Effective Business Communication: Diagnostic Tool Reflection Report

This report provides a reflective analysis of effective business communication, focusing on the use of diagnostic tools to assess individual communication skills. The author evaluates five diagnostic tools, including the Self-Perceived Communication Competence Scale, nonverbal immediacy, intercultural communication, talk-aholics scale, and willingness to listen, to identify strengths and weaknesses. The report highlights two key communication issues: a lack of self-perceived communication competence and a need to improve talk-aholics skills. The author recounts professional interactions where these issues were apparent and reviews relevant literature to support the need for improvement. An action plan is proposed, outlining specific activities, such as joining a mind tool club and attending training sessions, to enhance communication skills over the next six months, aiming for improved interaction with team members and senior management.

Running head: EFFECTIVE BUSINESS COMMUNICATION
Effective Business Communication
(Reflective Essay)
Name of the Student
Name of the University
Author’s note

1EFFECTIVE BUSINESS COMMUNICATION
1. Reflection about five diagnosis tools:
This particular essay has provided an in-depth evaluation on the importance of using
diagnostic tools for evaluating the communication skill and competency of an individual. After
making a critical analysis on five diagnostic tools the study has focused to identify two major
communication issues that need to be improved for maintaining a successful interaction. At the
end of the study an action plan for next 6 months has been prepared on how to improve those
communication issues.
Introduction of five diagnostic tools:
Self-Perceived Communication Competence Scale is the diagnostic tool that indicate
how much competent an individual is in communicating effectively with a person in any kind of
situation. In this specific assessment there are 12 set of questions. 0 stands for completely
incompetent and 100 signifies competent. In this very specific assessment I scored 59 that
indicates low competency of self perceived communication competence scale. The second
diagnostic tool that I have used to evaluate my communication skill includes nonverbal
immediacy. This specific communication tool indicates that how much efficient I am in
interacting with other without making verbal communication. Non verbal communication
generally includes written communication or communication through facial expression or body
language. While managing an entire team an individual should have a proper body language so
that the participants do not feel monotony in making a communication. In this specific
assessment I scored 110. This specific number signifies that I am comfortable enough in
maintaining a strong non verbal communication with the participants.

2EFFECTIVE BUSINESS COMMUNICATION
As a result, people who are from different linguistic backgrounds and culture would not
have to face difficulties in communicating with me. The diagnostic tool of intercultural
communication implies on how much an individual is flexible in communicating with the people
of different geographical backgrounds and attitudes. In this very specific assessment I have
scored 52 that signify a high score. These particular marks indicate that I am having enough skill
and competency in communicating with the people of different cultural and psychological
backgrounds. On the other hand, talk-aholics scale implies that an individual is very much
flexible in handling the situation by making effective communication with the participants. In
this very specific assessment I have scored 35 which are comparatively low. This particular score
signifies that I am not having enough flexibility in communicating with the participants when it
is actually needed. Willingness to listen Diagnostic tool implies on how an individual person is
competent and patient in listening to the problem of others. In order to make an effective
communication I should have the competency in listening to the problem of others so that the
participants do not hesitate in dealing with the individual effectively. In this very specific
diagnostic tool I have scored 90. This specific score implies that I am having enough skill and
willingness in listening to others. As a result, the participants can feel comfortable in
communicating with me.
Findings of diagnostic tools:
After evaluating the five diagnostic tools based on which I have judged my
communication skill and competency include Self-Perceived Communication Competence
Scale, nonverbal immediacy, intercultural communication, talk-aholics scale and Willingness
to listen Diagnostic. The score of Self-perceived communication scale implies that I am having
lack of efficiency in communicating with the participants effectively in any kind of situation.

3EFFECTIVE BUSINESS COMMUNICATION
People are from different geographical boundaries and attitudes. While dealing with others I
should have the patience of communicating with every individual such a way that participants
can get a solution after making the interaction. From the score of Self-perceived
communication scale it can be evaluated that I do not have efficiency in handling every
situation competently. In nonverbal immediacy, intercultural communication I have received a
good score that signifies I have the skill of dealing with the participants of different cultural
backgrounds and attitudes. I am having flexible body language based on which people having
linguistic barrier can feel comfortable in communicating with me properly. Talk-aholics is the
tool that signifies I am having efficiency in communication with other proper when anyone needs
support from me. In this specific assessment I have got a low score that signifies I need to
improve on developing my communication skill while talking to others. Willingness to listen
Diagnostic is the last diagnostic tools where I have received a good score. This particular score
signifies that I am having enough competencies in giving priority on the point of view of others
as well. However, after evaluating these five diagnostic tools it can be concluded that in order to
be a good communicator I should be a perfect speaker as well as listener who should have
enough skill and competency in communicating with the participants in any kind of situation.
Two key communication issues and two recent professional interactions:
The two communication issues that I have identified for within me include lack of Self-
Perceived Communication and lack of Talk-aholics scales. I have been associated with a
private business organization for last three years in the post of a senior project manager. While
dealing with the employees I have faced numerous communication issues while making an
effective communication. I have observed that some of the group members within a specific
team were not working properly. They intended to depend on others’ performance. In this kind

