The Communication Problem - Essay Example

Memo and Flowchart Memo and Flowchart To XYZ Dec-10-2008 Thi i to notify that the aim of thi exercie i to identify the communication problem and tougget olution for it. Ret of the detail are in the memo: Communication i a part of our everyday life that occur whether we intend to or not. Every individual ha a particular tyle of communicating. With o many tyle of communication and everal different peronalitie, it i eay to have dicrepancie and miundertanding that reult in communication. Thee tyle include both verbal and non-verbal approache a well a being able to liten, except in unfortunate circumtance where a peron i literally incapable of doing any. Within an organiation, poor communication can be a determining factor in it ucce or failure. Mchane and Travaglione explain that good communication enure individual know what i expected of them and it galvanie coordination within the organiation. The root of a large number of organiational problem i poor communication. Thi eay will give an indication of what tyle of communication were involved in my previou line of employment with Woolworth Limited. How everyday communication uch a word, voice, tone, geture phyical action and the like took place with fellow employee baed on the model preented by Gamble and Gamble. In an organiation where ervice i of the highet importance, effective communication i a vital component of organiational ucce. BW, which i a company owned by Woolworth Limited, i no exception. Up until the end of 2004, I wa fortunate enough to hold a managerial poition at BW which magnified my reponibilitie toward a number of iue but more importantly to employee. To be a effective a I could, verbal communication wa one of, if not, the mot important apect when communicating with employee. A a manager it wa imperative to overcome communication barrier before approaching an employee. Thee barrier may have been diadvantage of verbally communicating, uch a noie, hearay, choice of word, aumption and tereotyping, which could all contribute to miundertanding. I felt it to be my duty to recognie any of thee barrier and enure that they were not included in the communication proce. For example, if it required me to talk to an employee about hi/her performance, it wa imperative that they had my 100% attention and the chance of ditraction wa zero. In an environment where there maybe five employee at one tore, it wa crucial to be aware of what wa aid about employee around other employee or co-worker, which could have had repercuion at later tage. I learnt from early on, an employee will not hear what you have to ay, poitive or contructive, if they have heard that you have been talking to other about them. They would have already began to get defenive and think of what they need to ay to get their point acro while I wa trying to make mine. Another apect of verbal communication i written tatement. In my workplace, thi included memorandum, bulletin, flyer, report, letter, faxe and e-mail. Mchane and Travaglione decribe written, verbal, or electronic method a, at time, imperonal, but fat and effective. Written communication i very often the mot uitable and clearet mean of communication. A a manager at BW, written communication may be the mot uitable when trying to communicate organiational goal, objective, target, value and o on. In an indutry where the encouragement of policie, procedure and practice are central to improvement, written communication i often the bet way to demontrate thi. That i not to ay interperonal connection within BW wa are non-exitent, becaue that i by no mean the cae. Developing a trut relationhip between manager and employee make it eaier to reach the goal of ucceful communication. Effective communication i built and utained on the trut between manager and employee. 'Doing what i right' and having employee follow thi principle alo require initiating and utaining mutually truting relationhip . Gamble define litening a a deliberate proce through which we eek to undertand and retain aural timuli. It depend on a complex et of kill that mut be acquired. Litening in any line of work i jut a ignificant. Particularly in my ituation, where I tried to promote employee to throw idea at me, it wa in my character to liten to what other had to ay and really comprehend what they were getting at. A a manager I wa contantly looking for feedback from employee. It wa encouraged that feedback be given, both negative and poitive, to create a better working environment and open line of communication that might eemed to have been uncomfortable. Even if it wa an iue that required immediate converation, the moment to top and reflect about a plan of approach wa key to feedback working. Non-verbal communication i a much broader area of the proce that may be more difficult to get a hold of in order to reach a level of being effective and not being miundertood. Thi area of communicating poee more impact on a peron than verbal communication. everal expert on communication agree that action peak louder than word. We a human do not realie how much we rely on non-verbal communication; the reaon for thi i due to the fact that mot non-verbal communication tranpire on a level that i below our conciou awarene. Much of our communication in pontaneou, unpremeditated. While we normally plan the word we ay or write, we rarely plan every blink, mile or other geture during a converation. Non-verbal meage are alo een a more genuine becaue behaviour can not be controlled a eaily a poken word. Perhap the mot common anwer for why we ue non-verbal communication o often i becaue word have limitation. It i een a more effective to decribe omething non-verbally. A large percentage of tudie how that the meaning we derive from communication, we derive from the non-verbal cue that the other peron give. Non-verbal communication ha many function in the communication proce. It regulate relationhip and may upport or replace verbal communication. The area mot common to viual non-verbal communication i alo known a body language and conit of everal mean of communicating without having to peak a word. A peron' facial expreion, tance or poture, and even the way they move their eye are all form of communication through body language. Thi characteritic of non-verbal communication i an area which repetitiou and contradictory ignal play their role. A a manager, it wa important to control habitual body language and geture that they may have come acro wrong. In my experience at BW, non-verbal ignal played a number of different role when paired with verbal communication. Through repetition, they can repeat the meage poken. For intance, I found myelf in a ituation where I had to expre to an employee a certain dipleaure at a job they had undertaken. My non-verbal repetitiou ignal wa to begin pointing to the employee with a tern look on my face. One moment when I wih I had conducted myelf and my action a lot better. The role of contradiction tell a meage differently than what ha been portrayed. Many time, a peron will ay one thing, but through contradiction, they indicate omething ele. If I wa to tell an employee that I wa incerely orry for a miundertanding and greet them with a wide mile, thi would definitely be a contradictory ignal. On one occaion early on in my managerial poition, I found myelf talking with an employee about their experience for a likely tak. A the employee began to dicu hi familiarity with the job at hand, my immediate reaction wa to a have my arm folded and eye fixed on him. Not long into the converation I aw the employee begin to loe track of what he wa aying and I later realied that the employee had felt intimidated and thought I regarded their comment a worthle and meaningle. That wa not my intention and oon made the adjutment to be more relaxed and laid back when convering with employee. (Maguire, 246-247) olution In my time at BW, I dicovered that communication a a manager in the workplace i vital. It i a foundation of ucce. It i more important a a manager to poe effective verbal and non-verbal communication kill than an employee becaue the manager i the leader. A leader hould be an example to hi/her employee. A manager, expectation hould be clearly tated and demontrated. Fritz , draw attention to he reult of true leaderhip within an organiation i clarity. Although achieving effective communication kill in the workplace can be challenging in a world where feeling are o eaily hurt, people are o eaily offended, and word are alway being twited, a manager mut overcome thee obtacle in order for hi buine to ucceed. It i alo important to remember that appearance and environment play a critical role in communication. To be effective and maintain effectivene, your nonverbal meage mut complement or reinforce your verbal meage. Your nonverbal meage cannot contradict what you ay or the litener will place more emphai on the nonverbal meaning. Mot importantly, remembering that nonverbal meage are different in every culture and each peron within that cultural will interpret nonverbal meage differently. Thank You ABC Communication Flow Chart- Problem Communication Flow Chart- olution Work Cited Maguire, T. (2002 February 23). Barrier to communication how thing go wrong. The Pharmaceutical Journal, p. 246-247 Read More