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Personal Work Environment Paper - Essay Example

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Summary to essay on topic "Personal Work Environment Paper"
Communication skills are highly valued by business organizations. The functions of planning and implementing strategies for achieving goals are important, especially for people like me who is an administrative manager in my office. According to Roebuck (2001), there are studies that prove people usually spend 70 to 85 percent of their work time deliberately communicating through writing, reading, speaking, and listening…
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Download file "Personal Work Environment Paper" to see previous pages... Such studies support experts' claims that communication is indeed "the lifeblood of any organization" (p. 2).
Business organizations agree that there are many ways of communicating. These are the channels of communication, or where the communication will take place. Thus, choosing the right channel and the appropriate form for business messages is a communication skill.
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Channel involves the issue of what should be put in writing and what should be communicated orally. Will messages be communicated by fax Telephone E-mail Face-to-face exchange When communicators agree about the channel, they can avoid misunderstandings. Such misunderstandings may seem trivial, but these can be significant in closer analysis. In the United States, according to business communication guides, efficiency, clarity, conciseness, accuracy, and accountability are the keys to making the right communication channel. For example, a telephone call may be the fastest way to get clarification, but you may need something in writing before you can act.
In my opinion, face-to-face meeting is still the "best channel" to use when doing official business communications. ...
Presently, business organizations could meet through videoconferencing. This method simulates live, face-to-face interaction, although people attending the "meeting" may be thousands of miles apart. Yet, videoconferencing could not provide the energy provided by participants who shares the space, and there is always the threat of technological glitches (Roebuck 2001, p. 4).
In addition, memos, e-mail, networked intranet bulletin boards, printed reports, and other written documents are the most common channels of written communication within companies. Memos, in particular, play different roles in different cultures and organizations. In North American businesses, memos are the standard channel of communication from superiors to subordinates, subordinates to superiors, and employees at the same level. In addition to that, memos can also be written to file or as reminders to oneself. They can be formal or informal in tone. When informal, a memo is a convenient way of communicating information in writing-so there is a record of it-without the weight of a formal document. However, memos at this time are already commonly sent by e-mail (Varner & Beamer, 2004).
As a means for sending feedback from employees to management, memos (especially e-mail) excel-at least where feedback is expected by managers. Feedback is not easy for managers to gather if subordinates are not used to giving it. Managers who don't solicit feedback will not receive as much as those who do. Memos may not be the best channel in these situations. Face-to-face exchanges, in which a wide range of nonverbal signals can be sent along with the worded message, may be a better choice.
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