Effective Communication: Strengths and Weaknesses

This assignment is a comprehensive report on effective communication in organizations, covering principles, purposes, and strengths/weaknesses of written and oral communication. It's essential for students to understand the significance of clear and concise communication in conveying messages from higher authorities to lower authorities. The report also references relevant books and journals, providing valuable insights into business communication.

Business
Communication

Table of Contents
INTRODUCTION...........................................................................................................................1
Literature Review.............................................................................................................................1
ANALYSIS AND DISCUSSION...................................................................................................1
Explain and analyse the principles and purposes the HR director would need to consider in a
communication strategy..............................................................................................................1
Explain the general characteristics that participants must have to be effective listeners and
effective speakers during the meetings.......................................................................................3
Evaluate the own strengths and weakness in terms of communicating, both orally and in
writing in a business context.......................................................................................................4
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................6

INTRODUCTION
Communication is the process of conveying ideas and information from one person to
other. Proper communication among the employees and management is very essential in the
business to convey the information of business operations effectively (De Alencar, 2016). The
taken company in this assignment report is Sport love which is a independent sports and leisure
centre business in London. This assignment will discuss the principles and purposes which must
be considered by the HR director in a communication strategy. This assignment will further
discuss the general characteristics required for effective listeners and speakers in the meetings. In
the end, this assignment will evaluate the strengths and weakness when communicating orally
and in writing.
Literature Review
Literature review is a form of review article or scholarly paper in which the knowledge,
findings, theoretical and methodological contributions are provided of a specific topic.
According to the Valentine Belonwu (2018), Effective communication is very essential in the
workplace for the leaders as through the communication one can differentiate between good and
worst leaders. Good communication skills are key to effective communication and good
leadership. By communicating well with the team, misunderstanding and conflicts among the
members can be eliminated for creating a healthy and peaceful working environment and culture.
Efficient and open communication among the team members is helpful in executing the work in
an efficient manner. Displaying confidence and seriousness, using simple words, creating a
receptive atmosphere, open meetings etc. are key things to consider in an effective
communication among the employees at work place.
ANALYSIS AND DISCUSSION
Explain and analyse the principles and purposes the HR director would need to consider in a
communication strategy
Principles
There are various principles which must be considered by the HR director of Sportslove
in a communication strategy. Some of the principles are discussed below: Principles of clarity: This principle states that the idea must be clearly understandable by
the receiver in an easy language (Penrod, Tucker and Hartman, 2017). For this, the HR
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director of Sportslove must have clear idea of the message in his mind for effectively
communicating the message through their strategy (Sreedhar, 2013). Principles of attention: This principle states that the receiver must get the message
properly with out any problem for effective communication. This can be possible only if
the receiver is paying attention to the communicated message. For this, the HR director
of Sportslove must arouse the interest of the receivers for grabbing their attention while
implementing the strategy. Principles of consistency: This principle states that the communication strategy should
be aligned with the plans and objectives of the firm (Rajko, 2013). Through this, the HR
director of sportslove can determine whether the developed strategy is good for achieving
the goals of organisation. Principles of feedback: This principle states that the feedback is very important for
effective communication. The HR director of Sportslove must take the feedback from the
receiver for determining whether the message was clearly understood by the receiver or
not. In oral communication, various methods of feedbacks are available then written
communication.
Purposes
Effective communication strategy is the basic need of an organization. There are many
purposes which must be considered by the HR director as follows:
Improved self-confidence: When two or more employees are communicated with each
other than the confidence level among the employees also increases. This is done when an
employee is communicating with other employee with its full knowledge and perception than the
understanding among both the employees will increases. This will also increase the confidence
level among the employees (Adler and Elmhorst, 2012). Thus the performance of the employees
also increase. In case of Sport Love, the company has to maintain a environment so that their
employees can communicate effectively. They should know about the importance of effective
communication.
Improved relationships: When effective communication is done, the chances of
improving the relationship among the employees increase. The issues can be created with the
help of communication and the issues can also be resolved with the help of effective
communication. Two employees have to understand the aspects and thoughts of each other so
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that they can understand each other. When the understanding between them increases there
relationship also increases. Therefore it can be said that sport love can also motivate its
employees to improve their relationship with the help of effective communication. This will also
increases their performance in the organization.
Explain the general characteristics that participants must have to be effective listeners and
