The Importance of Communication Skills

This assignment delves into the significance of effective communication across diverse sectors. It examines the core elements of communication, highlighting its impact on successful business practices, patient-centered care in medicine, and positive interactions within social work. The analysis draws upon academic sources and real-world examples to illustrate the crucial role communication plays in achieving desired outcomes.

Communication Skills

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
a) Communication process in SHDE Holdings company...........................................................1
Communication within organizations is sometimes not effective.............................................2
b) Models of communication and formal communication for HDE Holdings company............3
C) How organizations portray themselves through their communication..................................5
TASK 2............................................................................................................................................6
a) Formal communication system for communicating with customers......................................6
b) Effectiveness of social media to communicate with customers.............................................7
c) Assessment of the impact of personal relationships on communications...............................7
d) Assessment of the impact of non-verbal communication on oral communications...............8
TASK 4............................................................................................................................................9
A) Assess the effectiveness of your oral presentation skills ......................................................9
B) Review on my written communication including the convention ........................................9
c) Impact of technology on both and written communications ................................................10
d) Written documentation from this meeting ...........................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Communication is a skill where one person share their idea and views to another. It is an
ability to know the nature, behaviour and personality of other person (Arnold and Boggs,2015).
On other hand, it is an ability to convey right message to other people and maintain the
effectiveness of the content. This skill also include the spoken and written language. The main
purpose of communication skills is based on beliefs, ideas and the thoughts of different people. It
is important for all peoples to understand the need of communication skill because with the help
of this people cane maintain the effectiveness of communication. In walks of life good
communication skills are necessary (Levinson, Lesser and Epstein, 2010). In the absence of this
quality people are not able to share their views and ideas to each other. Further, it is also put
negative impact on professional and person life. Communication skill plays an important role in
the organization, with the help of this skill employees can give their suggestion and views to
head department(Knollmann, 2011). The present report is based on the SHDE Holdings, it is an
electronic supplier company. This company supplies electronic equipments and repair services to
their UK customer. Organisation mission is based on, to provide high quality services for this,
manger of the firm recently open 15 repair centrer and shops. This company is facing lots of
problems which are related to the lack of communication skills. Due to this, organisation staff
members are not able to deal with customers and solve their problems. For this, management
department organized some training and development secession for their all employees and
develop their communication skills. This report also includes the process of communication and
their impact on personal and professional life.
TASK 1
a) Communication process in SHDE Holdings company
This company follows two way communication, it is a form of transmission where both
parties are involved.
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According to this process first manger and top department of the organization send a
message to their employees by using emails, telephone and message (Berkhof, and et.al., 2011).
Then worker of the company receive the message and decode it as per their understanding. After
receiving the message, employees send a feedback to their senior department. Then the process
of communication end. The major negative point of this process is it is long and sometimes due
to this process the effectiveness of message goes down.
Communication within organizations is sometimes not effective
Communication plays an important role in the organization, in the absence of good
communication peoples are not able to share their ideas and view to each other (Shockley-
Zalabak, 2011). On other hand, there are so many barriers which effect the communication
process and they are as follows:
 It is very important to select the right way of communication. For example, if senior
management department sending a message to lower group labour so they cannot use
email and fax. For better communication it is important to use phone call and face to face
meeting.
 Sometimes receiver cannot understand the actual meaning of sender due to this, the
effectiveness of communication goes down.
 Sometimes equipment problems like poor lighting, background noise reduce the
effectiveness of communication.
 The major problems which are faced by the SHDE Holdings company is, the structure of
the organization is so long (Barth and Lannen, 2011). Due to this, the effectiveness of
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communication goes down and this thing creates lots of misunderstanding among all
department.
b) Models of communication and formal communication for HDE Holdings company
Model of communication
There are mainly three types of models in communication and they are as follows:
linear model of communication
In this model sender encodes the message with the use of appropriate channels and
messages decode by the receiver (Koprowska, 2014). This communication is usually used in
mass communication. For example, television, radio etc. all are the parts of linear
communication. In this type of communication, there is a no need of feedback.
