Enhancing Workplace Communication Skills and Conflict Management

This report explores the critical aspects of communication within organizations, emphasizing the importance of effective communication models, essential skills, and conflict management strategies. It begins by outlining various communication models, including linear, interactional, and transactional models, and highlights key communication principles such as attention, feedback, clarity, and consistency. The report further discusses vital communication skills like listening, body language, and writing, explaining their impact on teamwork, productivity, and organizational success. It addresses the sources of conflicts, including communication barriers, structural factors, and personal factors, and suggests conflict management approaches like competing, compromise, avoidance, and accommodation. The report also examines the causes and effects of poor written communication skills and provides recommendations for improvement, focusing on clarity, conciseness, tone, active voice, and proper grammar. The study concludes by underscoring the necessity of effective communication for personal and professional success and the importance of addressing communication-related conflicts constructively.

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Table of Contents
Contents
INTRODUCTION...........................................................................................................................1
Communication models..............................................................................................................1
Communication Skills.................................................................................................................2
Managing conflicts......................................................................................................................4
Poor communication...................................................................................................................5
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................8

INTRODUCTION
Communication is a process in which an individual transfers their thoughts, ideas, beliefs
and value in other person in an understandable manner. It plays a vital role to clarify doubts and
also make efforts of people’s result oriented. In an organisation the verbal or language based
communication is very essential. With a language, the communication becomes more effective
and global outside the organisation. The organizational communication is an activity in which
there is sending or receiving of the messages among all interrelated individuals within particular
atmosphere in order to accomplish their common goals. In the organisation, there must have the
competent communicators in order to get success. Employees require being skilled in the public
presentation, listening and an interpersonal communication for flourishing at the work place.
Communication in an organisation is highly contextual and the culturally dependent. The
employees in at workplace transit the message through written, face to face and the mediate
channels. This report will include the communication mode, skills, conflict management, poor
communication and recommendations (Beserraand et. al., 2018).
Communication models
The models of communications are the conceptual frameworks that explain various ways
of the human communication. These models represent an entire process of the communication
between sender and receiver. There are three types of communication models which are given
below:
 Linear models- In this, it describes that how a sender transmits a message or information
into the receiver. It is a one-way interaction in which feedback is not exists. It is the
primary model of communication (Cho and et. al., 2017).
 Interactional models- It follows two channels in which the communication and feedback
flows between the sender and receiver. In this, the feedback is not simultaneous, thus, it
provide indirect and slow feedbacks.
 Transactional model- It is two-way process of the communication and includes the
immediate feedbacks. In this, the feedback is very essential elements. It implies that, the
communication or information is achieved as people either send or receive message.
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Principle of communication
 Attention- The receiver's attention is very essential to make the communication
effective. They can respond differently as all people are very different in attention,
behaviour, emotions and other etc.. They should act or behave as per the content of
message.
 Feedbacks- This principle plays an important role in order to make the communication
effective. So, there should be the feedback information from the recipient to get know
whether it is understood able or not (Greenslade, Utter and Landa, R.J., 2019).
 Clarity- The communication should be clear and worded in a manner that a receiver can
easily understand the same thing that the sender conveys. Clear message or information
evokes same response from the other party.
 Informality- The formal communication is used for the transmitting information or other
messages. Often, formal information is not accomplish the a desired result, an informal
communication may prove an effectiveness in such situation
 Consistency- The communication must always be consistent with plans, policies and
objectives of an individual. If the message in conflict with policies then there will a
situation of confusion in everybody's mind.
 Timelines- It states that the communication should be done at the proper time in order to
help in to implementation of plans. Delay in communications cannot serve a purpose and
the decisions also will be delayed.
 Adequacy- The information should be complete and adequate in all manners. Inadequate
information can delay an action and also create confusions. It can affect the efficiency of
the receiver. Hence, an adequate communication or message is essential to take proper
decisions (Zhu and Anagondahalli, 2017)
Communication Skills
These are those ability and knowledge of a person that make them enable to do
something efficient and well. There are several types of these skill, some of them are given
below:
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 Listening skill- It refers to being able to display an interest in a topic discussion with
understanding the information effectively. It allows peoples to understand an information
to others convey to them. Listening is very vital for an organisation, as it gives them the
valuable information about their company. It helps them to identify tools to improve their
organisation as what its client, customer and employees are feeling, thinking and doing. It
is helpful in the recognition of clients and employees for their inputs. This skill can be
determined in the presence of someone effective communicator. Listening ability of in
individual in an organisation can affect the teamwork, productivity and its success
(Merollaand Harman, 2018).
