Communication Theories and Group Communication Skills

This report discusses communication theories and group communication skills. It covers the three-step writing process and strengths and weaknesses of group communication skills. The report also evaluates four examples of communication generated by class. The recommendations include using examples to train new groups.

Coursework

Table of Contents
INTRODUCTION...........................................................................................................................3
FINDINGS.......................................................................................................................................3
Communication theory...........................................................................................................3
Strengths and weaknesses of group communication skill......................................................5
CONCLUSION................................................................................................................................7
RECOMMENDATIONS.................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Communication is one of those skills that help the individuals in understanding each
other and further communicating the information from one person to another. This skill is helpful
for individuals in both their personal as well as professional life (Hassenfeld and Bers, 2020).
Communication is used in the organizations so that everyone working in the business can further
communicate the objectives that need to be attained in the business. In this report communication
theories are considered along with the strengths and weaknesses of the group communication
skills.
FINDINGS
Communication theory
Three step writing process
This theory is very helpful for the individuals so that they can learn to frame professional
messages which can be further used by the company to communicate with the stakeholders and
other people associated with the organization (Flora, 2019).
. The messages that are constructed with this theory ensure that the communication process done
in the business is professional and the information is well communicated with every person
associated with the organisation. The three step communication process is further discussed
below: Step One: Planning messages- This is the initial stage of the plan in which the individual
focuses on the purpose of the message that needs to be communicated and further the
scenario must be explained. The objective of sending the message must be defined so that
the specific requirements behind initiating the whole process can be ascertained. After
this procedure the most effective medium of communication is ascertained so that the
information can be effectively communicated to the other end. The information that is
collected is further organised so that the user can gather the thoughts that the sender
wants to convey. After that the approach of communication that is the direct and indirect
medium must be selected , this will outline the scope of the text and the context of the
whole message so that the end users can effectively interpret the ideas that is
communicated within the message. During the group communication activities, I used
and applied this theory so that I can construct messages that are easy to understand and

further the messages are in such format that the ideas are exactly interpreted by the end
user. I further understood the purpose behind sending the messages and further the reason
behind writing the message. The planning stage helped me in figuring out the best ways
in which I can write my messages so that it can be well communicated on the other end. Step 2: writing messages- In this stage, the content is established that needs to be
communicated to the other end. The message must be appropriately written so that the
exact information can be well communicated and the end user is able to understand the
exact idea behind the messages (Hanić, Pavlović and Jahić Jašić, 2018). The individual is
required to follow the right method, the user must use a formal or a informal manner
according to the end user to which the person is communicating their message. The
sentence formation, grammar and the paragraphs must be build in proper way so that the
end users can easily interpret the ideas. There should be usage of smart and effective
words as this will give the end user the gist of the whole message that is being
communicated. Usage of better synonyms in the messages is impactful. I used the best
choice of words so that the end users can well understand the message that I am trying to
convey. The paragraphs in which the messages are communicated must be well
connected so that it is presented in a more logical manner. I also supported my sentences
with justifications so that the exact intentions are communicated. I used techniques of
writing in a multiple paragraphs is writing techniques so that my writing style looks more
professional and captivating.
 Step 3: Completing messages- This is the last step of the writing process in which the
draft of the first message is created and reviewed. The content that is communicated is
evaluated on the basis of readability of the user. The review part of the process is used by
the users to rewrite and make changes in the messages until the format is clear and there
is no grammatical and punctuation error in the messages. The final message must be
constructed in a manner such that the format is well formed (Wiethof, Tavanapour and
Bittner, 2021). The whole purpose of the this process is to well produce the message and
the layout an design must be in a professional manner. I used this process to review the
message that I wrote in the previous step so that I can be sure that my message is well
constructed and all the criteria of a professional message is met in the communicated
information. In a group communication activity, the last stage was essential as it assured

me that I am communicating the right message to the other person and the right format is
used in the messages.
Strengths and weaknesses of group communication skill
Language is one of the major strength that can be developed by group communication
skills as the active voice ad passive voice is used several times which helped in learning the ways
in which these two voices can be used in a most effective manner. Passive voice and active voice
must be used at a right place so the communication can be effective and the listener can
understand what is being conveyed to them. Paragraph structuring is another major strength that
is developed during the communication process as the communicator learns the way in which
they need to put the information and present. Structuring of the paragraph in a right manner is
essential as the information is placed at relevant places so that the whole information that is
being conveyed in the process can make sense to the end user (Bovee & Thill, 2021). The main
strength of my communication skills in the group is that the people that were in the group were
able to plan out the things that needs to communicated in the group. Each member in my group
was responsible for planning out the communication by effectively organising the messages that
are being transferred from one end to another. Planning the messages was helpful for us as it
further eliminated the confusion among the members in fact it bought clarity among the members
(Syafii, 2019). The written communication is helpful as it enhances the ways in which the
information is communicated to the other end. The strength of the communication over written
segment helped in effective communication. The communication kept us connected with each
other and further I used the written and verbal communication in the group which helped in
effectively promoting the areas in which I lack.
Observation skill is the biggest weakness of communication skill which we have which directly
impacted upon every activity related to communication in out day to day life. Due to our weak
observation skill we are unable to develop our communication skill because we are unable to
observe people that how they communicate and convey message to another person. When we are
lacking behind to observe the things surround us then we are unable to learn new things
(Hartinah and et. al, 2019). Hence, this is the reason that communication skill is also weakness is
an individual with weak observing skill On the other hand, our confidence level is also low due
to our low communication skill. Confidence is one of the most essential parts of personal and
professional development. Due to our confidence others will belief us well. We are lacking