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Interactive communication model
This model is better than linear communication model. According to this model, when
receiver receive the message so they send a feedback to the sender (Gray, 2010). Then the
process of communication end. For example, telephones, emails are the part of interactive
communication model. This model reduce the negative effects of misunderstanding and maintain
the effectiveness of communication.
Transaction model of communication
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It is one of the best method. In this communication method people communicate face to
face (Salmon and Young, 2011). By using this method people can easily understand the message
and if they feel any king of doubts so they can clear it on time.
Formal communication
In this communication process management department of the organization follow the
standard format of communication (Hargie, Boohan and Murphy, 2010). Further, this
communication process is based on some rules and standards. In this communication process
company follow some equipment and they are ass follows:
Conference and meeting- for formal communication with their business partners,
management deportment arrange some meetings and conference with the business partners
(Griffin, 2013). By using this process company board of directors and senior authority easily
share their ideas and views to other party. Furthermore, by applying this process they can also
share their all information by using charts, power point presentation.
Email- In this company employees share their ideas and views by using email.
Business letter- In this process of communication management department used business
letter. Buy using this letter they share management department do their communication
(Holliday, Hyde and Kullman, 2010). The negative point of this process is it is time consuming
and sometimes other party is able to understand the actual meaning of sender. So, this thing
create lots of misunderstanding.
SHDE Holdings company usually follow the formal communication method at their
workplace and by using this method management department maintain the quality of their
communication process (Crowley and Heyer, 2015). Further by using this method they can easily
share their ideas and views to each other and also reduce the negative effects of communication
at workplace.
C) How organizations portray themselves through their communication
Communication plays an important role in the organisation and with the help of proper
communication organisation can create their success. From last few decades the structure of
communication in SHDE Holdings company is not so good (Guffey and Loewy, 2010). Due to
this the staff members do not understand the instruction of their senior management. Further, due
to lack of communication skills, staff members are not able to attend the customers properly. For
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this, company provide development classes where management department develop their
communication skills.
By adopting formal communication skills organization can easily maintain their business
relationship with their business partners. Furthermore, through meeting and conference board of
directors of SHDE Holdings company easily convey their message to them. When
communication process are clear between the business and its customers so this thing affect the
sales percentage of the organisation (Ting-Toomey and Chung, 2012). Good communication also
boost up their bottom line of business. For better understanding, senior manager time to time
take a feedback from their employees and according to their reviews firm changes their strategies
and management skills.
TASK 2
a) Formal communication system for communicating with customers
The ultimate aim of any organization is gain maximum profit. In this context, it is
important for the firm to understand their customers needs and requirements. Accordingly,
services and products and services should be provided which would enable to satisfy customers.
With this respect, it is essential for the organization to reach out customers so that proper
information could be provided to them (7 Major Elements of Communication Process, 2016). In
formal communication system, there are different ways through which communication is
possible with service users. Following are the different systems in formal communication:
Face to face: According to this communication, organization have direct interaction with
customers and they convey information regarding the product and services which are produced
by customers (WRITTEN COMMUNICATION, 2015). This is very effective as service users
have the opportunity to clarify all the doubts to the sales representative. This system contributes
effectively for supporting the organizational goals and objectives.
Telephonic: In this communication process, employees and customers do not have
physical presence. The information regarding the product is conveyed with the help of telephone
or mobile phone (Methods of communication, 2014). The influence through telephone is not that
effective as compared with face to face system. However, it enables to provide proper
information to service users.
E-mail: This is a type of system in which mails are composed in which all the
information regarding the product and services are conveyed to customers (Ting-Toomey and
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Chung, 2012). In case the customers may not like the product or service, then there are changes
that they can block the employee for sending emails.
b) Effectiveness of social media to communicate with customers
Social media can be determined as modern form of communication. It is very helpful in
providing information regarding the product and services which are developed by organization.
