Fundamentals Of Organizational Communication: Analysis, Diagnosis And Action Plan

Discuss about the Fundamentals of Organizational Communication.

In the business context, communication can be essentially described as a tool which can be utilized in order to interact with the different members and colleagues present. It is important for any individual to extend his role as an individual and ensure that he is successfully able to become a leader and portray his management skills thereby. The primary motive of the essay is to discuss the different dimensions of communication and present a strong case using a theoretical as well as practical example. The role of communication in the context of a business cannot be undermined and helps in all its functions. Thereby, the individuals in an office or the students in a school or a university should ensure that they master in all the skills and ensure that they can succeed in the given domain.

The essay will be following a systematic structure where the analysis of the different tools will be discussed effectively. The assignment is based on the diagnosis and reflection of a given set of five tools which were undertaken by me. The second part covers a review of literature based on the different issues of communication faced and the last part comprises of an action plan for the improvement of my skills relating to communication.

When I decided to conduct a personal analysis, I decided to make use of five different diagnostic tools which would help in making useful analysis of my personal communication skills in various domains. The tools which I made use of were the Self Perceived Communication Competence Questionnaire, Personal Report of Intercultural Communication Apprehension, Talkaholic Scale, Non-verbal Immediacy Scale and lastly the Tolerance for Disagreement tool.

The tools were very complex in nature and asked a variety of questions relating to the different aspects of my personality and helped me to understand a great deal about the different requirements related to communication, which it was necessary for me to undertake.

The first tool which was used by me was the Self Perceived Communication tool. The given tool was a competence Questionnaire where I got a moderate score. The tool is utilized in order to understand the competency of the different individuals. The tool comes in handy when analyzing the communication competence of a person in scenarios where there are many receivers who are present to take the given information. It examines the manner in which the individual tends to react in the stated scenario. My score in this scale was 77.5 which is fairly moderate in nature.

Results and Analysis

The next tool which was used by me was the Personal Report of Communication Apprehension. The given tool analyses the feelings of individual and the behavior when the person is around people who belong to cultures which are quite different from his own. It measures his behavior when interacting with such people. The score which one receives in this dimension measures his easiness around these people. In the given aspect I got a low score of 32 in this dimension which states that there exists a scope of improvement in the given aspect. On a personal note, even I believe that I am extremely weak in this aspect and unable to communicate with such people effectively.

The third tool used by me for the analysis of my character on a personal note was the tool of Non Verbal Immediacy Scale Self Report. This tool is used in the analysis of the different indicators in an individual which contribute to the fact whether they can easily indulge different social meetings. As the given tool uses a wide variety of options it is believed to be more valid. The scores of male and female individuals is very different and the given aspect I got an extremely low score of around about 80 which means this is one of my biggest issues and I fear social gatherings as I am unable to communicate freely and portray my cues about an individual’s easily.

The next tool which I used was the tool for Tolerance for Disagreement, The particular tool is extremely popular and has been designed in order to measure the individual’s comfort level when they are being disagreed with. This measures how far an individual can go when someone is arguing with them and to what level can they show extreme patience in the given scenarios It is human nature not to agree with one another however, generally it is observed that the individuals who possess higher argumentativeness disagree with one another more often and are less tolerant that the lower argumentativeness ones. In the given tool, a score above 46 means that the given individual has a high tolerance level whereas if he scores low, he has a low tolerance level (House, 2014). My score in the given tool was good and this helped me in the analysis of the fact that I am quite tolerant towards disagreement in nature. I scored a very high score of 59 in this dimension

Communication Issues

The last tool which I used was the Talkaholic scale. The given scale tends to measure the habit of compulsive communication. The given tool is based on the fact that there are some people who are more communicative than others and that they talk more than the normal population. Although talkaholic is different from someone who talks a lot because certain people like to listen to the ones who talk extra, the individual who score below 39, tend to have immense control over themselves. Although the ones below 30 are ideal. In the given test I got a score of 19 which is fairly normal.

The results which I achieved in the given diagnostic tools are true to their nature and fairly accurate. With the help of these tools, I came to know the different dimensions about my character. As per the analysis, I have understood that I do not like to speak much and have a difficult in understanding what other people belonging to some other culture say. Furthermore, I have a social awkward presence and I tend to get extremely conscious and limit myself in various social interactions. Hence, these are the two areas I would like to improve myself in.

After the given analysis based on the given tools, it could be analyzed that the scores of the two diagnostic tools where I scored the lowest were the Non-Verbal Immediacy Scale and the Personal Report of Intercultural Communication Apprehension Assessment. Hence, I need to improve my immediacy skills and intercultural communication.

