Self Diagnosis and Reflection
There are several diagnostic tools that contribute in the evaluation of my business communication skills. Amongst them I will focus on five of the communication skills, those are; Communications Style Questionnaire, Johari Window, Communication Vision Questionnaire, Assertiveness Questionnaires and Aggressive Questionnaire. For presenting myself as a successful business professional, it is essential for me focusing in the development of the communication skills, Firstly, I have utilized the Communication Style diagnostic tool for judging my communication skills and capability. For this specific diagnostic tool, there were questionnaires and it was based on four significant components such as assertive, passive, aggressive and passive aggressive. The Assertive communication style generally refers to the direct approach of communication. The Aggressive communication style involves the style where the communicator tends to throw the direct approach without thinking about the other person in the communication process. However, with the Assertive communication style the communicator tends to give priority to the person at the receiving end of the communication at the same time while the communication process is being continued. In this procedure I had carried 20 in the assertive communication style and 14 in the aggressive one. For the other following segments, passive and passive aggressive, I had scored 10 and 8. Furthermore, from the scores it was evident and clear that I have a direct approach in my communication style and it would not make much complication in future.
In the other communication style test, Assertiveness Questionnaires test, I had scored a 100 out of 100. This specific score indicates that as a professional I am a adequately successful for making the direct communication which the persons at the receiver end without making any kind of complications. By appearing for the JoHari Window test, I have been able to evaluate that I tend to posses the primary five words including calm, brave, friendly, observant and logical. For being a part of any business institution, I believe, these five character traits would be helpful for me in overcoming the challenges that I may face within the organization. In the other Aggression test, I had scored a 0.50 in the section of verbal aggression. This specific score indicates that I would require having the competency and skills for making the direct approach not including any type of hesitation. In the communication vision, I had scored 75 out of a 100. This is a tool that diagnoses and examines the degree of capability in successfully dealing with other colleagues within the work place.
It appears that the communication style is comprised of the significant and some key factors including the non verbal communication, verbal communication, assertive communication, active listening and some more other communication components. After a successful evaluation of my own communication skill according to the five diagnostic tools, I have observed that the non verbal communication skill is better than the verbal communication. While I am about to make any kind of interpersonal communication, I tend to feel more comfortable in expressing my observations and opinion about the business aim. For this reason the person at the receiving end of the conversation does not feel any kind of complication or difficulty in understanding any of the non verbal communication that I make. However, I have observed that the assertive communication skill in me is quite effectual. While expressing any of my opinion I tend to make the direct approach regarding my requirements so that the other person gets a clear and transparent idea about my conscience and recognizes my needs. I have also observed I would also require a good verbal communication skill in order to become a successful and competent business professional. The efficient verbal communication skills tend to build the character traits of the person, therefore with the effectual verbal communication skills; I will be able to represent my thoughts and viewpoints in a clear and transparent method in front of the other employees within the organization. As a result I had understood that for the enhancement of the communication skills I need to improve my verbal communication skills to a great extent.
In addition to that I have also realized that my listening skills should be also improved. The key of being a good communicator is that the person at the receiving end needs to be an effective listener. In a business communication environment I have to listen to the other persons as well. In order to become a successful business person I would also require listening to the opinions of the other employees of the organization as well. Or else I would fail in making the right decision at the right place. Therefore I have also realized that I need to improve the listening skill to become an effective communicator as it is one of the most significant parts of the styles of communication that I am planning to enhance in the forthcoming future. For instance, just a few months ago I was having a major conversation with the head of the financial department of our company regarding the future strategies of the company for further revenue growth. During the conversation I had realized that she is making spontaneous decisions regarding the improvement of the revenue growth. After observing that, I had also realized that I started fumbling in providing essential suggestions for further modification in the plan. I noticed that I am not good at the verbal communication and could not act smart during the communication.
Another instance can be discussed for highlighting the issues with the communication skills within the work place. I was conducting a discussion regarding the target meet and making the collective decision. In that session, I expressed my opinions about the present marketing strategies and the necessary steps that are to be taken so that out company can act as a threat within the business filed for the other competitors. I kept my point of view and requested the other managers to do the same. However I realized that I never let the other subordinate employees to talk even if they were present in the meeting and was an important part. Therefore I also realized that I need to make sure that the requirements of the employees should be put first before the organization make any decision. Therefore I need to a good listener before making any decision.
