Communication Differences and Strategies - Essay Example

Communication Differences and Strategies Number: Communication Differences and Strategies Communication is an interactive process whereby parties exchange information, ideas, thoughts and emotions. There are three important components of any type of communication including the sender, who desire to transfer information; the receiver, who the information is being sent to; and the medium of communication. Communication becomes complete when the receiver receives the message. Miscommunication and misinterpretation make communication incomplete. Depending on the medium of transferring information, there are two types of communication including verbal and nonverbal. Verbal and nonverbal communication used by both men and women Verbal communication occurs when words are used to transfer the intended message. Verbal communication is further classified into written and oral communications. There are numerous modes of transferring information in written communication including e-mails, letters, and short texts etc. Written communication is commonly used in the formal sector, for example, giving instruction in legal matters. Examples of written communication documents include contracts, brochures, handbooks and press releases (Caputo, 2003). The other type of verbal communication is oral communication. This happens in speaking through various ways including face-to-face, phone calls, and video conferencing etc. in verbal communication, there is both formal and informal forms of communication. Formal forms include conferences among other forms while informal forms of communication includes grapevine among other forms. Factors that determine the effectiveness of oral communication include the volume, clarity, pitch and speed (Caputo, 2003). Nonverbal communication, on the other hand, entails transferring information through wordless messages. In other words, information in transferred through the body language. The communicator usually uses body postures, facial expressions, hand gestures, and other body movements. Facial expression in a communication can transfer a lot of information. Additionally, gestures, for example, a handshake, a hug or even a smile without uttering any word may be used to communicate numerous forms of messages. Other forms of nonverbal communications include paintings, photographs, and signboards (Mayo, 1999). When both verbal and nonverbal communications are used during a conversation, communication becomes more effective. For example, the two types of communication are always used in plays. This is done by use of body movements, as well as, facial expressions. An example is a mother using facial expressions to warn or rebuke a child when doing something wrong. In comedy, the comedian may use both verbal and nonverbal communication to ensure that the audience finds humor. However, if the two types of communication are not used properly, information may not be transferred effectively. For example, an individual may be talking about how disappointed he is, but his facial expression depicts he is amused thus creating a contradiction. Some important messages are better transferred only after being accompanied by a facial expression. An example is when a speaker is addressing a group of listeners while putting his hands in the pocket. The listeners might even concentrate more on the facial expression or any other body movement used by the speaker than on the important message being communicated. Additionally, the two types of communication might be substituted for each other. For example, when someone is unable to transfer a message through verbal communication, the same information may be communicated through written communication. This is common when an individual who could previously speak becomes ill and can no longer speak. In this case, he may communicate with the doctor through writing. Therefore, communicating parties must observe some communication rules to ensure that the message they intend to communicate is transferred effectively. Verbal and nonverbal communication differences among genders Gender communication differences may be caused by biological factors, as well as, differences in social, cultural, or psychological factors. Men and women communicate under different set of communication rules. Women communication is influenced by connection and intimacy while men communication is influenced by the status, as well as, independence. During a communication, men usually take the literal meaning of a conversation while women commonly use generalization and metaphors in their conversations. This difference in communication brings miscommunication between men and women. Additionally, men are in many cases straightforward in their communication. In addition, to communication differences, there is gender difference in thinking, as we as, in perception (Leaper, 2011). Women in most cases are ready to disclose their personal information but men conceal. Women also speak softly in verbal communication while men are loud. Women are generally soft because of need for emphasizing their points while men are loud for emphasis as well. During a verbal or a nonverbal communication, women are committed to establishing, as well as, maintaining a relationship. On the other hand, men use both verbal and nonverbal to resolve conflicts, as well as, to maintain dominance. There are for key areas that bring gender communication differences including when solving a problem, when communicating feelings, when approaching a situation, and when trying to understand situation as well. During a communication, the message may be distorted before it reaches the receiver because of perception. Gender difference in communication is one of key causes of message distortion. Men are generally more emotional than men are while communicating both verbally and nonverbally. While men focus on influence while communicating, women focus on establishing, as well as, building friendship (Leaper, 2011). Verbal communication gender differences’ studies focus on voice patterns. On the other hand, nonverbal communication focuses on the body language. Numerous studies find that men are less talkative than women are; and that a woman interrupts a conversation frequently. During a verbal conversation, women are known to be polite while men use vulgar language and are more aggressive. During nonverbal communications, women are livelier than men are; for example, they smile more frequently than men do. Women body movements in a nonverbal communication are slow while men’s facial expressions are fast. Men maintain an eye contact for a longer time compared to women. The two key factors that influence nonverbal communication in men and women include hereditary factors and emulation. For example, differences in bone structure in women and men influence their body movement, and even the way they talk. In emulation, children copy their parents in the way they communicate verbally and nonverbally. Boys copy their dads while girls copy their mothers. Using facial expressions women easily shows what they are thinking compared to men. Women can easily understand body movement when used in a communication compared to men. These two differences in nonverbal communication benefit women. Since women are good at using body movement while communicating, they can communicate a message more effectively than men can. Their ability to interpret body movement is also of benefit because they easily receive messages communicated nonverbally. The body alignment in nonverbal communication is also different in men and women. While approaching someone for a conversation, women walk straight from the front while men; on the other hand, approach their conversation partners from the side. Men are always uncomfortable while approaching an individual from the front while women see it aloof and showing disinterest by