The previous section helped me to reflect upon the various diagnostic tools and analyze them in order to find my capabilities. The two major communication issues which were identified from the analysis include the problems relating to the inability to communicate easily with different cultured people and immediacy issues with new people. With respect to the fist problem being faced I believe that, I am unable to communicate effectively with the people belonging to a culture which is different from mine because, I have been brought up in an environment which does not support this intercultural communication system.  Hence, when I come face to face with people belonging to a different cultural then I have hesitations and go through an anxiety attack.

Secondly, the next problem which I face is the problem related to the comfort and immediacy level which I face while communicating with the different people. This tends to determine my comfort level when I meet new people (Castaneda & Bateh, 2013). The immediacy skills hold relevance when a person is interacting with people who belong to the different society and assist them in making them feel comfortable. However the lack of this skill in me, leads to situations which then make the scenario uncomfortable for me and then I am unable to communicate in the right manner with

Incident Narratives

In relation to this, I will be narrating two different incidents which will assist in identification of two different experiences which I have faced in relation to the given communication issues and this will help in understanding whether the problems being faced by me have been developed in the past or have a current revelation (Dwyer, Hogan & Stewart, 2014).

Two years back, I had gone to a market in another country during one of my trips. In this trip, I visited a souvenir shop and told him my requirements that I was planning to buy some goods for some of my friends and colleagues (Laske et al., 2015). However, I was unable to understand the language and this lead to the problem of not being able to understand the given requirements, which further lead to the fostering of frustration in the given scenario. This problem occurred because I was unable to understand the accent being used by him and he was unable to take in my requirements. I could not understand what he was trying to say and hence, I could not take the purchase.  I was extremely disappointed fatter the given incident took place and my confidence level dropped considerably.

The next example which I would be taking in regard to the next communication problem which I have been facing relates to the problem related to that of immediacy which I possess. It states that immediacy is important in relationships in order to establish a great relationship and to determine the success of a communication goal. During my school days and my college days, due to my lack of immediacy I am unable to establish long term relationships with different members. I have never had any close friends and my lack of immediacy leads to problems in various social groups as well who thought I was being arrogant and did not want to establish relationships with the other members.

The given section will be discussing the relevant literature which is available in this scenario. The literature will be concentrating on the two issues which I identified based on the diagnostic tools used. Proper framework based on the relative theories shall be examined to understand the issues and how the characteristic in the given issues be improved shall also be discussed accordingly.

Intercultural Communication apprehension can be described as the fear of communicating with a specific group of people or unexpected communication scenarios with a group of people who belong to a different culture. Very often the individual feels that as they engage in negative associations with people from different policy they tend to avoid communicating with such associates altogether.

The brand has four kinds of communication apprehension relating to trait, context, situation and audience. The kind of type which is related to the intercultural communication apprehension relates to that of situational anxiety whereby the given induvial gets anxious due to the presence of various cultural social and psychological factors which are existent.

As I identified from the previous sections, the inability to successfully communicate with people belonging to different cultures. For the purpose of this I need to overcome the given challenge by applying certain steps and concepts.

It is believed that the reason why different cultured people are behaving in an absurd manner towards one another is because they tend to believe that the others have a specific characteristic feature (Coombs, 2014).  Briefly stating these people tend to stereotype the set up and the perception about other people. Hence, the first step towards success will be removing this stereotype.

In the same context,  when another person communicating with people from another culture tend to believe that the  other person is harmful in nature or different from the one which is known, that in the first step itself the entire environment gets hampered (Habermas ,  2015).  Hence, they key step in overcoming all problems related to interacting with different cultured people is the stereotyping perception of the people and their practice of classification of the people. If the individuals in a communication process do not stereotype different cultures and deal with the people in a same manner then the communication is bound to be 50% better (Hartman & McCambridge, 2011).

Hence, to reduce my ineffective and notch up my scores in inter cultural communication aspect, I will be needing to reduce my habit of being judgmental and not stereotype people or situations (Broadbent, 2013).

In the scenario of intercultural communication, it can be popularly stated that it is important for the different members involved to have an effective use of the language and speaking tone. The language has a key role to play and it opens the reason of positive or negative associations with people.

In order to improve in this aspect and overcome the different barriers an ideal needs to understand the scenario in an effective manner and use proper speaking tone as well. According to House (2014), if an induvial does not make use of a proper knowledge while dealing with the different languages might lead to an ineffective communication (Cocks, Moulton, Luu & Cil, 2014). For instance if an individual is visiting a separate country, he must gain prior knowledge and idea about the particulate culture prevalent. This knowledge shall go a long way in assisting the particular indivual about the dealings and communication methods to be adopted and this will further enhance the communication skills. It is extremely important for a communicator to have access to a diverse set of skills. In my case, I need to start attaining skills of vocabulary and other languages so that I can overcome the fear and frustration of dealing with differently cultured people.

