Assignment 4 - EFFECTIVE COMMUNICATION PDF

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Assignment 4 – Essay Effective Communication Skills

Induction Module - 15845 March 28, 2020

Effective Communication Skills

As indicated by the Merriam-Webster Dictionary reference, communication is a process by which information is exchanged between individuals through a common system of symbols, signs, or behaviour whilst effective is defined as producing a decided, decisive or desired effect. The main objective of this paper is to examine how important it is to communicate effectively (either officially or unofficially – family/friends, writing memos, making a presentation, convening a session, training or webinar) by understanding the principles of communication that would help and guide us as individuals to pass on messages to the expected recipient(s). In addition, this would enhance our pattern of communication to befit the listener(s) or readers, location at the given time and be able to overcome any challenges encountered when there is/are obstruction(s) on the pathway hereby leading to a boost in confidence level. According to Rajendra (2020, p.118) effective communication is purposive interchange resulting in workable understanding between the sender and receiver of a message. He went further to explain that, in order to communicate productively, one must recognize that we are disparate in the manner we observe the globe and utilize this insight as a tool to our conversation with other individuals. To have an impressive communication finesse, one must know that communication occurs in different forms, one can adopt a pattern that suits the situation and realise that there could be barriers to communication pathway before reaching the intended recipient(s). The different forms of communication includes but not limited to; voice tonality, facial emotions, verbal (usage of spoken/written words), gesture, disposition and pictorial. Communication could be a fusion of any of the aforementioned forms. For instance use of correct punctuation marks, italics, capitalization, use of emoticons are grammatical components that depicts the writer’s aura (Gill, 2012). For the non-verbal communication (the facial emotions, gestures, disposition) can bring about an effect up to 60% while voice tonality constitutes 30% and verbal form 10% of the effect (Julie, 2008). Therefore, we must familiarize ourselves with these elements, how to lay emphasis on a word in a sentence for the intent not to be misconstrued, use of punctuation where necessary, using suitable underlying tone and spell check to avoid frustration and ease of comprehension on the part of the receiver. This will help one attain an excellent result; when the receiver of the information has the same understanding of what was conveyed.

Moreover, various patterns can be adopted to suit the listener, reader and the environment whilst communicating. The communication patterns are a mix of intrinsic finesse and styles mastered properly or via happening and everyone has an exclusive pattern by which they connect with others. 4 types of communication styles (Online Alvernia, 2018) indicates that these patterns include communicators that are apathetic (laid-back), intrusive (a bit combative), the confident (one that is emphatic/self-assured) and one that has combined apathetic and intrusive patterns. For instance; “I don’t want trouble, let’s keep the peace” and “I will do whatever you say” are phrase examples used by an apathetic communicators. They often act disinterested in conversations, finds way out to shun disagreement and have selfpity. Another type is the intrusive communicators who are boisterous, quite terrifying when conversing (also known as verbal hostility) and tend to give orders without considering others’ opinions. Examples of such phrases used by them are; “I am correct and you are wrong” and “I want everybody to agree with my view”. For the confident communicator who is well articulate with his/her own opinions/perception, not domineering in a conversation and like a win-win situation. Phrase examples includes “I think I understand what you are saying, but I am in disagreement” and “We both are right”. The communicators who have both apathetic and intrusive patterns would seem laid-back, mumble to themselves most times instead of accosting someone, evading an argument, and communicates more with gestures. Phrase examples used are “If you really want to” and “Fine. Whatever”. Subsequently, there are obstacles that can determine if communication will be rewarding at the end; such obstacles include physical, linguistic, cultural, organization and inter-personal (Paul, Helen, 2013). All these can obstruct the line of communications; take for instance, someone speaks English to a non-English individual (the receiver would find it hard to comprehend the message passed). Hence the importance to study and understand the cultural differences in communication wherever you find yourself at the time. Another barrier that may occur is exerting the appropriate attitude in the workplace that aligns with your job role, official relations and designations, and employing the best tool to communicate official matters (which stems from day-to-day practice and noticing how co-workers converse with top executives). In addition, one must make a conscious effort to listen when engaging with someone to understand instead of making assumptions based on your perceptions. The capability to communicate efficiently cannot be over-emphasized, as it is a fundamental dexterity, a requisite in all facets of life (with family/friends, as a professional, in a social gathering, addressing an audience, writing proposal, or drafting a memo/contract agreement)

and can be continuously refined. We must be knowledgeable about our audience and environment at the given time, know and adopt the pattern that works for the situation in order for the message to be passed to the recipient. This is paramount as it would help us write clearly and concisely, be able to listen and comprehend others’ communication, make use of appropriate language, and take criticism when there are conflicting ideas. However, we must not forget a vital aspect that communication is a dichotomous-way activity and both individuals must be able to comprehend each other.

References Gill, H. (2012), Brilliant Communication Skills Great Britain: Pearson. Julie, J (2008) Effective Communication Patterns: Up, Down and Across Yale. Available at: https://www.grinnell.edu/sites/default/files/effective_comm%20_patterns.pdf (Accessed: 07 April 2020). Merriam-Webster Dictionaries. (2020). Communication. Available at: https://www.merriam-webster.com/dictionary/communication (Accessed: 04 April 2020) Merriam-Webster Dictionaries. (2020). Effective. Available at: https://www.merriam-webster.com/dictionary/effective (Accessed 04 April 2020) Online

Alvernia

(2018)

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at:

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communication-styles/ (Accessed: 07 April 2020) Paul, N. and Helen, B. (2013) Effective Communication. Adobe ebook format

[e-book

reader]. Available at: http://www.free-management-ebooks.com/dldebk/dlcm-effective.htm (Accessed: 17 March 2020). Rajendra, V. (2020) ‘Effective Business Communication Skills: A need of Hour for Young Graduates,’

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