In this context, following are the effectiveness of social media:
Immediate communication: Organization can effectively communicate with its
customers immediate (Guffey and Loewy, 2010). Social media provide the firm to interact with
customers and provide them with appropriate information regarding the service or product. One
of the main advantage through social media is that firm can interact with customers at any time
they want.
Develops brand image: There are many organizations which provide similar products so
it becomes very difficult for any organization to develop the image among customers mind
(Crowley and Heyer, 2015). In this context, social media enables to display advertisement and
this is very helpful in developing brand image. There are different social media like Facebook,
YouTube, Twitter, etc. which help the firm to interact and to provide information to service
users.
Customers perception: As it was discussed above, social media enable to display
advertisement and it helps to create positive perception among customers mind (Holliday, Hyde
and Kullman, 2010). In addition to this, when organization display any type of offer, then they
can also help to know customers perception regarding the same. Further, according to the issues
which are faced by customers can also be determined and company can take appropriate step to
solve them.
Determine the demand of the product or service: The likeliness of the product or service
of customers can be determined and accordingly production can be done so as to fulfil the
demand.
c) Assessment of the impact of personal relationships on communications
In order to convey effectively regarding any type of information, it is important to have
effective communication skills. There are many cases in which because of improper
communication issues arise because of misunderstanding (Salmon and Young, 2011). However,
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in order to develop personal relationship it is important that there should be proper
communication among employees and managers (Beebe, BeebeNand Redmond, 2011). It
enables to develop positivity among people and they understand the roles and responsibility
more effectively and efficiently. In this context, people have to understand the areas in which
they have to covey to customers (Barth and Lannen, 2011). There are many cases in which
organisation has to make immediate changes and in such situations all the employees within the
organization should be conveyed regarding the organizational change which has to be taken.
When relationship is developed and that also with proper communication, then the conflicts
which can be resolved. Employees will be able to coordinate with each other effectively and
support in achieving the organizational goals and objectives (Levinson, Lesser and Epstein,
2010). c) Assessment of the impact of personal relationships on communications
d) Assessment of the impact of non-verbal communication on oral communications
When one speaks, it is the body language, tone of voice, gestures, etc. which provides
more understanding regarding the things which one conveys (Arnold and Boggs,2015).
Following are the different type of impact of non-verbal communication on oral
communications:
Adds value: Non verbal communication helps to add valuable information. In this
context, the signs which are used in this type of communication includes substitute, complement
and emphasize with what ever is said through verbal communication (7 Major Elements of
Communication Process, 2016). In addition to this, it can also place a verbal message on the
basis of which message can be interpreted. Further, it enables to convey what other person wants
to speak about.
Intercultural friction: There are cases in which non verbal signals are created because of
cultural difference (Hargie, Boohan and Murphy, 2010). However, signals used in non-verbal
communication can lead to difficulty in understanding because of different culture. Further, multi
pal non-verbal cues can create confusions in understanding the actual message which the speaker
wants to convey.
Effects of relationships: According to different researchers it has been found that non-
verbal cues can help in developing strong relationships but only if they are used correctly (Ting-
Toomey and Chung, 2012). It helps to know the accurate reading of others and the actual
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situation which one wants to convey. In addition to this, it helps to develop trust, confidence,
understanding, etc.
Managing communication: There are cases in which one have to interact many other
people at a time (Methods of communication, 2014). In such situations one need to make use of
non-verbal signal with the help of which others understand the situation and wait for the correct
time to speak. Further, eye contact allows one to know whether the other person is interested to
talk or not. From all this points it can be stated that non-verbal signal are very effective and
enables to convey the information more effectively and efficiently (7 Major Elements of
Communication Process, 2016).
TASK 4
a) Assess the effectiveness of your oral presentation skills
My oral presentation skills is so effective because I can easily convey my message to my
audience and they all can easily understand what I am trying to convey them. For better
effectiveness after finishing my message I take a feedback from them and according to their
reviews I evaluate my effectiveness of oral presentation (WRITTEN COMMUNICATION, 2015).
