Discussion On Characteristics: Quantitative And Qualitative Essay.

Importance of Effective Communication Skills in Workplace

Question:

Discuss About The Characteristics Quantitative A Qualitative?

Effective communication skills help in solving various types of issues at workplace. Researchers are of the opinion that better the communication skills of the individuals, the better will be the scope of success of the operations (Neuliep, 2012). This assignment will mainly portray the communication skill that I lack. I will also conduct a literature review on the skills that I lack and will prepare an action plan accordingly.

The first tool that I have used is the non-verbal immediacy scale self report. They mainly help in depicting the behaviors as well as the different cues that help in signaling positive feelings towards the other persons. The grading of this diagnostic tool varies being based on the gender and therefore since I am male, I have to follow the grading system of the male. Here, I have answered 26 situations with grading system from 1 to 5 with 1 being “never” and 5 states “very often”. After conducting the diagnostic test, it was seen that my total score was 82. In case of the males, lower non-verbal skill is represented when the grade is below 83 and in case of high non-verbal skill, the grade should be above 112. As I have received, a score of 82 that falls in the category of low non-verbal communication skills, I believe that I have to develop my non-verbal communication attributes. This is important for developing as a business professional who is not only perceived well by the others but is also able to communicate effectively with others.

The second diagnostic tool that I have used is the talkaholic scale. This tool mainly helps measuring the capacity of an individual in compulsive communication. Presently researchers are of the opinion that high talkers are no more perceived negatively by the others (McCroskey & Richmond, 1993). This category of high talkers does not include those individuals whose talks to irritate people or whose talks are not wanted to be listened by other subordinates. Subordinates perceive rather high talkers positively nowadays. Considerable research has shown that more the person talks, the more positively he is perceived and evaluated by others (McCroskey & Richmond, 1995). They are more likely to be preferred as the leader by their subordinates as they seem more competent to them. Therefore, better the grade of the scale better is my chance of becoming an effective leader. There are 16 situations which I needed to fill with a scale of numbers from 1 to 5 where 1 denoted strongly disagree to 5 being strongly agree. I scored a value of 17 after the entire calculation. I saw that 17 lay in the category of low line talkaholics. The grades between the 30 and 39 are considered as borderline talkaholics and the score above 40 is marked as compulsive talkaholics. Therefore, I believe that I really possess a very low score and I need to develop my speaking skills, feedback giving and receiving skills, my social skills effectively so that I am positively perceived by all.

Results of Diagnostic Tools Used to Identify Author's Communication Skills

The next diagnostic tool that I have used is called the Personal Report of the Intercultural Communication apprehension called PRICA. This tool mainly helps in measuring the anxiety that is developed by an individual when they try communicating with employees of other cultures (Neuliep & McCroskey, 1997). Individuals mainly need to fulfill 14 important situations by a grading scale from 1 to 5. Here, 1 indicates ‘strongly disagree’ and 5 indicate ‘strongly agrees’. After completing the scale, I saw that I scored 27. The scoreboard said that when the score is below 32, it indicates that the individual has low intercultural communication apprehension (CA). When the score is between 32 and 52, it states that the individual has moderate level of intercultural CA. When the score is above 52, it shows that the individuals have high intercultural CA. My score falls in the category of low intercultural CA. Therefore, it is very important for me to develop proper knowledge about how to develop intercultural communication skills so that I can become an expert professional.

The next tool that I have used is called the Personal Report of Public speaking anxiety. This tool mainly helps the individuals to measure their public speaking anxiety that they develop when they try to speak at a public level (McCroskey, 1970). It has 34 situations that the individuals need to fill with a grading system from 1 to 5. 1 denotes ‘strongly disagree’ and 5 denotes ‘strongly disagree’. After filling the toll and calculating the mark, I got a score of about 108. The scoreboard says that an individual whose grade is above 131 will have a higher public speaking anxiety and that whose grade is below 98 has low public speaking anxiety. Those who have scored between the two grades are said to have moderate public speaking anxiety. I have a score of about 108 that fall in the moderate category. However, I believe that I need to develop myself more in public speaking skill so that it becomes one of my strength. Proper public speaking ensure that I will be able to develop attributes that will help me reach the leading position of the organization as I will develop the power to inspire and motivate people.