The idea of active listening and verbal communication
Jussila, Kärkkäinen and Aramo-Immonen (2014) indicated that communicating verbally is a method of expression which help the individuals in interacting with others utilizing their voice and ability of listening. The idea of verbal communication is also the exact opposite of the communication that is done non-verbally. In order to have an effectual verbal communication, the individual is required to focus on the right voice modulation, methods of expression, tonal quality and many others. An individual’s personality also depends on the skills of communication. In addition to that the active listening abilities indicate that the individual should show sufficient patience to listen to the view point of other individuals before coming to a decision or making any kind of comment. If an individual is not an active listener, he or she will not be able to become an effective decision maker. Furthermore for making a successful verbal communication within the business environment, the professionals need to become an active listener at the very first place. It can also be indicated that these two terms tend to complement each other.
Significance of retaining an effective verbal communication within the work place
Retaining the verbal communication within the business environment is related with few significant advantages. Chen, Chiang and Storey (2012) indicated that the effective verbal communication may be continued during the interpersonal communication or the group discussion and many other situations. Both the receiver and the sender can have a spontaneous feedback by using the verbal communication skills. It can also be indicated that the entire process of communication is done by a systematic way. With the help of the successful verbal communication the business professionals tend to make the quick business decisions. On the other hand McCroskey (2015) have made an opposite view regarding the traditional view of the scholars. As opined by them, it has been examined that the verbal communication does not have much value in making the effective business agreements. The organizations mostly focus on the written documents for making the record of their agreement. However it cannot be denied that a fluent and effective verbal communication between the business professionals enhances the procedure of making a successful decision at the work place. Hackman and Johnson (2013) had also opined that the effectual business communication help in building the individual’s personality. In order to convey the point of view about the business goals and the other services, the individuals should focus on their verbal communication expertise. Or else the employees would not focus in obeying the orders of the senior employees and the managers. Therefore it is also irrefutable that the verbal communication abilities help to maintain the disciplines and cultures within the organization.
Significance of being an effective listener
According to McCroskey (2015) the active listener would focus on the point of view of others before taking any important decision or making the business policies. While conducting the business procedures, the business professionals are required to involve ample numbers of employees. In the participative leadership approach, the leaders or the business managers tend to consider the decisions of the other employees at the same time. Therefore the employees also get a chance to express their opinion about the business decisions. An active listener would always get the opportunity of making a decision by consulting with other employees and considering their point of views. In addition to that, if the employees get a chance to participate the decision making process and in solving the organizational problems, they tend to feel valued within the organization (Hackman & Johnson, 2013). Other than that the leaders may also focus on solving the personal issues that are happening within the work place with any of the employees, therefore a successful communication between the receiver and sender may make a difference if both have an active listening skill.
Aspects affecting the listening skills
There can be several significant issues that can stop the individual in having the active listening skills. Linguistic barrier can be one of the major reasons that can be accountable for this issue. When individuals from various backgrounds and cultures work within an organization, the language problem tends to be a major issue. Because of the language issue, the business managers may be reluctant in listening to any of the professional and personal issues of the employee. Grunig (2013) indicated that for avoiding the language barriers within the work place the organizations are required to provide sufficient training to employees at all the level so that the employees can have effective communication amongst themselves. However it should also be considered that the language issue is an indisputable issue within the work place and it can hamper the performances of the employees as well.
Other than the language issue, there can be other psychological and cultural barriers that can stop the effective communication approaches. If people within an organization belong to various backgrounds and cultures, they may not consider others’ viewpoints and perceptions. Therefore it is also possible that the due to different point of views business managers tend to avoid the issues of other employees due to the psychological difference (White, 2015). Therefore if the organization requires avoiding the psychological barriers as well, they should be providing effective professional trainings to their employees to enhance their understanding.
Models of communication
In understanding the communication procedure, the Shannon and Weaver’s model makes a significant influence. In this model, the communication is considered as a linear operation. According to this model the information source is conveyed through the channel from the sender to the receiver in a right direction (Laguna & Marklund, 2013). The procedure is as depicted below
Figure 1: Shannon and Weaver’s model
This theory has been widely accepted all around the world as it was one of the earliest model of communication.