 Body language- Communication is more than the words as it maintains the eye contact
with other peoples, when they are taking to each other. Body language is an unspoken
component of the communication that an individual use to reveal their true emotions and
feelings. It includes the actions and different ways of behaving. Its main indicator is eye
contact as it shows attention, confidence, interest and honesty. In order to understand the
body language of an individual, he should be observed by many ways. During the
communication, by studying eye contact, their intentions or feeling can be understood.
Pay attention to the proximity to someone is a good indicator of the rapport ( Peng and et.
al., 2019).
 Writing skill- This skill is very essential to get points of an individual in writing. This
skill includes the ability or knowledge related to the experience an individual through his
written words. Writing skill is a sound understanding of the language through spellings,
grammar and punctuations. A person with excellent writing skills can tailor his tone and
words choice to the different peoples and situation. This skill helps an individual to
communicate with other person without having to schedule a meeting and phone calls. It
should be ensured that the readers get all key points about what the sender wants to
convey.
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Managing conflicts
The conflict management is an activity of being able to determine and handle any conflicts
sensibly, efficiently and fairly. It is the natural part in an organisation and it is very important
that the peoples understand these conflicts and know that how to resolve them. The conflict can
be raised by many sources that are given below:
 Communication- In this, the conflicts arise from a misunderstanding about the aim,
nature and objectives of a task or information. There is also different expectations that
how the things should be done. Communication barriers is that in which it includes a poor
listening listening skill, difference in interpretations, perception, insufficient sharing of
information and other etc.
 Structural factors- Structural disagreement mainly includes the level of participations,
size of team and levels of interdependence among the employees.
Personal factors- It include the self esteem, goals, needs and values of an individual.
How to manage conflicts
 Competing- it is a win-lose situation in which an individual act is assertive way in order
to accomplish their goals ( Rico-Gallego, Lastovetsky and Diaz-Martin, 2017).
 Compromise- With this approaches, each individual gives something that is helpful and
contribute in the conflicts resolutions.
 Avoidance- In this, peoples accepts the decisions without any question to avoid the
confrontation or clashes. It delegates the difficult task and decisions.
 Accommodations- It is a passive conflict resolutions strategy. In this, a person in
scarifies, so that other person can get whatever they want.
In an organisation, during the conversation between two employees, the situating went worse. It
happened because of their communication skill as they were using an aggressive tone and
abusing language. To resolve this conflict their employer has make a compromise between both
of them and resolve the situation. In this case, the compromising method is adopted in order to
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resolve eh conflict. Compromising strategy show a moderate concern for both self and other and
may indicate a low investment in conflict.
Poor communication
One of my friends has to face the situation of poor communication at the workplace as he
was not able to write mails and reports properly. He is lacking the written communication as he
didn’t know about how to write a proper content in order to make it understandable. There were
many spelling mistakes, confusing messaging and incorrect grammar. It leads to a low morale,
conflicts, misinformation and missed opportunity (Stocklmayer and Rennie, 2017
Causes of poor written communication skill
 Lack of training - Perhaps these individuals cannot simply use the grammar properly or
reach their point of writing. To combat this for organisation’s current employees, try to
hold training sessions or lectures to teach them some of the basics they may be unfamiliar
with.
 Lack of motivation – Lacking in the written communication can also be a sign that the
workers are not motivated to do their job well. They may not feel like they are
challenging enough or more often they are showing normal laziness that can became a
hinder in their success. If this is recent, they may want to recruit a new employee who
will enhance your company’s success, not hinder it.
 Lack of good management- Another possible reason is that the supervisor has poor
written communication skills, which can lead to their own mistakes. By providing the
training sessions or talking privately with the managers may be helpful to minimize the
problem.
Effects
 Impersonality- Written communication is less personal or significant than the verbal
communication, in order to make it less effective for emotional messages. For example,
many people feel that the important issues, such as dismissal, promotions should be
addressed in person (Zhang and et. al., 2017).
