Concepts Of Effective Communication Management Essay

Concepts Of strong parley Management EssayChapter 2LITERATURE suss appearIn the literature freshen section, the opening part allow for be about the concepts of conference and effective talk in an administration on with a brief over scenery about the principles of effective converse. Next be the stickers of parley which will be elaborated with the dish out of various authors and from academic journals. pursuit that, the main theories of the types of discourse, talk channels and colloquys outlines will be discussed and comp atomic number 18d with course credit to the local authority. Further to a greater extent(prenominal), the purpose of discourse in an agreement will be disseminated. In addition, the benefits of effective communion will be discussed along with the distinguishable costs encountered in communicating by the assorted trains.The literature review will help to formulate the research questions as well as to shamble water a relevant methodolog y to carry out the research.2.1 rendering of conferenceWork demand communion. colloquy in both formation is the guidance mint capture in their work d cardinal and sign on treasure for their contributions. As much(prenominal), throng at BRDC will intercommunicate to plan services, aline manufacturing and delivery, hire, train, motivate employees and so on. jibe to Tyson and Jackson (1997),The problem is in the definition of the word talk. It covers a nifty deal and includes non al matchless the authentic linguistic do by riding habitd, but, also, the t ane of voice, pitch situation in which it bows re pinnacle and so on.Despites these difficulties, several(prenominal) ideas that pass along a fairly good picture of what discourse is on the whole about are proposed by different authors. dialogue is a swear out in which people who occupy differing environments exchange hearts in a specific context via one or more channels and much respond to to each one(prenominal) opposites messages through communicative and non communicative feedback. (Alder, R.B., Elmhorst, J.M., 1996)Similarly, Baskin and Aron take a expression (1980) kick in delimitate communion as the exchange of messages betwixt people to achieve shared inwardnesss.According to Carell et al, (1995), conversation is the glue that binds various elements, coordinates activities, lets people to work in concert and produces entrusts.Cole (1993), on the new(prenominal) hand, defines dialogue asthe process of creating, transfer and compriseing ideas, facts, thoughts and feelings. It is a process that is essenti on the wholey a manduction one an interchange between cardinal or more persons.As delimitate by the authors, by exploitation different means of colloquy, cultivation and meaning push aside be transferred between senders and recipients. Communication in organisation is on that pointfrom a study of the exchange of actors line and meanings as th e people at bottom and after-school(prenominal) these establishments work towards achieving organisational objectives.2.2 Effective CommunicationAccording to Roberts, J. (2009), effective communion is the passing of the right message or information to the right person, in the right track, at the right time, and with the right effect, impact and outcome.Effective communication is a deuce-way process purpose the right message, which is also be correctly received and understood by the other person/s. Effective communication is the key factor to successful commission. The principles of effective communication feces be reviewed using two approaches namely, the offset principle approach and the Seven Cs.2.2.1 The ABC approachAccuracyThis implies that the information conveyed moldiness be as accurate as possible since people notify interpret it in different ways. It is important to set communication in some form to allow for variations of information. However, cosmos accurate is not always easy and recipient demand to be aware of its limitations.BrevityThis means being concise and and soly the message locoweed be identified and understood. This helps the recipient as arguments do not last lost in a clutter of un pauperismed words. However, one substantial stick to the point as wander off in other areas may cause confusion.ClarityThis is achieved through the use of the right speech. The audience needs to be considered carefully. Locker, O.K and Kaczmarek, S.K (2007), believes that audiences pay attention to messages barely if they seem important, relevant and interesting. However, this includes what language, explanations and examples will make sense to the audience.2.2.2 The Seven CsClearMeaningful language is needed to avoid ambiguity and the messages must be communicated in a way which bathroom be substantially understood by the audience. Therefore, words and phrases need to be chosen with care. pithyBrevity, compatible with the complexity o f the information to be conveyed and the necessary style and tone, is of the essence. Messages should be free from all elaboration and superfluous detail.CorrectThe information has to be correct. However, round at BRDC should check for errors, especially in figures, names and addresses. elegantIn some(prenominal) form of communication, it pays to consider it as a face-to-face address to the recipients. Employees should be polite and use friendly language alternatively than starchy officialese which is a barrier to communication.CompleteThe communication should fully convey the message, leaving as far as possible no affaire out. earreach will be aware that they have everything they need.ConsistentThe flow of language is considerably helped by consistency of use, such as standardising the person and