Another model has been developed by the great Aristotle where he had mentioned five major elements that include meaning to the entire process of communication. These elements are speech, speaker, occasion, effect and audience (Laguna & Marklund, 2013). Aristotle had opined that when the speaker feels the need of constructing the speech, he or she also requires receiving the answer. If the receiver successfully understands the speaker, the communication process can be considered to be successful. This model was also accepted by several scholars around the world.
Source: (Grunig, 2013)
For developing the communication skill, I have taken few initiatives. Here I put focus on developing the action plan that would highlight the major areas that can be improved. The basic purpose of the action plan is to develop the significant areas. The action plan is as following:
Taking a particular course for improving the communication skill
I may take a diploma or a certificate course for examining the communication skills. The primary advantage of taking the course is that I will not have to spend much time and at the time I will be able to enhance my verbal and non verbal communication skills within a certain time frame.
Conducting the advanced course after my graduation
After completing the graduation degree, I can take a post graduation degree to develop my communication skills. A post graduation degree would be very much helpful in improving the communication skills and enhancing my understanding regarding the effective communication within the business organization. However, this may have a major disadvantage. This course may be both time and money consuming. Along with spending a huge amount of money for the post graduation course, I would be spending a lot of time for the course as well. However, a post graduation degree is always helpful in the long run as it will provide me a detailed understanding and knowledge regarding the subject.
Self help books
There are several self help books that can be helpful for me in improving the competency and skills of communication. Therefore I will be able to improve my listening and speaking quality by focusing on the books. At the same time I would not have to pay a huge amount of money or spend a lot of time as well.
Focusing on online journals for improving the communication skills
Several scholars have written journals on this subjects which can be very much helpful in enhancing the communication skills. I can take the help of internet to access those journals, however it cannot be denied that the language of those journals can be tricky therefore I may face some difficulties. However these journals would help me in conducting a self evaluation as well.
Taking help from professionals
I can also take help from the professionals regarding the communication skills. I can hire a profession who has experience in this field. He or she will be able to help me in rectifying my mistakes. At the same time I can also interact with someone with years of experience.
Reference List and Bibliography
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Chen, H., Chiang, R. H., & Storey, V. C. (2012). Business intelligence and analytics: From big data to big impact. MIS quarterly, 36(4), 1165-1188.
Collis, J., & Hussey, R. (2013). Business research: A practical guide for undergraduate and postgraduate students. Palgrave macmillan.
Cornelissen, J. (2014). Corporate communication: A guide to theory and practice. Sage.
Grunig, J. E. (2013). Excellence in public relations and communication management. Routledge.
Grunig, J. E. (2013). Excellence in public relations and communication management. Routledge.
Hackman, M. Z., & Johnson, C. E. (2013). Leadership: A communication perspective. Waveland Press.
Jussila, J. J., Kärkkäinen, H., & Aramo-Immonen, H. (2014). Social media utilization in business-to-business relationships of technology industry firms. Computers in Human Behavior, 30, 606-613.
Kwok, L., & Yu, B. (2013). Spreading social media messages on Facebook: An analysis of restaurant business-to-consumer communications. Cornell Hospitality Quarterly, 54(1), 84-94.
Laguna, M., & Marklund, J. (2013). Business process modeling, simulation and design. CRC Press.
Locker, K. O., & Kienzler, D. S. (2013). Business and administrative communication. McGraw-Hill.
McCroskey, J. C. (2015). Introduction to rhetorical communication. Routledge.
Mishra, K., Boynton, L., & Mishra, A. (2014). Driving employee engagement: The expanded role of internal communications. International Journal of Business Communication, 51(2), 183-202.
Park, J., Lee, J., Lee, H., & Truex, D. (2012). Exploring the impact of communication effectiveness on service quality, trust and relationship commitment in IT
Trevino, L. K., & Nelson, K. A. (2016). Managing business ethics: Straight talk about how to do it right. John Wiley & Sons.
White, C. (2015). Data communications and computer networks: A business user's approach. Cengage Learning.