 Possibility of Miscommunication- Written communication does not contain variation in
the tone or facial expression that makes the communication complicated to express in
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writing and can be considered offensive. It forces people to write in an orderly, sensitive
way, which leads to a non-human context of written communication.
 Lack of Instantaneous Feedback-Generally, the oral communication generates a quick
and verbal feedback, often it update the speaker’s next word. The written communication
lacks this significant component. Written communication cannot be instantly adjusted to
meet audience needs, clarify a question or respond to objections. Additionally, in the case
of a miscommunication, the author may not find out about it in time to correct it.
Recommendations to make effective written communication skill
 Clarity- It helps the readers to understand what the writers are saying. Clarity comes
from the writing in a simple language and also sticking to concrete or specific
information.
 Conciseness- It is very essential to get individual’s points efficiently and quickly. It
should include only necessary details to communicate their points ). (Yamamoto, Nah
and Bae, 2020).
 Tone- It is the voice of writing. At workplace, the writing tone should be one of the
professionalism blended by verifying the degree of formality and friendliness.
 Active voice- It is typically a little more accessible and easier for following the readers
rather than passive voice. It helps a sentence flow very better and also allows the reader
to, over through the written sentence at a quicker pace.
 Grammar and punctuation- the words should be accurate with proper grammar and
give an understandable brief. The writer should avoid clichés.
CONCLUSION
From the above report it is concluded that, communication is very essential for an individual
in their personal life as well as professional life. There are various models and types of the
communications such as listening, writing, speaking and other communication skill. But, there
are certain principles of the communication which are very important to make it effective such as
clarity, attention, timelines consistency and many more. There are several conflicts because of
the communication as it can create misunderstanding, and make an individual unable to
understand its real meaning. To avoid all these negative outcomes, there should be a proper and
effective communication. A poor communication can create many issues such as informality,
waste of time and wrong information due to which an individual or an organisation has to face
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many problems. To overcome these issues or problems there should be clarity and a good body
language during a conversation or sharing information.
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REFERENCES
Books and Journals
Beserra, E.P. and et. al., 2018. CONFLICT MANAGEMENT IN NURSE TRAINING. Journal
of Nursing UFPE/Revista de Enfermagem UFPE, 12(10).
Cho, S and et. al., 2017, July. System level simulation for 5G cellular communication systems.
In 2017 ninth international conference on ubiquitous and future networks (ICUFN) (pp.
296-299). IEEE.
Greenslade, K.J., Utter, E.A. and Landa, R.J., 2019. Predictors of pragmatic communication in
school-age siblings of children with ASD and low-risk controls. Journal of autism and
developmental disorders. 49(4). pp.1352-1365.
Merolla, A.J. and Harman, J.J., 2018. Relationship-specific hope and constructive conflict
management in adult romantic relationships: Testing an accommodation framework.
Communication Research, 45(3), pp.339-364.
Peng, G. and et. al., 2019. Delayed-feedback control in a car-following model with the
combination of V2V communication. Physica A: Statistical Mechanics and Its
Applications. 526. p.120912.
Rico-Gallego, J.A., Lastovetsky, A.L. and Diaz-Martin, J.C., 2017. Model-based estimation of
the communication cost of hybrid data-parallel applications on heterogeneous clusters.
IEEE Transactions on Parallel and Distributed Systems, 28(11), pp.3215-3228.
Stocklmayer, S.M. and Rennie, L.J., 2017. The attributes of informal science education: A
science communication perspective. In Preparing informal science educators (pp. 527-
544). Springer, Cham.
Yamamoto, M., Nah, S. and Bae, S.Y., 2020. Social media prosumption and online political
participation: An examination of online communication processes. New Media &
Society. 22(10). pp.1885-1902.
Zhang, M. and et. al., 2017. A system dynamics model for risk perception of lay people in
communication regarding risk of chemical incident. Journal of Loss Prevention in the
Process Industries. 50. pp.101-111.
Zhu, L. and Anagondahalli, D., 2017. Effects of academic entitlement on conflict management:
implications of a consumer culture for the student–teacher relationship. Communication
Reports. 30(1). pp.14-25.
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