Effective Communication - Essay Example

Name of student: Instructor: Course: Date of submission: 1: Effective communication: communication today Communication studies transfer of meanings while communications entails all aspects of data transfer (Euson 4). People Transfer data within telecommunication systems that comprise satellites, internet and telephone networks. However, Priestles paradox explains contradictions in communication and it state that as people continuously elaborate modes of communication, their levels of communication reduce (Eunson 6). Technology is responsible for diminishing of face to face communication. Communication models explain how the process takes place. They show the sender, the message, the channel, receiver and the effect of the communication. (Eunson, 7) Models of communication: Shannon and weaver This model explains how communication takes place in a two-way manner: from sender to the receiver and vice versa (Eunson 9). Elements of this model are information source, transmitter, receiver and the destination. However, critics say that this model presumes neutrality of the message. On the other hand, the process of communication is linear because (one-way or two-way), transparent, intentional and never considers the social context of the process. Shannon and weaver model (Eunson, 9) Communication process It involves senders and receivers (who switch roles), messages, pre-editing, encoding, decoding and the post-editing, noise, feedback, channels and context (Eunson 11). Receivers of information include customers or the public while senders exist within organisation context or can be interpersonal. Messages can be written, spoken, non-verbal (cues) and graphic or visual (videos and pictures). However, ways of changing the messages from its original form may be mechanical, behavioural and systematic. Mechanical message alterations consist of inflection, accent (distorts the meaning), pitch (high or low), emphasis and pronunciation. Behavioural elements include compassionate tone, sarcastic tone; innuendos, body language, aggressive tone and hesitation while systematic distortion of messages includes the use of jargons (ambiguity), puns (jokes), irony and the style. Pre-editing stage involves consciousness development when transforming the message through denial, topic avoidance and agenda setting (Eunson 14). Post-editing stage entails the consciousness or unconsciousness of transforming contents of the message through recall and cognitive disagreement. What follows is noise development because it impairs hearing and reduces audience concentration. The message travels through channels (media), mostly hardcopy, and can be permanent, formal or informal. People relay messages through memos, noticeboards among others. However, closed circuit telecasts in the modern world like videotapes and websites are gaining popularity. Communication takes place within a scope or context since it shows the controller of the process. However, cultural factors influence encoding of the non-verbal cues through timing and interpersonal relationships. There is a clear relationship between communication and agreement or disagreement since the latter depends on the type of information. Communication is the main source of organisation conflicts thus effective communication is vital (Eunson 27). The four strategies of proactive or active consideration, accommodation, defensive and obstructionist help in solving dilemmas. 2: Interpersonal communication: nonverbal communication, listening and feedback Nonverbal communication complements verbal communication through congruence (Eunson 310). Body structure involves expression of biological drive, for example, nodding in approval or disapproval. Facial expression reveals how many an individual has emotional dispositions. For instance, a smile shows a positive response. Eye contacts mean different things in varied cultures. Saudi Arabian, Korea and Euro-American regard direct gaze as a sign of honesty and openness,, but averted stare indicates respect among Japanese, West African, Mexican and Puerto Ricans. Voice influences communication through pitch. Animals mostly use smell, but it can be a distraction in humans (Eunson 317). Gestures express emotions, but it is culturally sensitive. Fidgeting denotes insecurity while shrugging shoulders shows apathy. Body postures bowing denotes respect but body movements like touching vary within cultures. Arabs, Latin Americans and Russians embrace high contact, while Anglo-Saxons, Japanese and Koreans have low contacts. Most important, environment aids communication through architecture, furniture, climate and interior decoration. Cultural and time context bring about two types of people; monochrons (prefers linear flow work structures) and polychrons (prefer multiple projects and do not get interrupted easily). Listening is deliberate and a psychological process (an involuntary process) (Eunson 320). Around 1.80% of executives rate listening as the vital work force skill. It allows individuals to get the full picture due to the possibility of two-way communication and helps in survival through learning what others say. Through listening, people get to know the truth through being attentive and solve their problems amicably. On the other hand, it helps in coping with distractions and one gets the same favour when he or she listens to others. In the work place, listening helps the staff to endure technological pressure or overload. However, barriers to listening include daydreaming, distraction, rehearsal, stereotyping and emotions (stress). Active listening requires attention, concentration and less verbal response. This helps in clarifying meanings, summarise the message and gather all relevant facts Questioning and feedback Effective questioning helps in determining kinds of questions and matching these types to the audience or situations (Eunson 330). It is vital for efficient communications and interactions. Questions can be direct, open, closed, objective, rhetorical and hypothetical. They can take different forms like formal or informal, negative, brief or lengthy. Questions depend on feedback that can take different directions. Downwards feedback is from superior to inferior or subordinate, upwards (top to bottom management), lateral (peer to peer), between friends or within relatives. People avail feedback by speaking in private, in public (meeting), writing them or nonverbal. 