Communicating Effectively as a Workplace Leader: Assessment Report

Desklib provides past papers and solved assignments for students. This report explores effective communication strategies for workplace leaders.

COMMUNICATE EFFECTIVELY AS A WORKPLACE LEADER
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Contents
Assessment Task 1.......................................................................................................................3
Assessment Task 2.......................................................................................................................9
Part B: Report............................................................................................................................9
References:.................................................................................................................................13
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Assessment Task 1
QUESTION 1
List ten effective communication skills that are required by a manager.
1. High confidence level to handle any situation and circumstances occur in the
organization
2. The manager should have clarity and cohesion while communicating with others
3. It's good if the manager has a friendly tone while talking to every phone.
4. Have respect for the staff of below level and their ideas
5. Effective listening skills
6. Can communicate with others even if having a disagreement
7. Have an open mind to understand the situation and different point of views
8. Can manage his emotion while communication
9. Have good knowledge and can ask good questions
10. Have a good tone of voice while talking (Bizcoach, 2019)
QUESTION 2
In the following table list five electronic and five non-electronic communication
methods and explain the situations when each may be used effectively
Electronic communication
Method Situation for use
Emails To deliver any information, file or task
Websites To provide or take information about the
company and offers
Audio To do announcement or give any order
Video To convey any visual information or to show
any process
Text messages For communicating with others by sending and
receiving messages (Itstillworks, 2019)
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Non-electronic communication
Methods Situation for use
Face to face For taking interviews, interaction
Letters To send or receive information in written form
and legal work
Memos To do any announcement
Brochures To spread the information or for advertisement
Sign language When there is no voice
QUESTION 3
a) What is meant by effective listening?
Effective listening skill is defined as the action of receiving all the information from the speaker
very accurately without any misunderstanding. It also includes whether the listener is able to
deliver the same message while communicating with others or not.
b) Describe the techniques used in effective listening
The techniques that can be used for effective listening are:
 Always have an open mind while listening
 While listening, try to convert the words of the speaker into a picture form
 Be mentally present while listening and be attentive\
 Don't try to interrupt when the speaker is speaking, wait for him to complete what he is
saying (Forbes, 2012)
QUESTION 4
a) What is the purpose of providing and seeking feedback?
By giving or taking feedback from others, it can help in:
 Knowing the current status of performance and what can be improved according to the
perception of the audience
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 It is the way for a regular learner to learn new things
 It motivates the performer
b) Describe how you can give effective feedback?
Effect feedback can be given by providing it regular and a specific manner. The main focus will
be on the positive points and encouraging the performer for his performance. Other than this, it
will include the suggestions too.
c) Describe techniques for receiving feedback.
 The first technique is balancing feedback which includes the mixture of both positive and
negative points
 The other technique is to give the feedback by mentioning what needs to stop, what
need to add and what needs to improve and continue.
QUESTION 5
What responsibilities do team leaders have for communication? List 10.
1. Conduct training to improve listening skills
2. Have confidence and so as in the team
3. Develop an environment of respect for each other
4. Felicitate the good communicator
5. Should deliver organizational skills to followers
6. Should have a friendly nature with everyone
7. Have a good tone of voice while talking
8. Can resolve the conflicts by communicating
9. Have a clear voice and a clear communicator
10. Ask the followers for their views and ideas
Question 6
What barriers to communication may be encountered in a work context? List 10
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1. Use of unfamiliar or technical terms becomes a barrier in communication.
2. The difference in point of views and way of thinking of persons.
3. Physical disabilities are also caused by a barrier to communication.
4. Language is another barrier as generally, people cannot understand the language or
accents used by others.
5. Cultural differences vary and so the way of expressing the emotions by people also
varies.
6. Unclear words or incomplete sentences become difficult to understand and create a
barrier.
7. Lack of confidence makes it difficult to communicate their problems and queries.
8. Inability to listen or poor habit of not listening creates a problem in communication.
9. Dishonesty or not believing in people becomes a barrier.
10. Communication barrier occurs when higher executives do no coordinate with lower
subordinates (Mittal, 2018).
Question 7
a) What is meant by ‘passive communication'? Describe three verbal and three non-
verbal characteristics of passive communication.
Passive communication is a style of communication in which people avoid sharing their
feelings, emotions, identification, and meeting of needs, and protecting the rights of the
individuals (Calvó‐Armengol, et. al., 2015).
Three verbal characteristics of passive communication:
1) Excessive uses of fill in words such as um err, etc.
2) Hesitation
3) Throat clearing
Three non-verbal characteristics of passive communication:
1) Jaw Trembling
2) Raising the eyebrows in prediction.
3) Wringing hands
b) What is meant by ‘aggressive communication’? Describe three verbal and non-
verbal characteristics of aggressive communication.
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This is another style of communication in which an individual expresses its wants,
needs, and desires in such a manner that it does not consider the welfare of other
people (Babaei, et. al., 2018).
Three verbal characteristics of aggressive communication:
1) The sarcastic or harsh tone
2) More use of blaming words
3) Threatening questions
Three non-verbal characteristics of passive communication:
1) Gestures like a fist clenching
2) Leaning over
3) Staring the other person
c) What is meant by ‘assertive communication’? Describe three verbal and non-
verbal characteristics of aggressive communication.
It is a communication style in which an individual expresses his emotions, feelings
effectively and stand for its point of view and respects the beliefs and values of others. It
is a style in which a person shares what he thinks with full honesty and confidence
(Sims, 2017).
Three verbal characteristics of passive communication:
1) Sincere, clear, and precise
2) Emphatic statements of interest
3) Suggestions without making use of “ought” or “should”
Three non-verbal characteristics of passive communication:
1) Frowning at the time of anger
2) Making movements of the open hand
3) Receptive listening
Question 8
a) Why is it important to consider legislation when you are communicating in the
workplace?
