project. The team may not design a system that would ensure integrity min financial transactions. The Songri led team can take measures aimed at resolving the challenge posed by underdeveloped collaboration in the use of electronic communication. This would call for an integrated internet-based collaboration. Team members should comprehend the need, advantages as well as limitations attached to the use of technology in attaining flawless results. The group should ensure that the network used in technology is reliable, steadfast and consistent to avoid disruption of critical process as software developments, as well as testing. Providing training to team members on how best to use and manage the technology used in communication is an essential step to counter the problem. This would work to boost coordination of activities and process needed to design a system that would ensure reliability in financial management. The proposal of provision of training for the team members would work to boost their performance level as well as improve on the quality of the system designed. Processes as software testing would be easy to undertake, with improve efficiency in the use of technology. This would anchor the creation of a system that can support complex financial processes and transactions. Team members can also complete the project within the required time span. Provision of training shall also enable members to hold virtual meetings and deliberate on critical issues. Training would also work to improve their awareness and efficiency in applying virtual meeting software as WebEx. Team members working on the project may be from diverse cultures and languages, which, in turn, may pose a notable challenge to communication. Effective communication across cultures may be prone to factors that work to counter it. Finding strategies that counter the effects of cultural and linguistic diversity is critical towards achieving success and the project’s objectives. Culture contact anxiety may be a possible challenge facing the group members. This may spring the unease that team members may have while interacting with colleagues from different cultures. Such cultures are not native to the setups and background of such team members. Such factors as negative feelings towards interacting with team members, whose cultures are different profoundly influence their openness while communicating. Team members may also lack mutual trust in colleagues, who embrace other cultures opposed to theirs, ultimately affecting communication. Lack of trust among the members of the team because of Songri’s failure to attend to this challenge would result in incomplete achievements of the project. The outcome, as well, may be flawed and prone to error because of lack of communication during crucial stages of the project that would ensure the integrity of the system. In achieving a holistic and harmonized communication among team members, Songri needs to nurture intellectual sensitivity towards diverse cultures. She would need to ensure perfect relationship among group members with divergent cultures and languages. This would enable her to nurture and create trust among members, which is vital in ensuring coordination among them. Team members would develop positive feelings while interacting among themselves in the course of the project work. This would improve the level of coordination among members and determine the success level of the project. Mutual trust, a significant factor in team communication, would receive a boost, especially in such scenarios when team members have incomplete knowledge of their colleagues. Songri should encourage every member of the team on the importance of diversity and its strength while informing them of its inevitability. She should stress the invaluable contribution of every team member towards the development of the project. This is possible through encouraging team members to embrace fellow team members, regardless of their cultural perspectives. Team members would enjoy working together, as well. Delivering relevant information needs a concrete and constructive communication strategy. This involves the choice of an appropriate channel that would ensure passing on timely and precise messages to team members. Songri’s choice of communication channel may bear both positive implications for the group. However, if not well chosen, the strategy may pose a considerable challenge to team communication. The channel of communication should achieve the set goals of the project undertaken. It, for instance, should support team coordination during stages as integration activities. A proper communication channel should support critical processes in the project as software development. This enables system testing to support seamless financial transactions. The channel of communication should also enable legal reviewers of the project to have full access to the information contained therein. This would enable the team players to make recommended changes to the system and ensure its conformity with legal requirements. Failure by Songri to choose the right channel of communication may translate into lack of proper provision of full information that is crucial for the project success. The credibility of the system’s functionality may be subject to compromise, with the wrong choice of the appropriate channel of communication. To ensure that the right information reaches the correct team player at the required time and in the appropriate form, Songri should take the most appropriate channel of communication. She may choose videoconferencing, for instance, to convene meetings of team members. This would be appropriate since it would support the team members to give their view on critical and complex processes in the project. Team players can sort clarifications from different member, in that case. Apart from video conferencing, team members can use e-mails to send notifications to colleagues, among other channel deemed appropriate in consideration of the audience and urgency. In choosing the most appropriate communication channel, Songri can ensure completion of the project within the deadline set. It would also increase the quality of the system as the ability to accommodate complex financial processes. This would fulfill Mammoth’s objective of having flawless financial transactions with HHH. Organizational issues may pose a number of challenges to team communication. The project involves two key organizations, Mammoth and HHH, which must coordinate to ensure a credible outcome. It is critical for the two organizations, as communicating parties, to provide their view on the project to enable the team players integrate them in the project. In communicating, the two should focus on finding solutions to that would fit the needs of every organization. This process works to strengthen the liaison of the two organizations (Bolton, 1979). A strong liaison between the two is decisive in ensuring team communication, failure of which the project may be flawed. Failure by Songri to ensure that the two organizations coordinate, harmoniously, and pass exact information to the team players may translate to a project that does not meet set standards. It, for instance, may not conform to the structures and processes in one of the organizations. Songri, therefore, should ensure a direct and involving coordination between the two companies to overcome organizational challenges that may create a halt to information passed forward to team members. Of key contribution would be to launch close contact with the stakeholders, the two companies inclusive, at every stage of the project. The two companies should find efficient and fast ways to achieve conflict resolutions (Bolton, 1979). She can pass pertinent information to from the organizations to team members at every stage of the project. Such an effort would ensure the project is in accord with the provisions of different organizations. Keeping close contact with legal reviewers of the project is also of exceptional importance in ensuring its conformity with relevant legal provisions. Completion of the project within the timeframe depends on the level of cooperation among the organizations (Bolton, 1979). Coordination would also lead to completion of the project that with high integrity and functionality and, which conforms to legal provisions and organizational requirements. Achieving effective communication is a significant part of every project for utmost results. Virtual team members face diverse team communication challenges. Cultural and linguistic diversity may pose halt to effective communication among key players in the project. Failure and faults in the technology applied by the group in communication may not allow team members to communicate effectively, as well. Misinformed choice of a communication channel can lead to distortion in the passing of information among team members coupled with uncoordinated organizational structures meant to convey information. However, proper measures geared at overcoming such challenges to team communication are effective to ensure timely and satisfactory completion of projects by the virtual team members. References Bolton, R. (1979). People Skills: How to Assert Yourself, Listen to Others, and Resolve Conflicts. New York, NY: Simon and Schuster Read More