The next tool that I have used is the Self Perceived Communication Competence Scale (SPCC). In this tool, the individuals understand how well they have developed their communication competence in different situations (McCroskey & McCroskey, 1988). Here, 12 situations are needed by individuals to analyze and provide marks following the grading system of 1 to 5. Here, individuals are expected to provide marks from 1 to 100 in each of the 12 situations. This score usually helps individuals to understand their efficiency of the communication skills and thereby help themselves to improve the attributes by proper learning resources. After filling up of all the situations with proper marks, the categories showed that I fall into the moderate category of SPCC. My scored revealed that I have moderate level of SPCC with that of the basic communication contexts in terms of public, meeting, dyad and group and with receivers like that with the strangers, friends and acquaintances.

The Author's Lack in Nonverbal and Intercultural Communication Attributes

After using the diagnostic tools, I understood that I lack a number of skills that are extremely important for effective communication in workplace. From the non-verbal immediacy scale report, it became prominent that I do not have proper non verbal immediacy attribute and therefore I cannot behave professionally in my workplace. Therefore, my team members are not being able to develop positive feelings for me. They misunderstand me and therefore they try to avoid me. My expressions are quite harsh and I speak in loud voice due to my nature. However, they perceive it negatively and do not involve me in their planning or discussion. This attribute is also reflected in the non-verbal immediacy scale self report. Therefore, I have to develop this attribute so that I can work collaboratively with all others and help the organizations in receiving the goals. Besides, I also noticed that I have poor intercultural communication skills. This is quite evident from the apprehensions and tensions I develop whenever I have to face any clients coming from diverse cultural backgrounds. Moreover, also while interacting with team members of different cultures, I tend to hurt them unintentionally as I cannot develop proper knowledge about their cultural traditions, preferences and inhibitions. Therefore, they often get upset with me for which teamwork gets affected. As a result, I have to develop action plans for my improper nonverbal immediacy and intercultural communication attributes.

I was assigned as the leader of a team that was failing to meet its productivity goals every month. The members of the teams used to be my friends in the university and so all were comfortable working with me. However, as days passed, they complained that I shout on them unnecessarily for minor reasons and that they do not want me as a leader. I was quite shocked as I felt that I had never shouted on them. I talked with one of them in details and I came to know that they feel that the tone with which I talk with them marketing them feel inferior. I was never aware of this, as I had never done so purposely. They also said that my body language is quite harsh and they felt inferior. I was quite shocked at the revelation and realized that my non-verbal immediacy is not proper to be an effective leadership. In order to be an effective leader or an expert business professional, I need to develop my behaviors and other non-verbal cues so that I am positively perceived, respected and loved by others in workplace.

Need for an Action Plan to Overcome the Barriers

While during my placements, I was given an opportunity to work with an Asian representative of the organization. I had no idea about cultural likings and preferences of my teammate and approached him casually. I called him by his name that made him quite irritated. She told me that he does not like being called by the name. Another instance, I had to take interview of some Japanese officials. I had no knowledge of the importance of business cards by them. Therefore, when they offered their business cards, I kept it on the table casually. I also stated them that I do not need it as I have their contacts saved. Later they complained about this behavior and communication to my superior who called me and criticized me due to my lack of culturally awareness. Hence, I understood that I need to develop the knowledge effectively so that I can handle such situations effectively without disrespecting any traditions.

Therefore, the above mentioned situations were eye-openers for me. I understood the skills that I lack in my professional attributes are improper intercultural communication skills and nonverbal attributes. I would thereby be preparing action plan so that I can overcome the barriers and turn my weakness into the strengths.