tense, and viscous to a particular style and tone throughout.ConvincingEmployees should show dominance and commitment in what they communicate, even though there may be times when they do not actually feel them in what they do at work.The Seven Cs considers a wider range of points and is more certain than the ABC approach.2.3 Communication Theory Framework 1Mechanistic communication is exactly the transmission of information from the head start party to the second party. The first party being the sender and the second party being the receiver. mental communication is actually the thoughts, feelings of the sender which he tries to share with the recepients. It also includes the reactions, feelings of the receiver after he de marks the information.Social communication is considered as a result of interaction between the sender and the receiver. Communication is directly dependent on the content of the speech.Systemic Communication is actually a new and a different message which is created when various individuals interpret it in their own way and then reinterpret it and draw their own conclusion.Critical Communication is simply a way with the help of w hich an individual expresses his power and authority among other individuals.To sum up the communication theory suggests that to survive, every living entity, needs to communicate with others and also among themselves.1 http//www.managementstudyguide.com/communication-theory.htm2.4 Communication mannequinsThere are louver most recognised and accepted prototypes of communication.2.4.1 Aristoles Model of communicationAristotle was the first to take an initiative and design the communication manakin. pattern 1 seeded shirker Scribd.com dumbfounds-of-communicationAccording to this mould, the speaker plays a key role in communication. The sender first prepares content where he put his thoughts in words with a view to influence the recipients, who would then respond in the senders desired way. The model demonstrates that the speaker communicates in such a way that the meeters get influenced and respond accordingly.2.4.2 Shannon-Weaver numerical ModelShannon designed the most pop ular of all early communication models. He wanted to guide the efforts of engineers in finding an economical way of transmitting electrical signals between locations.http//www.shkaminski.com/Classes/images/Shannon-Weaver%20Model.gifFigure 2Source The numeral Theory of Communication (Shannon, C. and Weaver, W., 1949)Compared to the Aristotles model, the Shannon-Weaver model is a common communication model used. It is seen as a resemblance of the humankind communication process. However, it is not equal to human communication. Mortensen, C.D (1972), believes that the model is only formal, that is, does not number for content. Moreover, he is of the opinion that the Shannon-Weaver communications dust is static and also linear. It conceives of a linear and existent transmission of information between locations.2.4.3 Berlos Model of communicationWhile the Aristotle model of communication puts the speaker in the central position, the Berlos model of communication takes into reflect ion the emotional aspect of the message. It is an adaptation of the Shannon-Weaver model. Berlos model of communication operates on the SMCR model.In the SMCR modelS SourceM MessageC tuneR ReceiverBerlos model of communicationFigure 3Source The Process of Communication (Berlo, D.K, 1960)This model shows that source is flexible as it includes oral, written, electronic and any other forms of communication. Message was made the central element. Furthermore, it stress that receivers are the targets. The encoding and decoding notion translate thoughts into words and decrypt words of others into terms one can understand. However, it implies that human communication and car communication are similar and there is manipulation of the message. People misunderstand each other even with the right symbols.With reference to the berlos model of communication, the speaker and the listener must be on a common ground for hushed conversion but this is sometimes not practical in the reality.2.4. 4 Schramms synergistic ModelWilbur Schramm (1954) was the first to modify the mathematical model of Shannon and Weaver. He accent markes that communication is incomplete until the sender receives a feedback from the recipient. Schramm believed that communication is actually a two way process between the first party and the second party.mhtml appoint//FVANDANAHcommunicationsCommunication%20Models.mhthttp//www.shkaminski.com/Classes/images/Schramms%20Model%202.gifFigure 4Source The Process and Effects of Communication (Schramm, W., 1954)Schramm bequeathd additional notion of a field of experience. It includes feedback, context, culture and so on. However, this model accounts for only mutal communication between two parties. This model does not account for multiple levels of communication between several sources.According to Schramm model of communication when a sender passes on the information to the receiver, the latter must interpret it in the desired form and give him the feedba ck or respond accordingly. The communication is not complete and thus ineffective if the sender does not get the feedback.2.4.5 Dances voluted SpiralAnother important model of communication is the Helical Model of communication which was proposed by Frank Dance in 1967 to obtain some more light on communication process. This model understands communication in a birds eye perspective and considers almost all the activities of an individual.mhtml turn on//FVANDANAHcommunicationsCommunication%20Models.mhthttp//www.shkaminski.com/Classes/images/Helical%20Model.gifFigure 5Source www.shkaminski.com- communication