Task 1 -Explain the Principles of effective communications & explain the barriers to effective communication and how to overcome them.
Communication in a company should not be neglected on the importance of the effectiveness of the communication for its success in internal external organisation
Communication is define as giving, receiving or somehow information is exchange in opinions or ideas by written oral or visual that is completely understood by the recipient.
The process of the Cycle of Communication begins with the Sender transmitting particular message, how the senders communicate that is through verbal and non-verbal communication. The sender is in charge of encoding this particular message to be accurate as possible. There is a channel where information of message went through directly to the Receiver, which is in charge of decoding. To understand the particular message and asses what it is as received from the Sender. It is vital the receiver has a respond through feedback. This is how sender, see whether or not the receiver understood.
It is important that Feedback is aim as a success in communication not failure because there are so many potential main barriers such as Noise and Distortion and other factors that needed to be guarded.
In Business communications, there’s in need of giving and receiving information, instruction is given, checking information on activities and discussing the
importance that matters and the interest. There is no doubt, In Business it is vital to implement effective communication for that business to succeed. Basic principles is important to be studied and understand for effective communication
Firstly, think through the purpose of the communication that you are about to manage. Is the purpose informing, persuading, requesting, confirming, or building relationship. Second, consider a suitable method for it to become success. These are some of the communications that need to be considered. Who is the communication for? How important and urgent the message is? What feedback is expected? What is the appropriate language? Also consider the costs and making sure message is clear to the recipient.
To make sure we are communicating in its clearest and effective way possible. 7cs is applicable as it helps checklist to making sure that your email for meeting, call conference, presentations and reports are exactly constructed and clear to make sure the audience gets the message. This 7cs include Clear, Has the information is clear it needs to take action. Concise, The message to the audience is straight to the point and keep it brief. Concrete is when the audience has a clear picture what you’ve mentioned. Correct, accurate that is free from error. Coherent, the points are consistent and connected and are related to the topic. And complete, Being honest and friendly to the audience.
Getting an effective communication there’s also main barriers of an effective communication. There are Distortion and Noise.
Distortion is when message that are sent are sending the wrong message due to the fact that the sender language is not translating accurately to the receiver. Receiver, received wrong message due to language is not understood.
Noise is referring to the background is distracted by other conversations of people talking or even a traffic noise that is interfering to maintain focus. Technically, which include a broken printer to handouts the audience, Poor connection in conference calls and bad handwriting that is hard to understand what is written. Social is example of Status as the lower level has to send messages to higher superior, as confidence are low and fear up rise his mind. Due to the fear, he can’t convey the message clearly. Psychological, an example of it is anger as when we are angry we could misinterpret and saying things we regret afterwards.
There are also other barriers that are included personal differences such as poor listening skill from the receiver. Different Language from other countries, Communications fail due to unable to get personal bond that can disrupt relationship with the listener. In race, barriers are cultural point of view the foreigner not understanding the locals differently.
Conclusion, Communication barrier are interfering the process of the Cycle of Communication. This can be overcome by understanding and planning to communicate. By planning, Finding the purpose of the discussion to get into the right audience. Communication method that is appropriate to send the message through the channel to get feedback to reduce misunderstanding. Building rapport is when there is with someone who has mutual bond or connection and become a trustworthy person. Construct a Team meeting to have an open discussion to encourage efficient communication flow. Interpersonal skills training that offer individually or group to gain strong relationship within the audience.
Consider also things make people are paying attention to one thing and filter out another. Intensity of the message that is considers the size, volume colour, contrast surprise and position. Expectations, that readiness to respond based on the messages is received from a trusted person. Motives and Interest, Getting aware that messages are meant to be advertise or create awareness. Attitudes and beliefs, state of mind that are ready to respond what is true and not.
If the barriers are spotted and know the audience, with planning and delivering message by applying the basic principle communication then your message are understood clearly.
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Task 2-Explain the communication strategies for handling first meetings & explain the challenges of presenting to different audiences.
In terms of first meeting, there are a lot to handle regarding on the communications strategies especially when handling the main areas for potential misunderstanding for cross-cultural communication.
There are 6 Main areas of potential misunderstanding regarding the cross-cultural communication that are stated by (Dupraw and Axner ,1997).
These are Communication Style are different as words and phrases are interpreted differently in language usage. Another is non-verbal communication the degree of important of seating arrangement, personal distance and appearing the exact time as promise.