behind to gain high confidence due to our low communication skill. With the help of confidence
we can convey our message clearly and in precise manner.
Evaluation of four examples of communication generated by class Email: It is the formal way of communication where messages are sending through
electronic device in a precise and appropriate manner. Offices, government works all are
done through e-mails. The advantage of using e-mail communication type is that mails are
send at any time to any person whose mail id is available. On the other hand, its biggest
disadvantage is that it takes long time to understand the mail and then reply. Hence, it’s
time consuming way of communication (Hardjati and Febrianita, 2019). Reports: It is the structured document which is presented for those audiences who is
interested to read it and understand it. It is having appropriate format. The biggest
advantage is using this example of communication is that reports provide recent and
updated information. The disadvantage of report is those is time consuming and add up
various additional expenses like marketing research and many others. Social Media: This is the example of communication where sender and receiver exchange
their thoughts and information through social media platforms such as Instagram,
Facebook, Twitter and many others. The advantage of this example of communication is
that social media platforms is having global reach which means a sender can send their
message to the receiver sitting at any corner of this world. On the other hand, social media
decrease personal touch or face-to-face communication.
 Public Speaking: This is the way of communication where individual speak in front of
crowd (Rueda and et. al., 2018). The advantage of this example of communication is that
it enhances confidence level of individual. Whereas the disadvantage of this speaking is
that it has low control.

CONCLUSION
It is concluded that three step writing process will help an individual to develop their
personal and professional skill. First step is planning about message where sender plans that
which kind of message they have to send to which receiver and how the receiver will
interpretative. Second step is writing message which indicate that the message should be written
complete and in a precise manner so that receiver will understand it easily. Third step is
completing message. It is also concluded that analysing strength and weakness of
communication skill will help the individual to develop well stabilised skill which will further
help them to build their personal and professional career.
RECOMMENDATIONS
It is recommanded that the examples that are used in making the communication process
effective should be used to train the new groups so that they can also learn effective
communication process. The group members will know clearly that they are required to deliver
this amount of result so that they can effectively learn the strengths

REFERENCES
Books and Journals
Bovee & Thill, 2021. Business Communication Today. 15th ed. Harlow: Pearson.
Flora, F., 2019. Integrating Mind Mapping (MM) and Three-Step-Interview (TSI) in Enhancing
Students’ Writing Process in Foreign Language Setting. International Journal of
Language and Linguistics, 6(4), pp.145-150.
Hanić, J., Pavlović, T. and Jahić Jašić, A., 2018. Journey through the writing process: Metaphors
of thesis writing experience. Explorations in English Language and Linguistics, 6(2),
pp.163-179.
Hardjati, S. and Febrianita, R., 2019. The power of interpersonal communication skill in
enhancing service provision. Journal of Social Science Research, 14, pp.3192-3199.
Hartinah, S. and et. al, 2019. Probing-prompting based on ethnomathematics learning model: the
effect on mathematical communication skill. Journal for the Education of Gifted Young
Scientists, 7(4), pp.799-814.
Hassenfeld, Z.R. and Bers, M.U., 2020. Debugging the writing process: lessons from a
comparison of students’ Coding and Writing Practices. The Reading Teacher, 73(6),
pp.735-746.
Rueda, H.A. and et. al., 2018. Does Gottman’s marital communication conceptualization inform
teen dating violence? Communication skill deficits analyzed across three samples of
diverse adolescents. Journal of interpersonal violence, p.0886260518814267.
Syafii, M.L., 2019. Implementing writing process approach with pictures to improve the ability
of the eighth grades in writing recounts. ETERNAL (English, Teaching, Learning, and
Research Journal), 5(2), pp.254-273.
Wiethof, C., Tavanapour, N. and Bittner, E., 2021. Designing and evaluating a collaborative
writing process with gamification elements: Toward a framework for gamifying
collaboration processes. AIS Transactions on Human-Computer Interaction, 13(1),
pp.38-61.
Online:
Massey University, 2021. Signpost words and phrases. [Online]
Available at: <https://owll.massey.ac.nz/pdf/studyup-essays-2-handout.pdf>./

University of Cambridge, 2021. Emotive language. [Online]
Available at: <https://www.transkills.admin.cam.ac.uk/resources/english/how-do-i-
write-appropriate-academic-style/qualities-academic-style/objective-and-1>./