modelMortensen As a heuristic device, the helix is interesting not so much for what it says as for what it permits to be said. Chapanis (1961), on the other hand, called sophisticated play The helix signals that communication is continuous unrepeatable, additive, and accumulative. In short, the helix emphasises the integrated aspects of human communication as an evolving proces s. However, helical model of communication may not be a model at all as there are too few variables. The model leaves unanswered questions.2.4.6 Westley and MacLeans Conceptual ModelUn give care Frank Dance, Westley and MacLean believed that communication does not start from day one but begins when the speaker receives signals from his external surroundings.This model pertains to a strong carnal knowledge between the signals from the surroundings and the communication process. The process of communication begins with receiving messages rather than sending messages. Events may sometimes unintentionally occur and signals is received accidentally.(Receives message)Environment-Sender-then sends message(Communication starts)Figure 6Source www.managementstudyguide.com/westley-maclean-model-of-communicationThe model accounts for feedback, a sensory field, non-binary interactions and different modes. Westley and MacLeans model describes more variables in the communication interaction. Howe ver, it is still two-dimensional.It can therefore be concluded that the six models of communication are all initiatives by great scholars to simplify and help in better understanding of the communication process.2.5 Types of communication theoryNo one would talk much in society if they knew how a good deal they misunderstood others. Johann Wolfgang Von Goethe.Organisations have recourse to two types of communication namely,verbalNon-verbal communication.2.5.1 Verbal CommunicationAnderson, H. et al (2004) states verbal communication implies that information has been transmitted through speech. In verbal communication words are involved. According to Boolaky, M. and Gokhool, D., (2006) verbal communication is moreover divided intoOral CommunicationWritten CommunicationOral CommunicationIn the communication process, oral communication refers to mouth words. It can either be a conversation over the call in or face-to-face communication or on the voice bawl out on the Internet. At the BRDC, oral communication is vital as it is easier to get feedback by observing facial expressions and asking questions and provides more opportunity to get attention and keeping interest. However, Desmonds W. Evans (1990) argued that Oral communication is volatile, that is, major decisions cannot be save and thus cannot be saved for future reference.Written CommunicationIn contrary, written communication can be either via emails, letters, faxes, reports, memos and so on. The advantages are that highly technical papers can be presented using words and diagrams and provides a permanent record that can be referred to from time to time or passed on to others. However, Kushal, S.J and Ahuja, S., (2010) argues that written communication is unfit for uneducated person, it is a wastage of time, delays feedback and no clue about real intentions and emotions. They further discuss that to ensure lastingness of written communication, it should be short and simple, complete, avoid jargon s and so on.2.5.2 Non Verbal CommunicationActions speak louder than words. Kaye, M. (1994)Fromkin and Rodman (1983) suggest that up to 90 per cent of the communication process takes place non-verbally. Courtland, L.B, et al (2010) defined non-verbal communication as the interpersonal process of sending and receiving information, both(prenominal) intentionally and unintentionally, without using written or verbal message. He further stress that non-verbal communication is vital as it helps to build up a verbal message.In contrast to verbal communication, non- verbal communication includes overall consistency language of the person who is speaking, which will include the body posture, the hand gestures, and overall body movements. It can also be in the form of pictorial representations, signboards, or even photographs, sketches and paintings.Kushal, S.J and Ahuja, S., (2010) states that non-verbal communication are reliable, efficient, helps establish credibility and leadership po tential, accurate understanding of attitudes. However, they argues that there is lack of secrecy, effectual for small pieces of information, gestures can be misunderstood, it is necessary for both parties to face each other, lack of written proof, more difficult to study and fails to discuss quondam(prenominal) events and ideas.Verbal and Non- verbal communication are important in an organization. BRDC must ensure the effectiveness of the types of communication as there are both advantages and drawbacks.2.6 Communication ChannelsCommunication is now done through phase of channels ranging from nonverbal signals to very sophisticated communication media and technology. The communication that takes place in the organisation can be categorised as formal and open.Formal communication can take place in two waysVertical swimming2.6.1 Vertical CommunicationIt moves between individuals at different levels in an organisation (Taylor, 2005). Vertical communication in spotless management power structure can be upwardsDownwardUpward CommunicationIt refers to information flow from the lower levels of a hierarchy to the upper levels. Employees use this channel to communicate suggestions, grievances and progress of work (Boolaky and Gokhool, 2006). In addition, Courtland, L.B, et al (2010) pointed that executives can solve problems and make intelligent decisions. It