4EFFECTIVE BUSINESS COMMUNICATION
of situation, I should indentify those particular individuals who are not providing their best effort
for organizational performance. As a project manager I have identified those performers from the
group properly. Due to the lack of Self-Perceived Communication Competence Scale I failed to
make an effective interaction with the employees properly by arranging a business meeting. I
lacked that much of confidence in explaining the importance of individual performance within a
specific team. On the other hand, I have faced another major issue in my entire professional
career. I have observed that I tend to give unnecessary reaction at the workplace while dealing
with the pressure. In order to handle any kind of crisis I tend to give unnecessary pressure to my
employees. My way of approach changes towards them which is very much de-motivating for an
individual performer. On the other hand, it has also been observed that I fail to keep my
standpoint properly when my senior managers need a proper explanation from me. Therefore, I
have decided to improve on my talk-aholic scale so that I can find the confidence of keeping my
own point of view where it is needed.
2. Literature review:
Two issues of diagnosis:
From the above mentioned evaluation I have identified that I am having two major issues
separately on two different diagnostic tools. Being a professional I need to have that much of
confidence so that I can at least communicate with my team members at the time of conducting a
meeting or conference. I have observed however that employees are not getting my point of view
properly due to the lack of appropriate approach. I am not very much communicative by
maintaining my proper gesture and body language so that people can understand my point of
view. On the other hand, I have observed that people belonging to different geographical

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backgrounds and attitudes are associated with a particular business organization. Therefore, the
primary responsibility of me as a senior project manager is to treat every single employee with
equal respect and dignity. This specific study has provided an in-depth overview on how my way
of communication should be there based on which people belonging to different geographical
backgrounds and attitudes can make an effective interaction with me. However, due to lack of
proper confidence I failed to make an effective communicative approach with the employees that
consequently became a major drawback.
From the diagnostic tool of Talk-aholics scales, I have faced numerous issues in making
my own point of view in front of the senior managers due to the lack of confidence. I intend to
remain quite while my manager throws any question related to my job. In this kind of situation, I
am proved in a negative way at my workplace. My managers consider the fact that I do not have
any strong logic for defending myself. This kind of complication has affected my career
fervently. Another issue that I have found out while dealing with my team members includes
lack of efficiency in handling major crisis. I do not have proper efficiency in making a proper
communication with my employees at the time of crisis. In this kind of situation, being impulsive
I tend to provide overburden on the employees. As a result, employees fail to provide their best
effort to the organizational services. However, in this kind of case I should make a good
communication with the employees so that they do not lose their confidence. If a particular
employee fails to meet organizational target I should maintain a friendly approach with this
individual so that the employees can share their own opinion as well as difficulties.
Theoretical approach for acquiring competencies:

6EFFECTIVE BUSINESS COMMUNICATION
In order to improve the various modes of communication different eminent scholars have
provided theoretical concepts on how to improve communication skill and competency in order
to be a good professional. Grunig (2013) evaluates the concept of active learning. As per the
opinion of this specific scholar a sender while sending a particular message to the receiver, have
both verbal and non-verbal aspects. Therefore, the sender should have that much of competency
and learning skill to transmit the proper message to the receiver. While dealing with the project I
have faced large number of difficulties in transmitting my message properly to my team
members. At the same time, it is undeniable that people belonging to different geographical
boundaries are not very much comfortable in sharing their problems and difficulties. Therefore,
being a responsible manager I should have proper skill of learning so that I can communicate
with the employees properly. On the other hand, effective listening is also very important for
collecting resolving the issues at workplace. Toth (2013) initiates this particular concept This
specific concept implies that an individual should have patience in listening to the problem of
others as well before resolving the issue. I have observed that while dealing with the team I used
to avoid in listening to the problem of my team members. As a result, they intended to show their
intense level of dissatisfaction in showing any kind of interest for providing good services for the
business organization (Drucker, 2017). However, as a project manager I should have that much
of patience in listening to the problem of my team members so that they can gain confidence.
Without having their support and co-operation, I would never be able to perform well towards
the business services.
3. Action plan:
This specific part has focused to make a detailed action plan on how to improve the
communication issues in next 6 months for the betterment of career.

7EFFECTIVE BUSINESS COMMUNICATION
Action plan Activities Time
Member of mind tool club After being the member of mind
tool club I would get the access
of 139 various communication
tools from where I can improve
my communication as well. At
the same time, after being the
member of mind tool my level of
self-confidence will be increased
automatically. As a project
manager, I would not have to
face difficulties in interacting
with my team member
effectively.
15th October, 2017
Attending training session for
rendering multilingual
flexibility
While dealing with the position
of project manager I would have
to communicate with people
from different geographical
backgrounds and attitudes.
Therefore, I personally believe
that multilingual flexibility is
highly important for making an
effective interaction with the
various employees at the
workplace. For this specific
1st November, 2017

8EFFECTIVE BUSINESS COMMUNICATION
reason, I can receive a training
and development session for
rendering multilingual flexibility.
Therefore, people should have to
face any kind of hesitation in
communicating with the
employees.
Arranging group activity for
being flexible
I have observed that I should
evaluate my earning process by
going through practical
experiences. People belonging to
different geographical
backgrounds and attitudes are not
flexible in making interaction
with each other. Therefore, a
group activity is highly needed
for making the entire
environment very much
comfortable. In addition, it is
also undeniable in order to
conduct different kinds of group
activity I should have enough
confidence. Therefore, people
belonging to various cultural
backgrounds and attitudes will
15th November, 2017

9EFFECTIVE BUSINESS COMMUNICATION
feel comfortable in participating
in the group work only when my
way of communication would be
perfect for every individual
separately.
Self-learning process I would like to start an effective
self-learning process as well.
Self-learning is going to be
successful only when I would
take different initiatives for
developing my communication
skill. I can talk to my friends
more effectively regarding any
kind of issue so that they can
rectify my mistake. Before,
providing a particular approach
to anyone I should discuss with
my friends. As a result, they
would be able to provide me
necessary solution on which
areas should I work more for
rendering more improvement
within my gesture, body
language as well as
communication skill.
1st December, 2017

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