According to research studies, immediacy in communication refers to the way by which an individual signals willingness, closeness, and positive feelings towards others (Kreps & Neuhauser, 2013). Thus, immediacy involves both verbal and non-verbal behaviours or actions, which facilitate simultaneous communication of involvement, warmth, positive affect and psychological closeness. Evidences suggest that nonverbal immediacy is imperative to the way of interaction between different people, and also helps in evaluating their behaviour (Miller et al., 2014). It has been considered as a central concept in studies that focused on instructional communication. Findings further emphasise on teachers who are rated as nonverbally immediate, being viewed more favourably by students (Kerssen-Griep & Witt, 2012).

Thus, this immediacy assists the concerned individual to maintain close relationship owing to the fact that it establishes a sense of involvement, care and affection between people, thereby enhancing intimate feelings (Fallah, 2014). Studies have been conducted that examined the role of perceptions of a student related to nonverbal immediacy and clarity of their teachers. Results from such studies focused on structural equations that illustrated the role of nonverbal immediacy behaviour on influencing learning skills and perceptions of the students (Finn & Schrodt, 2012). Furthermore, effects of such nonverbal immediacy behaviour have demonstrated significant learning gains in children during a human-robot interaction (Kennedy et al., 2015). Generally, nonverbal immediacy behaviours include reduction of physical distance between individuals by touching (haptics), using gestures, smiling, displaying relaxed posture, vocal variety and engaging in direct eye contact (oculesics). It also encompasses several aspects of chronemics or use of time (Bodie & Jones, 2012).

Most nonverbal interaction between individuals are classified according to three basic areas, namely, physical characteristics of key communicators, behaviours displayed by the communicators during interaction, and the environmental conditions where the communication occurs. According to research evidences, such nonverbal immediacy includes involvement of unconscious and conscious processes related to encoding and decoding (Kreps & Neuhauser, 2013). While encoding refers to the act of generation of information related to gestures, facial expressions, and body postures, decoding refers to interpretation of that information from the sensations that are received by the encoder. Thus, encoding particular information encompasses the process of utilization of signals that are considered universal. On the other hand, decoding some information is based on utilizing prior knowledge that a person has regarding the received sensations.

Furthermore, according to research findings nonverbal communications represent nearly two-third of all kinds of communication and are responsible for portraying messages both with the use of appropriate body gestures and accurate vocal signs (Mazer & Stowe, 2016). Thus, the major body signals consist of adequate physical features, mediation of personal space and the appropriate use of conscious and unconscious signals or gestures. Evidences illustrate the establishment of wrong messages due to failure of the body language conveyed by an individual to match with the verbal messages. Moreover, nonverbal immediacy has been found to strengthen the first impression of the concerned person in complex situations such as attending business interviews. Thus, nonverbal immediacy plays a crucial role in establishing impressions within few seconds of contact (Kelly & Westerman, 2014).

According to research evidences, adequate display of nonverbal immediacy by a leader helps in fostering good working relationship and attraction with the subordinates and co-workers (Kerssen-Griep & Witt, 2012). Co-workers are generally able to interpret and perceive the intended messages of their leader through the display of effective nonverbal cues. Findings indicate that a leader’s job usually involves creating a productive and innovative organization, which is accomplished through display of effective verbal and nonverbal skills. This in turn helps the leader to communicate the purpose, vision, and direction of the department or organization. Use of specific nonverbal cues creates better provisions for the leader to get the verbal messages accepted by the co-workers.

According to research evidences, some iconic gestures play an essential role in conveying exact meanings (Bodie & Jones, 2012). Such nonverbal skills have also been found to serve several functions such as, substitution, repetition, accenting, and complement. Thus, owing to the fact that non-verbal communications comprise more than 90% information that glean from individuals, there has been an increase in social psychological researches that focus on confident use of physicality for a clear and trust-inducing communication. The sign theory focuses on 3 fields namely, syntactic, semantics and pragmatics. While, semantics focus on use of signs as designators, syntactics and pragmatics refer to the organization of the aforementioned signs into system and their use in everyday life, respectively (Palmer et al., 2012).