is good to taking feedback on policies and takes corrective action. However, it does not transfer realistic message.Downward Communication breeding flows from a higher level to a lower level in a hierarchy. Management uses this channel to inform employees about policies, plans, job operating instructions and feedback (Boolaky Gokhool, 2006). The advantages of downward communication are that it is appropriate for giving instructions and ensures that everyone is workings towards goals and objectives. On the other side of the coin, information can be ill-shapen as it goes down and there is lack of openness between managers and employees2.6.2 Horizontal CommunicationHorizontal communication is both task related and open and occurs between people on equal footing in the hierarchy (Postmes, 2003). Further, Taylor, S. (2005) stress the need of employees to corporate and share. It can take various forms like meetings, face to face exchange, group discussions and telephone conversations. Its objectives are coordination, cooperation and integration.Informal communication as defined by Courtland, L.B, et al (2010) is referred to as the grapevine that encompasses all communication that takes place outside the formal network. Similarly, in the words of Thill and Bovee, The informal communication network carries information along the organisations unofficial lines of activity and power.Kushal, S.J and Ahuja, S., (2010) proposes some advantages of formal communication such as it is dynamic, speedy communication as no formal line of communication exist, multi-dimension as topic of communication v aries and it is supplementary to formal channels. The authors however debated that informal communication results in strain of communication as it carries half-truths and rumours. There is also the existence of erratic message.It can be deduced that the channels of communication in an organization will depends on the structure of the organization.2.7 Communication SystemsCommunication systems can be divided into those using an intranet, those using the written word such as newsletters, circulars, and notice-boards, memo, fax, and those using oral methods such as meetings, briefing groups and, telephone amongst others. (Armstrong, 2006)Communications through an intranet systemOrganisations are increasingly relying on an internal e-mail system (the intranet) to communicate information, especially in workplaces where all or most of the employees have direct or indirect access to a computer. The advantage of intranet communications is that they can be transmitted swiftly to a wide audi ence and thus saves a lot of time.Fax messagesSimilarly to the intranet system, a fax machine is relatively inexpensive. Fax transmits and receives any kind of message- handwritten, printed, diagrams, photographs. It takes only seconds to transmit a fax message, depending on the length of the document. Due to its versatility and speed, it is often used between divisions or branches of the same company instead of telephone or memos. peak lettersA Circular letter is one that is sent out to many people at the same time. The letter may be prepared once and then duplicated. It is sent for the following reasonsInform staff of new policy mattersAnnounce opening of a new speckle/branchNotice-boardsNotice-boards are used to bring special items to the attention of all staff. It is an obvious but frequently misused medium for communications. The biggest danger is allowing boards to be cluttered up with uninteresting or out-of-date material. Its advantage is that a written record of the messag e is kept.MemosIt is a written communication from one person to another or a group of people deep down the same organization. Its purpose is to remind someone of action required, request decisions actions and provide information of any kind.TelephoneTelephones are a point-to-point communication system whose most basic function is to allow two people stray by large distances to talk to one another. In any organisation the person on the phone represents the company and gives an impression of the company to the outside world.MeetingsMeetings enable face to face contact of a number of people at the same time. They provide a useful opportunity for sharing information, making suggestions and proposals, taking decision and obtaining instant feedback.2.8 Purposes of CommunicationThe main purposes of communication in organisation are as followsOrganisational CommunicationExpress feelings and emotions acquire coordinated actionShare informationOrganisation goalsTask leadingResults of effor tsDecision makingSource adapted from Moorhead and Griffin (1992)2.9 Benefits of Effective CommunicationTaylor (2005) argues that if organisations want to be successful in todays world, good communication at all levels is essential. The benefits that can be achieved areStronger decision-making and problem solvingUpturn in productivityConvincing and compelling corporate materialsClearer, more streamlined work flowEnhanced professional imageSound business relationshipsSuccessful rejoinder ensuredIn addition, Courtland, L.B, et al (2010) found that effective communication strengthens the connection between a company and all those groups affected in some way by the companys actions.2.10 Barriers to effective communicationMaini Morrel-Samuels (2006, p.38) establish that most large organizations are plagued by serious communication problem, the difficulties are especially prominent in large organisations where precise collaboration is critical.Robbins (1998) identifies the following barr iers to effective communication Filtering, discriminating perception, defensiveness and language.FilteringFiltering refers to sender manipulating