Different attitudes toward conflict, Culture in America they prefer conflict. If problems arise they prefer face to face meeting to resolve the problem that existed. In eastern, open conflict are better avoiding and let problems preferable in written form.
Completing Task are approaches differently, In Eastern when taking task preferable get together by building that relationship to connect and move toward completing the task. Americans usually, are eager to the task immediately and let the bond flow itself.
Different decision making style is based on the individual are instructing in its decision making widely from the culture to culture. E.g. In America, decision is based on majority but in Asia, the decision making is prefer to be made by the boss itself.
Different attitudes toward disclosure, some culture, very inappropriate to be showing emotion cause of the conflict or misunderstanding or personal information.
A different approach of knowing is when culture preferred of people knowing things and learning. Some cultures see practically, others life experience and theory method.
The First meeting of handling meeting is by starting the meeting by planning and preparing agenda of what to present. That is covering the topic that needs to be highlighted by the sender. The recipients that are participating in the meeting must have a major role in the company that are contributing a lot of ideas and suggestions. The meeting that have been presented must be having a great impact decision by reaching its main goals. Every presenter must conclude and implement the 7cs.
By conducting the meeting, it should be in mind of the location and setting the time meeting. Location in a company is usually set up in the Meeting room, whereas time is vital to cover the agenda and discussion regarding on each issue. It always should be start on time and punctuality does matter for everything, this will prevent barrier communication among the presenter and audience. The meeting decision is done according to theme of the meeting and is based on the system of the organisation.
End of the meeting, It must be assure all the agenda is been covered and everything is written in minutes form. The aftermath must be follow up time after time to ensure planned is on the right track.
The Challenges when presenting to different audience are exactly the same not any difference from cross-cultural communication. When making presentations, the requirement is carrying out planning and preparation.
By Planning, research what are the cultural differences that could be barrier between the sender and recipient. An appropriate method is always go through the 7c to ensure clear communication. The presenter must be aware of the location to conduct its presentation whereas out from Barrier of Noise. Conducting a presentation must be punctual as this would disrupt the relationship with the recipient. Regarding on the presentation style, Is according to the situation of the recipient. Most presentation is on the verbal side of communication. Presentation is in need to prevent from Technical issue to preventing the audience satisfaction. Body language is one of the vital non-verbal communication as this can make the audience not getting the message it is trying to reach
An internet article (Cross cultural, 1997), with cross cultural communication is always the root of communication challenges. It stated that our culture is influence on how we approach problems and are therefore shows how we handle the participation in meeting and presentations.
Always notice that remembering the cultural are all formed in many factors. Our ethnic, family, education and personalities are more complicated than any cultural. This is the reason to plan and prepare very well before the presentations itself or that first meeting in a cross cultural set. Get to know the barriers and gain extra effort to take that advantage for the opportunities that gave us well conscious of overcoming any potential barrier
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Task 3
Incident Report Regarding Employee Complain
1.0 Introduction
This Incident report is the response to a complaint to the management by Lisa smart against Damian Watson. On April 18, The Boss has insisted for an investigation as what had happened. Identify, and ensure incident similar is not reported.
2.0 Procedure
Interviews were conducted regarding in this incident as separate interviews for Damian Wilson and Lisa Smart.
3.0 Findings
3.1 Interview with Damian Watson 19 April 2016
Lisa Smarts felt like Damian Watson was being unhelpful and by blocking her
passage using his chair on that same day.
a) Lisa Felt that he is being physically aggressive, He even push a chair in front of her to block her way and being ignoring her question.
b) She is angry and upset. Could not understand why Damian Watson did not want to help her. As this is his job to assist employees with organising events which are important to the company
3.2 Interview with Lisa Smart 19 April 2016
Damian mentioned
a) On the same day, he has come to work on a splitting headache. He knows he should have stayed at home but has used up all of his sick leave days.
b) He said he has tried his best to help where he could. He didn’t want to upset her and just gave her some basic information to
Help her with the event that she is organizing.
c) Blocking her with the chair was purely accident .When he turned to answer the phone, the chair accidentally block her path
d) He is sorry and apologise that she got upset.
4.0 Conclusions
In conclusion of this report that this is all just accident due to the factors
1.0 Damian Watson was unwell on that day, usually professional and attentive not what has subscribed.
2.0 Pressure on both parties has contributes the high tension and misunderstanding
5.0 Recommendation
As Mr Damian Watson has a important role in this company. As recommendation that Mr Watson should hire a trainee that he can assist and trained. This to help Mr Watson to stand for him on those days he can’t come in.