Report on the Effective Business Communication
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Added on 2020-05-16
Report on the Effective Business Communication
Added on 2020-05-16
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Running head: EFFECTIVE BUSINESS COMMUNICATIONEffective Business CommunicationName of the StudentName of the UniversityAuthor Note
EFFECTIVE BUSINESS COMMUNICATION1People communicate with the intent of exchanging information. However, there are timeswhen the exchanged information is distorted due to several barriers that serve as obstacles to thisprocess. Elimination of these barriers are necessary to make the communication effective. Thisreport consists of a reflection by using the five diagnostic tools for analyzing effectivecommunication skills. Two key issues are identified that will be elaborated using a review ofacademic literature and an action plan is also provided to improve on those skills. The purpose ofthis assignment would be to identify, analyze and improve on the key communication issues.The five diagnostic tools mentioned below can be used for measuring effectivecommunication skills (Derman et al., 2016). I have analyzed the scale of my communication skillsand reflected on them using those tools.Nonverbal Immediacy Scale-Self Report is a diagnostic tool that I have used to analyse mynon-verbal communication skills. Non-verbal communication skills include facial expressions andbody language (Pease & Pease, 2016). I am highly competent at giving a friendly facial expressionthat indicates I am approachable for communication (Jack, Garrod & Schyns, 2014). A smiling facealways works as an initiator for communication. I maintain eye contact that is also necessary foreffective communication (Evans et al., 2017). Eye contact signifies that I have full confidence in theinformation I am providing along with being an active listener by paying full attention to thespeaker. I use proper intonations as it properly conveys the information I want to convey with allthe emotions attached to it (Nakai et al., 2014). I do not use a monotonous tone as it fails to conveymy emotions. However, I lack body language skills such as hand gesturing, touching other people’sarms and many more (Akmajian et al., 2017). I am very uncomfortable when other people touch mewhile talking to me and I usually move away from them. I rarely use hand gestures while talking topeople. I am seldom relaxed while talking to people. I am very uptight and lack the necessary non-verbal connecting skills (Burgoon, Guerrero & Floyd, 2016). Many people enjoy a little closenesswhile having a conversation especially with friends and acquaintances. I prefer to maintain my
EFFECTIVE BUSINESS COMMUNICATION2distance while talking to people. I am very friendly but my body language might instigate them tothink that I am unfriendly. However, to compensate for my lack of cordial body language I use mysmile. I try my hardest to make them feel at ease. After self-diagnosis, I scored 78 on a scale of 0 to100 where a male scoring less than 83 is low on the non-verbal communication scale. This showsmy lack of non-verbal skills. Personal Report of Public Speaking Anxiety is a tool that helped me to diagnose my publicspeaking skills and the anxiety that I face while giving such a speech. During public speaking, thespeaker must remain calm and confident during the speech. The audience creates different kinds ofproblems for the speaker such as asking questions and leaving the room during the speech. Theaudience must be kept captivated during such long speeches as a bored audience will leave the hall.The speaker must also possess crowd motivation skills to able to sway them and turn anyunfavourable situation into his or her favour. The psychology of the common people is well knownto such public speakers and they utilize that knowledge to gain an advantage over their audience. Iface anxiety problems before and during the speech. I get very tensed even thinking about going onthe podium to address such a huge audience. I get easily demoralized even during the preparationphase of my speech. It is a general rule of thumb that with more practice comes more confidence toaccomplish a task. However, this does not happen when I increase the practice of my speeches. Itake a lot of time to create a proper speech that is appropriate for delivery in public. I find it hard toconcentrate during my speeches. Sometimes I might make mistakes during the speech such asforgetting a portion of my speech. I keep myself calm and fill the gap with something entertainingbut very irrelevant to the topic. This usually keep the audience enticed and focussed on my speech.My lack of public speaking skills is very apparent from the use of this tool. I would requireimprovement in this area of communication (Knapp, Vangelisti & Caughlin, 2014). Using differentremedies to reduce my anxiety levels can be very useful while preparing for my speech as well as
EFFECTIVE BUSINESS COMMUNICATION3during the speech delivery. I have scored 115 in this tool which a moderate score according to thegiven scale. I have used Talkaholic Scale Communication diagnostic tool to identify and analyse if I amtalkaholic. The tool presents some very detailed questions on being talkaholic. I have scored 21 thatdoes not even count on the talkaholic scale as the minimum cut is 30. Being talkaholic means thatthe person has no control over his or her speech (Sidelinger & Bolen, 2015). This person talks a lotsometimes even without any context. Such a person does not even understand his or her boundariesof accepted social conduct. A social person is usually liked by all. However, I have seen that peoplewho talk a lot would start to annoy other people. I keep quiet when I should talk and I usually talkwhen I should have kept quiet. There are times when I should have spoken my thoughts. Keepingquiet is not always beneficial as the other person is generally unaware