approaching someone at an angle or from side. Common miscommunications between men and women Although much have been done in efforts to eliminate gender inequality, there are still a couple of differences between men and women in terms of communication, appearance, as well as, behavior. It is true that men and women use different gestures in numerous situations. One key reason for miscommunication between men and women is the difference in point of view between them. For example, a woman would easily state what she feels, but in most cases, she does not remember to say what is behind what she feels. For example, she may tell her husband that she feels thirsty, but she forgets to tell the husband that she needs him to bring her some water. In most situation women, expect men to read what they need from an expressed feeling. On the other hand, men are good at saying what they need but forget, or in some situations are unable to express what they feel. For example, a man may tell her wife not to leave their house, but he fails to cite the reason behind that, may be because he would be lonely after the wife goes (Mayo, 1999). In the above two cases miscommunication may arise. If the woman says she is thirsty, but she does not tell the man that she need some water, it results to miscommunication. Additionally, it results to miscommunication when the man tells the wife not to walk out of their house, but fails to give the reason behind that. The woman may fail to walk out of the house, but instead sleep leaving the man lonely. If men would explain the reason why they need something and women express both their feelings and needs, miscommunication would not happen. Another thing that may bring miscommunication is the fact that men concentrate on one thing at a time while women focus on different things at the same time. In other words, a woman may be referring to a couple of things in a communication but the man focuses on one thing thus bringing miscommunication. Additionally, men may in many cases, respond to a problem communicated by a woman by trying to look for a solution, whereas the woman is not looking for a solution, but instead she is sharing an experience. As an example, a man called Job meets a woman called Jose at a function and the man strikes a rapport. They become interested in each other, the man asks the woman out for a movie, and the woman accepts. After the movie, the pair continues to communicate to each other through phone for a whole week and Job asks Jose for a dinner during a weekend. Jose accepts and they spend some good time together and after learning more about each other, they part ways. From that day, they stat seeing each other often, but never talk about getting into a serious relationship. One day as they drive home from a movie, Jose starts a conversation and asks Job, “are you aware that par now it is five months since we first met and we have been seeing each other regularly”. However, Job does not reply but instead focuses on trying to pull out of a bad traffic. From this, Jose thinks that may be he is bothering Job and that he is quiet because he was not happy about the question. On the other hand, Job think that Jose meant that they had been seeing each other for quite sometime and should, therefore, take their relationship to the next level. Miscommunication happened because of the fact that men do not concentrate on numerous things at a time as women do. Job focused solely on pulling out of bad traffic while Jose had many things in mind. On the other hand, Jose was to a conclusion that maybe she was bothering Job because women become more emotional than men do during a communication. Therefore, it is important for both men and women to understand that they communicate differently both verbally and nonverbally. This is critical to an effective communication because it would eliminate miscommunications, as well as, misinterpretation of the message transferred during a conversation (Mayo, 1999). Ineffective communication tools Communication is only complete when everything goes as planned. In other words, the receiver receives the message effectively. There are numerous things that may hinder effective communication, for example, selective perception, emotional disconnect, biased language, as well as, filtering. Filtering occurs when an individual withholds information to influence someone’s perception. Concealing some information prevents an individual from seeing the wider picture about things. For example, a woman may hide some information about a serious illness from her husband believing it would save their marriage. This is hindrance to effective communication and might even make things worse. Selective perception on the other hand entails filtering the reality about what we listen to or sees to satisfy our needs. Emotional disconnect occurs when either the sender of a message or the receiver is upset. He or she may be upset about the topic of discussion or something outside the topic. For a communication to be effective, the receiver of the message must listen to the person sending the message, even if there are some differences. If either the sender or the receiver is emotionally, upset communication becomes ineffective. Biased language is also a tool of ineffective communication. This is because it may hurt some people depending on their group affiliations or even race. An example is calling someone a “black attorney” instead of attorney, or “male nurse” instead of a nurse. A language that stereotypes someone makes communication ineffective. Another cause of ineffective communication is poor listening. This is common when communicating parties have a difference in opinion. If one party fails to listen in a conversation, it results to ineffective communication (Garson, 2006). Strategies to solve ineffective communication Eliminating tools of ineffective communication would increase the odds of effective communication. For a communication to be effective, both the sender and the receiver of the message should pay attention, as well as, avoid destruction. One should reflect back the message being communicated accurately. One should be empathetic thus understanding other peoples’ situations, which makes communication effective. One should also speak arguably. In other words, a person should be able to support his or her statement with facts. This makes a conversation smooth thus saving time. During a conversation, one should focus more on the positive aspects of his or her partner than on the negative aspects, which makes communication more effective (Caputo, 2003). Another key strategy of effective communication, especially in gender, is turning complaints into requests. This helps the communicating parties to enter into agreements in numerous issues. An example is a woman asking her husband, “If I clean up your clothes, will you prepare supper. Individuals should also be confident and ask for anything they want during a conversation. Hiding what you need by assuming the other party should know it automatically makes communication ineffective. Additionally, both the sender and the receiver of the message should learn negotiation skills to make communication effective (Frascara, 2006). References Caputo, J. (2003). Effective communication. Twickenham, Eng: Dramatic Lines. Esposito, A. (2007). Fundamentals of verbal and nonverbal communication and the biometric issue. Amsterdam: Washington. Frascara, J. (2006). Designing effective communications : creating contexts for clarity and meaning. New York : Allworth Press. Garson, L. R. (2006). The ACS style guide : effective communication of scientific information. New York: Oxford University Press. Leaper, C. (2011). Women Are More Likely Than Men to Use Tentative Language: Gender Differences in communication. Psychology of Women Quarterly , 130-150. Mayo, C. (1999). Gender and nonverbal behavior. New York : Springer-Verlag. Read More