The reason behind this is, for my presentation I analysis my audiences behaviour first. For
example, if I am talking with any business man or senior management director. So at that time I
used business term, appropriate data in my conversation. On other hand, if I am talking with my
friend so I show my friendly gesture and without any hard languages I convey my message to
other party. So by this I analysis my effective of oral communication. Moreover, it is also
important to look good and presentable (Methods of communication, 2014). So for this I always
dress according to my audience. Furthermore, for better effectiveness I practice in front of mirror
and correct my tone of communication. When I do this thins, so I can easily evaluate my positive
and negative points in then I can do work on my negatives points and raise the level of my
effectiveness
b) Review on my written communication including the convention
I am working in SHDE Holdings company so at workplace I also used written
communication. By using this communication I share my ideas and views to other party. For
written communication there are so many methods and they are like:
Letter- In this I use business letter for my organization. By using this letter I send the
information of the organization and some important documents to my clients. When I write a
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business letter I ensure each and every thing like the format of the business letter and specially
my content. Before sending my letter I proof read my whole content then send it to my clients.
Report- For written communication sometimes I used report format where I give the
brief information of my work and organization to my clients. Then according to their feedback I
continue my work.
Email communication- In my organization I communication my colleges by using e
mails. The main benefit of this communication process it is fast as compare to other methods and
by this I can make the quality of my communication method. Further, the main benefit of this
communication process is by using this method I can make a storage of all my chat and mails.
For my better convinces most of time I used email for written communication. Further, in
some case when my clients and business partners want some legal communication format so I
use business letter for this.
c) Impact of technology on both and written communications
The impact of technology in respect to both oral and written communications in SHDE
organisation are described below as:
Oral communication
In order to orally communicate with the customers, technological services can be used in
organisation in effective manner. In this context, to communicate with the customers, telephonic
services can be used which helps to communicate them (Arnold and Boggs,2015). With the help
of this telephone, customers are able to discuss and share the things. Along with this, video and
teleconferences services can also be use by organisation in order to make the communication
process more effectively (Ting-Toomey and Chung, 2012). In order to convey the information it
is important to have proper gesture so that one will b able to convey the information which one
wants to deliver.
Written communication
In respect to improve the written communication in cited organisation, technological
services can be use in effective manner. In order to convey or deliver the information to all
customers, electronic mail facility is very effective (Levinson, Lesser and Epstein, 2010). With
the help of this method, customers which present in different areas and cities can be effectively
communicated. Form this method, I am able to convey the important information to them such as
information related to their queries, status of their delivery products and launching new product
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etc (Knollmann, 2011). It reduces the chances of misinterpretation of information. In addition to
this, with the help of technology important information can be note down in word document
which can be send through e-mail to all customers. With the help of spelling checker option,
quality of data can be improved (Holliday, Hyde and Kullman, 2010). In addition to this, it is a
type of proof which one have as because of written communication.
d) Written documentation from this meeting
For the above the discussed things in meeting, it has been explored that various types of
methods and technological services are required to in order to effectively communicate with the
customers (Knollmann, 2011). In this both oral and written communication skills are required in
effective manner. For the meeting I explore the effectiveness of my oral presentation skills and in
addition I also review my written communication skills. In order to interact and communicate
with the customers both type of oral and written communication are required (Levinson, Lesser
and Epstein, 2010).
CONCLUSION
According to the present report it has been concluded that communication skills is
important for better understanding among all department. The communication system in the
SHDE Holdings company is not good for this, organisation management department organised
training secession for their employees. By these classes workers raise their effectiveness in the
communication. Furthermore, by adopting formal communication method firm management
department easily convey their all message to other person. On other hand, organisation
management department take a feedback from their employees after sending them message by
doing this thing they maintain the quality of their message and also reduce the chances of
misunderstanding among all department.
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