effective speakers during the meetings.
Speakers is the person who convey the information or data to the various people using
language or words. Whereas the listener is the person who listen the message or information
conveyed by the speaker.
General characteristics for effective speakers
Employees of Sportslove needs to have good and effective communication skills while
speaking at meetings for conveying their message properly in an effective manner (Guffey and
Loewy, 2012). Some of the characteristics which are helpful for effective speaking are discussed
below:
Passion: This characteristic also influence the listeners when the speakers are effective
and passionate about the topic on which they are speaking. The passion of speaker towards the
topic can convince the listeners as the speakers themselves enjoys the belief that they want their
audience to accept the information rather than their force of reasoning.
Confidence: During the speaking in meetings, Confidence plays a major part in
effectively conveying the message to the listeners. A confident speaker is seen as accurate,
intelligent, skilled, credible, competent, knowledgeable and believable than the speakers with
less confident.
Expressive Voice: When communicating with the listeners, voice also plays a key role in
effectively conveying the message (Bovee and Courtland, 2012). The change in voice, pitch,
volume, and speed highly impact the listeners in understanding the topic clearly. The voice of
speakers must not be monotonous instead, its volume, pitch and rhythm must always changing.
Personality: It also makes a individuals distinct from other. Listeners crave for intimacy
with the speakers during the conversation or meeting. A person does not needs to be attractive
but they needs to be real, accessible and determined for leaving a positive image on the mind of
other.
General characteristics for effective listeners
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Several characteristics of effective listeners are given below for effectively grasping the
message or information getting from the speakers the employees of Sportslove must have these
below discussed characteristics for effectively conveying their message..
Focus on the Speaker: Distractions are common in meetings whether is is mobile or any
other distracting voice. Listeners needs to keep their focus on the speaker for effectively grasping
the content or information. Proper eye contact must be maintained with the speaker. Paying
attention to key points and stay alert for asking questions. Avoid any kind of distraction by
facing the speaker directly in eyes.
Ask for Clarification by Rephrasing: Participants needs to ask pointed questions to the
speaker and allow the speaker to wait for a pause. The listener needs to ask questions by
paraphrasing the main or key points (Keyton and et. al., 2013). This paraphrasing is helpful in
getting other chance for going over the point before getting clarification from the speaker.
Opportunities: Listeners needs to take advantage from the discussing regarding the
opportunities for them from the session. They needs to ask from the speakers about their benefits
by attending the the meeting or session.
Evaluate the own strengths and weakness in terms of communicating, both orally and in writing
in a business context
In oral communication
Strength Weakness
I present my arguments in an effective and
organised manner. I can clearly explain my
ideas and speech in a structured format
including introduction, body, and conclusion. I
ensures that the audience is taking interest in
my speech and reasoning behind the speeches.
Also I bring excitement in my voice for
making the topic more interesting as well as to
keep the audience engaged.
In oral communication, my speed is very fast
due to which listeners find it hard sometimes to
understand. My voice is also not clear and is
loud which effects me in effective
communication. I face challenges in
maintaining the eye contact with my audience.
In written communication
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Strength Weakness
I can clearly understand the question and can
answer them correctly especially in the
analysis essays. I believe that I write sentences
which makes sense and my content also have
coherent sentences. I can break down the
sentences in a suitable manner for
summarizing the complex issues. I write the
sentences while keeping a story in mind. Also
I proofread the sentences after completion for
determining the errors.
The major weakness of my is to jump from one
topic to another and even I cover several topic
in one paragraph sometimes. I also think that
my sentences and words are dull and boring to
read. I want to make my sentences more
interesting to read but still I am not sure how to
do it. I also occasionally make some
grammatical errors due to fast typing speed.
Sometimes I won't find the suitable words to
write due to distraction from other.
CONCLUSION
It can be concluded from the above report that the communication is very essential in the
organisations for conveying the message from higher authorities to lower authorities. The
principles and purposes must be considered carefully by the management of organisations for
effectively communicating the message. The strengths and weakness for written and oral
communication are also discussed in order to effectively convey the message to readers and
listeners.
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REFERENCES
Books and Journals
Adler, P.R.B. and Elmhorst, J.M., 2012. Communicating at Work: Principles and Practices for
Business and the. Mcgraw Hill Higher Educat.
Bovee and Courtland, 2012. Business Communication Today, 10/e. Pearson Education India.
De Alencar, M.S. ed., 2016. Communication, Management and Information Technology:
International Conference on Communciation, Management and Information
Technology (ICCMIT 2016, Cosenza, Italy, 26-29 April 2016). CRC Press.
Guffey, M.E. and Loewy, D., 2012. Essentials of business communication. Cengage Learning.
Keyton, J. and et. al., 2013. Investigating verbal workplace communication behaviors. The
Journal of Business Communication (1973). 50(2). pp.152-169.
Penrod, C.B., Tucker, M. and Hartman, K.B., 2017. Models for Delivering Written Business
Communication Skills: Improving the Process. Journal of Instructional Pedagogies. 19.
Rajko, P.A., 2013. Behavioural economics and Business Ethics: Interrelations and applications.
Routledge.
Sreedhar, P., 2013. Using Bloom's Taxonomy as a Pedagogical Tool for Teaching Written
Business Communication. IUP Journal of Soft Skills. 7(3). p.51.
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