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It is vital to consider laws and rules while communicating because it enables the
companies to improve their efficiency and helps in boosting the morale of the employees
and inspire them to increase their productivity.
b) What communication principles may be included in workplace communications
policies and procedures? List eight.
Principles of communication are:
1. It should be clear and precise.
2. It should provide relevant and complete information.
3. Communication should be done by providing correct information.
4. It should be understandable by the receiver.
5. A common language should be used or mediator should be appointed to
dictate the meaning.
6. Build a relationship.
7. Communication should be a two-way process and the sender must ask for
feedbacks.
8. Communication is complex and contextual (Fay, et. al., 2018).
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Assessment Task 2
Part B: Report
 What is the reason and context for your presentation? How does this context
influence the way in which you will conduct your presentation?
It is evident that people most likely prefer visual communication and mode of
presentation than audio. Visual presentation enables them to understand the topic and
purpose of the topic. It also enables people to remember what is to be presented.
Hence, a power-point presentation is the most appropriate and suitable mode. It will
inspire the people working in the organization to form the policies and legislation by
following the several necessary laws as imposed by the government to reduce
discrimination and motivate employees to improve their productivity and efficiency.
 Suggest one other method you could have used for presenting this information.
List the pros and cons of each method.
In order to present this information, another method such as hangouts which includes
brochures, leaflets, posters, etc. can be used.
Merits of using hangout method:
1) It is cost effective.
2) It is an attractive model.
3) It is easy to understand and read.
4) It contains a lot of information.
5) It covers targeted people.
Demerits of using hangout method:
1) At times it is not reliable and authentic.
2) It is not effective for the long term.
3) People can easily discard or throw it.
 Where did you obtain the information that you needed to prepare your
presentation?
The areas from where the information gathered for preparation of presentation is:
1) Internet
2) Articles, books, journals, etc.
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3) Seminars, conferences, etc.
 What is the main focus of the message that you wish to convey? Why is this
important to your workgroup?
The main focus of the message for the presentation is to reduce or minimize the
discrimination or harassment in the organization. It helps in building trust and
relationship of the employees with the employers and inspires them to work more
effectively. This is important because it helps in providing a safe and secure working
environment for the employees.
 What use have you made of electronic and/or non-electronic communication
methods? Why did you choose these methods?
Communication is a vital process and is important to transfer any vital information from
one person to another. It helps in reducing confusion and building of trust among the
employees. Communication can be done either through electronic mode or through non-
electronic mode. The company has used electronic and non-electronic mode of
communication to provide the information and to share the policies and rules with the
employees in relation to the harassment in the organization.
Use of electronic communication methods:
 Emails
 Google hangouts
 SMS
 Telephonic
 PowerPoint Presentation
Use of non-electronic communication methods:
 Notices
 Memorandums
 Circulars
 How have you made sure your presentation will present a clear message?
By taking feedback from the employees and people who have watched the presentation,
it is being predicted that the message to be conveyed has been properly delivered and
people have understood it clearly and properly. Also, people are implementing the same
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in their personal lives is the biggest instance of ensuring that the presentation has
delivered a clear message to the people and employees in the organization.
 How have you provided for two-way communication? How will two-way
communication assist in conveying your message?
Two-way communication is the process in which when the sender of any message
receives the replies from the person receiving the message. Two-way communication is
the most effective way as it helps in providing a clear message and communicating the
correct information. The two-way communication is important in assisting the message
because it helps in getting feedbacks and ensuring and confirming that the other person
has understood the message clearly. The two-way communication is important so that to
confirm that the person receiving the message makes the information used in their
personal lives as well and do not practice any kind of harassment and discrimination in
their workplace or at any other place.
 What mechanism have you put in place to confirm that the audience has
understood the information that you have presented? Why did you use this
particular mechanism?
The mechanism to confirm that the people and audience have understood the message
or information that has been presented is taking and collecting feedbacks. Through
feedbacks, the presenter can confirm that the other person has clearly understood the
message and replies back. The feedbacks are one of the best and most appropriate
mechanisms to determine that the receiver has understood the information. The
feedbacks help in providing correct information. This will help in understanding where
the person lacks or the way he/ she communicates.
 What records will you keep of your presentation and outcomes? Why is it
necessary to keep records?
The records to be kept from the presentation and outcomes include information being
provided, feedbacks, and sources from where the information is being gathered. It is
necessary to keep the records for future purpose. It helps in forecasting the information
while making a presentation in the future.
 What workplace policies and procedures have you followed in the preparation of
this presentation?
While preparing the presentation several policies and procedures were being used, such
as:
 That the presentation is clearly visual.
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 It has fewer words.
 It is attractive.
 It should be presentable and the font, size should be clearly visible.
 It should have graphics, charts, and images.
 The data should be authentic and reliable.
 The information should be properly cited.
 What problems may you encounter when organizing or delivering your
presentation? Suggest solutions for each potential problem. At least one of these
problems must relate to the environment of the presentation and one must relate
to personnel issues
There are several problems such as:
1) The correct information was very difficult to gather.
2) It took a lot of time to gather the data used in the presentation.
3) It takes efforts to make the presentation look attractive while simultaneously
delivering the information.
4) The problem includes lack of skilled or talented employee to present the
presentation.
5) There is a high level of disturbance and hence face issues like an increase in
distraction.
Solutions to the problems include:
1) Conduct high-quality research and appoint skilled and experienced persons to perform
research action.
2) Make use of different font styles, designs, layouts, etc. to make the presentation look
attractive.
3) Outsourcing the work to a talented person.
4) The presentation should be conducted in the proper room in which only the concerned
persons should be allowed.
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