Moreover, according to the theory proposed by anthropologist Edward Hall, proxemics was considered as an important aspect of nonverbal skills. It refers to the study that illustrates construction and management of microspace or distance between individuals during everyday transactions (Marquardt & Greenberg, 2012). In addition, Albert Mehrabian's communication model suggested that words make up negligible amount of direct communication. On the other hand, facial expression and non-lexical elements form the foundation of nonverbal communication (Velez & Cano, 2012).

In addition, intercultural communication refers to the discipline that focuses on the study of communication across different social groups and cultures. It also encompasses the study of the effect that culture creates on effective communication. These skills are considered imperative for sharing or communicating information between people belonging to diverse cultural and linguistic backgrounds (Penbek, Yurdakul ?ahin & Cerit, 2012). Findings state that such intercultural communication requires a sound understanding of the prevailing standards, customs, thought patterns and social mores across a wide range of ethic and cultural context. According to research studies, intercultural communication is regarded as the foundation for international businesses. Findings further suggest that cross-cultural business communication acts useful in the development and building of cultural intelligence through exhaustive training and coaching, thereby facilitating cross-cultural communication negotiation, management customer service, multicultural conflict resolution, and organizational communication (Martin, 2015).

Therefore, cross-cultural understanding most often encompasses the ability to negotiate, communicate, and effectively work with team members belonging to diverse cultures, which in turn enhances international business (Fall et al., 2013). The ever-increasing interconnectedness of global economy most often exposes all members of san organization to cultural differences. It also creates provisions for exchange of information with people belonging to diverse backgrounds. Scholars working on intercultural communication usually focus on different theories that assert on communication process (Martin & Nakayama, 2015). Uncertainty in engaging in effective cross-cultural communication often results in anxiety, more commonly known as intercultural communication apprehension. These anxiety are produced due to cognitive disconnect that gets manifested both emotionally and physiologically. Presence of such apprehensions are related to hyper-vigilance towards bodily reactions, heightened physiological arousal, perceived loss of control, fear of visual scrutiny and of revealing the anxious state (Neuliep, 2012).

With an increase in such apprehension, individuals demonstrate less susceptibility to participate in interactions. This in turn reduces tolerance levels and increases contempt towards co-workers of different culture (Mak, Brown & Wadey, 2014). Evidences also suggest that men are always at an increased likelihood of experiencing intercultural communication apprehension, upon comparison with women (Godwin-Jones, 2013). Moreover, although individuals with increased apprehension levels have been found to demonstrate low communication competence at the workplace, an elevation in cultural awareness often decreases associated apprehensions. The Uncertainty Management Theory (AUM) focuses on negative effects of intercultural communication and ethnocentrism on encounter satisfaction. According to research findings, educational level, gender and age have shown negligible effects on such apprehension. However, frequency of communication in proficient English acts as a major contributing factor (Han, 2013). The cultural convergence theory refers to the fact that in a relatively closed social system with unrestricted communication, the entire system shows a tendency to converge towards a state of cultural uniformity (Kahan, 2012).

Moreover, the co-cultural theory evaluates the strategic ways that can be used by team members to communicate with each other (Orbe & Roberts, 2012). Furthermore, the standpoint theory illustrates the influence of the social group to which an individual belongs, on the knowledge and experience of communication behaviours (Edwards, 2014). Therefore, research studies emphasise on the use of appropriate words, gestures, pictures and avoidance of regional saying and slangs for an effective cross-cultural communication. Therefore, demonstration of competence with regards to nonverbal skills and intercultural communication are essential for an effective leadership. Proper manifestation of the aforementioned skills helps in managing conflicts at workplace and facilitates easy accomplishment of the intended goals or objectives of the organization (Oommen, 2014).

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