To possess the ability to communicate properly is a skill which needs to be embedded in an individual. Humans are social being and therefore it is extremely important for them to communicate well. There exists positive non-verbal communication ability which helps an individual to prevent disagreement and bring in positivity into the relationships of the different induvial.

Immediacy is reflected when a person tend to interact with another person or an individual in a positive manner (Wenger, 2014). The immediacy tends to give away the different cues which a person possess and the manner in which he wants to interlace with others present in the business domain.

The immediacy eve tends to decode the behavior of an induvial in a social presence.  When a person is comparatively unable to feel comfortable in a social presence then it might often lead to problems and this may give out in the form of their actions. These actions although unintentional in nature may lead to a distant perception if the given indivual.

According to Interpersonal Communication in Workplace: Importance (2015), in order to overcome the given barrier and to ensure that the given individual is successfully able to interact with others and feel a sense of conflict around him or her, it is extremely important for the given individual to ensure that he makes use of various facilities available and try and overcome his shyness towards other people. (Broadbent, 2013). This will go a long way in helping the given individual to see to that the immediacy level which is nonverbal in nature and may comprise of smiles, laughs, easy interaction is present in everyone.

Very often emotional intelligence also has a key role to play in the current domain. A person who is strong emotionally performs w3500ell and an increase the number of people he and tends to be able to improve his norm verbal skills (Coombs, 2014).

This is because, without the I use from the given literature review it was idneiftfied that I lack in two major skills and it is therefore extremely important for me to ensure that I have the possession of them I will not be able to excel in business (Utzinger et al., 2015). With the advent of globalization, it is important for different countries and different cultured people to attract with one another and thus I will have to take up certain classes and courses to ensure that I am able to perform well (Interpersonal Communication in Workplace: Importance (2015). Hence, the section given below elaborates upon the different courses which I aim to take up and the set of skills which I am to aspire in. For this purpose, I have formed a six month plan whereby I am to improve each of my skills. I will be measuring my performance on a regular basis and the improvement would help me to achieve my targets and ace the business scenario (Viterbi & Omura, 2013).

In order to overcome my shortcomings and be able to excel in my future opportunities, I have formed a plan which will be successful in helping to achieve my different communication problems and lack of skills. I realized that the promotion problem could not be done and recorded single handedly and for this purpose my plan is to form a diary plan (Coombs. 2014).  The old diary would become a virtual assistance and provide different goals and contributions to target effectively.

In order to bring about success, my journey will be recorded and presented in a manner such that an individual is able to find the weak points and success effectively. The diary which I plan to maintain will also assess in tracking of my progress.

Apart from the fact that the journal will help the induvial to be able to carry out the events effectively but to also ensure that the measurement activity is sustained and one can analyze their progress. The given plan is formed for a period of 6 months and although the time of span is limited, it will set a lead against my path to success (Coombs, 2014).

Apart from maintaining diary I will also be ensuring that there exists a proper guide who shall help me in the given program and check my progress (Wenger, 2014).  The expert and experience of the guide will go a long way in helping me to improve the required skills. I feel that I possess the potential to perform exceptionally in the future. The given guide will be assisting me in this endeavor and help me to improve my shortcomings of an ineffective intercultural communication and nonverbal immediacy problem.

In order to act as a guide I plan on hire Mr. Zach Helps to track my progress and assist me further. Alongside thus, I plan to take a 9 week training program related to cross cultured communication. These skills shall go a long way in assisting me to overcome my perception about different cultured people and help me in preparing well in order to be able to communicate with them. In this class and course I will be meeting people from different cultures and backgrounds, which shall assist me in improving myself (De Vries., Bakker-Pieper & Oostenveld, 2010).

Next, I would like to expand my knowledge and read a book in this regard named Intercultural Communication by Martin and Nakayayama.  The books will be read chapter by chapter and I will try and gain theoretical knowledge from it.

Although I will be taking a 9 week course I have decided to enroll myself in story telling classes, these classis have a varied audience from kinds to the aged and the expression of my ideas through the stories will assist me in overcome my immediacy issues and be able to attract and communicate freely. This shall also go a long way in helping as they would be easily able to know the right protocol.

I will also start attending social group gatherings and other related activities in order to ensure that I am social in the meetings and that I am able to work well.

The progress which I will be making will be measured by my guide and diary with the help of my teachers and friends. The feedback which is being received will then help me in understanding of the points where I can improve further.

Conclusion:

Therefore, from the given analysis it can be stated that the analysis of the five different diagnostic tools went a long way in assisting me to overcome the crises I was stuck in. I made use of the five different tools available and scored low in two of them. I identified that I need to improve my nonverbal communication aspects and intercultural communication skills. The essay has covered the basis of my problem, developed the formation of an action plan which would help me on in the business as well as the private domain.

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