3: Employment communication Great communication while job seeking is vital due stiff competition from other job seekers. These individuals have technical skills, but employers look for particular qualifications (Eunson 667). Skills have limitations since some can become obsolete in a short time, they are restrictive and inflexible (not transferable to other careers). Employers require job seekers to listen, speak clearly, negotiate responsibly, read independently and develop empathy. However, job seekers must build personal brands or unique skills. In preparing for the job market, an individual must be flexible, well organised, learn networking and develop a mix of skills and knowledge. Documents pertinent to job application include cover letters, resumes, qualifications (certificates), recommendation letters, work portfolios and a completed application form (Eunson 671). Cover letters are business transmittal letters, introductory letters and sales letter. However, solicited letters responds to job vacancy advertisements while unsolicited letters enquires through professionalism without presumptions. Resumes are summaries of experiences, abilities and qualifications (Eunson 675). They exist in two formats; chronological where an individual puts personal information in time sequence and functional format that categorises personal information. Functional format is suitable in career switching and where employment history gaps exist. Chronological works well in a clearly set out career progress, when track record speaks for itself and gaps do not exist. The reference part incorporates recommendation letters and names available for contact. It is necessary to review the written resume through thorough editing to eliminate the errors. The last part of employment communication is the interview process (Eunson 690). The interviewee must do extensive research on the company, learn all the questioning skills, and inquire on assessments of job selection. Interviewers use different questioning techniques including open questions, directive questions that target the resume, behavioural questions (to see interviewer reaction on particular issues). Other techniques include the forced-choice question and questions to test the creativity of the candidate. Finally, interviewers clearly listen to the candidate, are courteous, take relevant notes and ensure the perfect environment for the exercise. They also conduct ethical research on the candidate and develop relevant questions. 4: Oral presentations Oral presentations entail public speeches which comprise impromptu speeches, work presentations, motivational talks, wedding speech, work briefings and sales speech (Eunson 340). Audiences may be friendly, hostile or neutral with some preferring audio-visuals forcing the speaker to expound on significant points. Proper analysis helps in persuading the listeners by distinguishing their dynamics. The speaker must be authoritative, influential, a decision maker, a collector of information, socialist (attends but do not play any role) and able develop audience power map. Audience power map Fear and stress are the main drawbacks of oral presentation (Eunson 347). However, knowing audience is crucial because they want success in the speech. Hostile audience needs special attention thus grapevines in such cases help the speaker to find out about the audience prior to speech through the use of official channels. Extensive research helps the speaker to know his or her stuff. When dealing with multiple questioners, the speaker must identify the sequence of the questioners, keep answers brief and respond later to questioners who persist. Telling the truth to a hostile audience avoids contradictions because they can when the speaker is lying. Planning the speech helps the speaker know: what to say, how best to say it, the need of the audience, what audience wants to hear and the best way to make the presentation most effective (Eunson 350). Time planning must be ten times the speaking time and rehearsal should take minimum time, 2 times the presentation. For instance, one hour speech requires eight-hour preparation and planning but two hours for rehearsal. Context planning entails pattern exposition, content quality, the focus (unique message) and the spice (content variation). It must also take into account how to deal with audience, multiple channels and balancing problems. Introduction, body, and conclusion constitute the presentation structure, but question segment supplements the process. Prior to presentation, good grooming and organisation of the resources result in good rehearsal (Eunson 363). Other areas for rehearsal are non-verbal communication; the speaker must use them with confidence to avoid obvious anxiety to the audience. Voice dictates the effectiveness of communication through pronunciations, articulation (saying meaningful words clearly) and the tone pitch. To manage stress, the speaker ought to exercise, breath, arrive early, rehearse and gain venue familiarity. Other presentation resources include handouts, computer projections, microphones and CDROM/DVD player. Power slides are best when the presentation restricts the use of colours and font types. The background should be consistent, and there must be one idea at a time. 5: Effective meetings Meetings occur when two or more individuals assemble with a view to communicate. Meetings must take some structures (Eunson 624). The constitution is a document that spells out structures and organisation requirements while standing orders shows specific procedures needed to conduct business. Moreover, control and defensive dullness constitutes feedback and accountability systems. Meetings follow procedures. Firstly, the motion represents a formal change or action proposal followed by the amendment that proposes a change for the motion through the mover. Meeting terms Abstention is the act of refusing to vote while acclamation is voting by cheering or clapping (Eunson 631). When the meeting adjourns, the members temporarily halt it. The term carried used denotes passing of amendment but casting vote happens through the chairman in case of a deadlock. A meeting taking place in camera is confidential while point of order challenges the meeting procedure and a quorum is the minimum number of members required in the meeting. The chairperson makes briefings and clarifies matters through interpretation. He also challenges issues while maintaining order by control measures (Eunson 65). The other functions include facilitating or managing the group dynamics, focusing and reducing conflicts by smoothing membership differences but can also increase conflicts when he or she introduces new issues. Second to chairman is the secretary who must be organised and disciplined. He or she handles the paper works, manages correspondence and answers to the chairperson. The secretary keeps minutes especially the particular motions and voting outcomes. Poor planning leads to time wastage and insufficient time for crucial issues (Eunson 645). It also means that responsibilities are unclear and the management presents complex issues insufficiently. The chair and secretary must place time limits on agendas; develop minute style while recording actions and background information. Planning process Meetings normally fail due to lack of motivation, lack of clear goals and prior information (Eunson 650). It can also miss trust of the participants as well as failing to emphasize important issues. Decision making takes place at different levels (Eunson 656). It can take place through individual support or leader where the group does a little but it can lead to bad decisions. Members can also vote because it gives everyone a voice which is the same as consensus where a leader asks the members if they support decision or not. Brainstorming is the grouping individuals to discuss the best decisions and it is the same as the usual grouping method. Finally, Delphi technique involves expertise based questionnaires which the management send to expertise that carries out the process. Work cited Eunson, Baden. Communicating in the 21st Century. 3rd ed. Hoboken: John Wiley & Sons, 2012. Print. Read More