information so that the receiver will see it more favourably. Filtering also takes place between the supervisor and the manager, and in fact, from one level to the next.Selective perceptionSelective perception takes place when the receivers in the communication process selectively see and hear based on their needs, motivation, experience, background, and other personal characteristics. Receivers of information also associate their interests and expectations into communication as they decode them.DefensivenessDefensiveness occurs when people try to defend their position because of certain threats. They have a tendency to engage in such behaviours as verbally contend others, making sarcastic remarks, being overly judgmental, and questioning others motives. Therefore, when individuals interpret anothers message as threatening they often res pond in ways that brand effective communication.LanguageWords and term means different thing to different people. Age, education and cultural background are triad of the more obvious variables that influence the language a person uses and the definition he or she gives to words. In an organisation, employees usually come from different backgrounds and therefore have different patterns of speech.In addition to Robbins, Taylor (2005) suggests the following barriers to communicationEmotional responsesCommunication cannot succeed if a person is highly emotional about the topic concerned. Problems may arise from insecurity, fear, anger. If emotions are high on the part of the sender or recipient, then it would be better to wait for a magical spell before trying to put the message.SystemsIn any organizations there should be prescribed procedures for getting messages to the people who need them. Without such systems there can be no effective communication.Courtland, L.B, et al (2010), o n the other hand, point out the followingCompeting messagesOne must compete with other messages that are trying to reach the audience at the same time. It is essential to come up with messages that the audience will care about as any messages that are more compelling can pull the audiences attention away.2.11 Trends in communicationTodays world has developed rapidly from an industrial age to an information age. Owing to technological advancement, methods of working and composition of groups are affected. In the words of Courtland, L.B, et al (2010), todays business rely heavily on technology to serve the communication process. However, they argued that the benefits of technology are not automatic. Inappropriate used technology can hinder communication.Traditionally, communications in business were hierarchical with messages being passed up and down the chain, often with secretaries acting as a imbue between managers and staff (Taylor, 2005). Network has now replaced the hierarchic al model with email, every member of staff is able to communicate directly with everyone else. Information can therefore be distributed more efficiently around the organisation.It can be deduced that changes in organisational forms have made communication increasingly important to overall functioning of the organisation. However, technology is not a replacement but only a tool to help communication to take place effectively.2.12 honourable CommunicationAccording to Werner David Management is in essence the act of communication, for management processes are linked to the receipt of information and its valid interpretation which results in effective decision making.A perception of ethical foundation is essential for those employed in communication. A variety of theories exist that link organisation communication with its ethical underpinning.Courtland, L.B, et al (2010) is of the opinion that to ensure ethical communication, three elements are required namely, ethical company leaders hip, ethical individuals and policies and structures to support employees to make ethical choices. Moreover, they pointed out that these three elements need to work in harmony. The authors further argued that unethical communication can manipulate audiences in ways such as plagiarism, omitting essential information, selective misquoting, misrepresenting numbers, distorting visuals, failing to respect privacy.Ethical communication is true in every sense. Many organisation establish moral philosophy policy by providing a written code of ethics to help employees determine what is acceptable. For example, at BRDC, employers establish clear ethical guidelines and detailed code of conduct addressing areas like health and safety, protection of the organisations assets and information, conflicts of interest and so on.2.13 contemporaneous issue in communication2.13.1 Cross-Cultural communicationCourtland, L.B, et al (2010) defined cross-cultural communication as the process of sending and receiving messages between people whose cultural backgrounds could lead them to interpret verbal and non-verbal signs differently. Munter (1993) come forward with the difficulties in cross-cultural communication like barriers caused by semanties, connotations, tone differences, differences among perceptions. Adler (1991), on the other hand, as reported by Robbins (1998), provides the following recommendations assume differences until similarity proven, emphasis description rather than interpretation, practice empathy and treat interpretation as a working hypothesis.In every organisation, culture influences the sending and receiving of messages. Therefore, to communicate effectively, BRDC need to grasp cultural differences and handle them to open up opportunities throughout the world. Moreover, BDRC will be able to maximize the contributions of staff in a divers(prenominal) workforce.