of my thoughts. Again, thereare times when I should have kept quiet, however, I kept talking as I was uncomfortable with thesituation. Analysing the result, I can safely conclude I am not a talkaholic, I talk less than I amsupposed to. Less communication is not beneficial as it means that less amounts of thoughts arebeing conveyed to the listener. The listener is not entirely aware of what I want to say and thiscreates a gap in communication. Such a gap prevents a communication from being effective.Personal Report of Intercultural Communication Apprehension can be used to analyse mycommunication skills with the people belonging to different cultural backgrounds (Neuliep, 2017).Generally, it is quite tough talking to people belonging to other cultural diversities. There might beinstances where they would get offended from something that was said to them. The speaker mightnot have meant any harm, however the person from other cultural background got offended (Jandt,2017). I do not face such problems while talking to people from other cultures. It is fascinating tome how different cultures have different aspects to life. It would take considerable time tounderstand the depth of every culture. Thus, I find it relaxing to talk to different people as I get tolearn what other culture are like. However, during some interactions I have felt that the person I was
EFFECTIVE BUSINESS COMMUNICATION4talking to did not want to have a conversation or share any information from their culturalbackground. Forcing a conversation on them was a bad idea and I later regretted the fact that I madethem that much uncomfortable. Self-Perceived Communication Competence Scale is a diagnostic tool with which I am ableto identify and understand the prospect of my communication skills while having a conversationwith friends, acquaintances or strangers (Shahbaz et al., 2016). I am very competent and confidentwhile talking to my friends. I trust them and there was not a single instance, where either anythingthey said offended me or anything I said offended them. Therefore, I am very assertive during myconversations with them along with being an active listener. Talking to acquaintances mostly takesplace at my workplace where I am competent at successfully communicating with them.Exchanging valuable information is a necessity here and thus I am always an active listener. Thereare times where I have to be assertive to prove my point and I use my verbal skills to do so. I takedefensive measures while talking to strangers, as I have no knowledge of their backgrounds orcharacter. Thus, it is impossible for me to understand as to what might offend the person withwhom I am speaking. Having a conversation as a dyad is beneficial for sharing private informationand this is the type of conversation that I participate the most. I am an avid listener while having aconversation with the people in a meeting. Here, a variety of information is exchanged that is vitalfor me. I do not prefer a group conversation as, often conversations turn into turmoil because of theparticipation of a huge number of people. I was able to identify two major flaws in my communication skills after using the precedingdiagnostic tools. First, I am incapable of giving public speeches. From my analysis, I am certain thatI need major improvements that would help me to address the public in my speeches properly. Ineed anxiety management so that I could eliminate my tensions and nervousness before giving aspeech. Second, I would also require improvements in my non-verbal communication skills, as I donot use them enough to make my communications effective.
EFFECTIVE BUSINESS COMMUNICATION5I would like to discuss two professional interactions from the last twelve months where mylack of communication skills affected my interactions. There was once when I was unable to presenta good motivational speech to my colleges in one of the seminars at my company. My lack ofpublic speaking skills was evident from this instance. Another time was when I could not conveymy feelings of empathy to one of my colleagues who was about to leave the company that day. Itwas evident that my lack of non-verbal communication skills held me back in this scenario astouching the shoulders or arms of my colleague would have meant that I am showing my empathy(Koegel et al., 2016). In this literature review, I would be analyzing different literature and elaborate on the twoproblems that I identified on the preceding section of this assignment.Effectively delivering a speech to the public is defined as public speaking (Chen et al.,2014). These speeches can be either entertaining or informative depending on the topics andsituations (Apostol-Mates & Barbu, 2017). A structured speech must be delivered with confidence,as the public has a volatile nature and can get easily distracted by minute errors in the speech.Anxiety diminishes the confidence of a speaker that in turn decreases the quality of the speech(Taylor, 2014). A public speech would seem dull if the speaker is tensed during the speech. Thespeaker might even face problems where he or she fails to recollect the speech that he or she hadprepared as soon as they stand on the podium. This type of behaviors generally occur due to anxietyand must be eliminated using anxiety management (Mawson, 2017). Theoretically, such a problemcan be solved very easily by practicing the prepared speech several times alone and in front of amirror to practice the facial expressions and body language as well. The speaker must speakcaptivatingly in order to draw the attention of the crowd and then maintain it at peak levels(Carnegie, 2017). A good leader has the necessary skills to impart motivation. However, nurturingleadership skills is very difficult especially among the young generations as they have less lifeexperience (Chen & Rybak, 2017). A crowd can be addressed in a proper fashion only if the
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