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Effective Business Communication

1. Introduction:

            The primary focus of this assignment is to evaluate the necessity of the communication style and the essential elements of communication that must be present in one's communicative skills. These features are the skill of verbal communication, the capability of non-verbal communication and most importantly assertive perception. The purpose of this assignment is to identify the critical areas in the communicative skills that have the tremendous impact over the communication effectiveness (Knapp, Vangelisti&Caughlin, 2014). Moreover, it is to assess the ability to demonstrate or describe one's knowledge in written communication that would autonomously reflect over thee practices in the workplace communication. This assessment has been done through five diagnostic tools, such as Johari Window test, Assertive Questionnaire Test, Myers Briggs Test, Communication Questionnaire Test, and last but least the Big Personality Test Trait (Shockley-Zalabak, 2014).

2. Diagnosis and Reflection:

            As per the case scenario, five diagnostic tools have been chosen to evaluate the communication style of an individual. Not only the evaluation but also all the strengths and weaknesses of the individual in that particular communicative skill is also identified through the assessment. The five Diagnosis tools are as follows,

2.1. Public Speaking Anxiety:

            This part has been written by analyzing the Persona Report Public Speaking Anxiety (PRPSA). This is one of the most effective tools used to assess the various aspects of the productive communicational skill of an individual to ........

s are the skill of verbal communication, the capability of non-verbal communication and most importantly assertive perception. The purpose of this assignment is to identify the critical areas in the communicative skills that have the tremendous impact over the communication effectiveness (Knapp, Vangelisti&Caughlin, 2014). Moreover, it is to assess the ability to demonstrate or describe one's knowledge in written communication that would autonomously reflect over thee practices in the workplace communication. This assessment has been done through five diagnostic tools, such as Johari Window test, Assertive Questionnaire Test, Myers Briggs Test, Communication Questionnaire Test, and last but least the Big Personality Test Trait (Shockley-Zalabak, 2014).

2. Diagnosis and Reflection:

            As per the case scenario, five diagnostic tools have been chosen to evaluate the communication style of an individual. Not only the evaluation but also all the strengths and weaknesses of the individual in that particular communicative skill is also identified through the assessment. The five Diagnosis tools are as follows,

2.1. Public Speaking Anxiety:

            This part has been written by analyzing the Persona Report Public Speaking Anxiety (PRPSA). This is one of the most effective tools used to assess the various aspects of the productive communicational skill of an individual to measure his or her efficiency in the business communicational skill. In this diagnostic, an individual is assessed through specific questions about his or her opinion (Budescu, Por&Broomell, 2012). The results are calculated as the outcome which in turn would give an all-round assessment of the person's communicative skill. The primary significance of these assertive questions that have been asked to the individual is to measure his or her ability to seek opportunities and assistance in matters and tendency of resisting peer pressure. However, it can also be noticed that assertiveness can very much influence the nature of the interpersonal, interactive skill of an individual as well (Arnold & Boggs, 2015). After the assertive questionnaire test as the results suggest, I have quite a natural instinct about communication with others. However, still, there are some elements that I need to work on while improving my skill to talk to people even further

2.2. Non-Verbal Immediacy Scale-Self (NIS-S):

            In this section, I have analysed the test that has been done with the help of the diagnostic tool NIS-S (Non-Verbal Immediacy Scale-Self). This test is another most significant diagnostic tool which features self-evaluation and self-report. In particular, the test is the test to help one evaluate his/her surroundings, and his perspectives and preferences that generate for the specific objects are measured through this particular analysis. This also assesses a person's decision making abilities beyond communicational barriers and psychological delicacies (Lorscheid, Heine & Meyer, 2012). In other words, the test appraises the knowledge of one's decision making the skill that matches the context of communicating with others, despite various influential elements that are present in the environment. After going through the entire test, I can say that I am more extroverted. I am more intuitive than observant; hence giving a speech in front of others is not a problem for me. However, as per the results, to maintain effective communication with other people, I need to develop my observing skills and listening skills as well.

2.3. Intercultural Communication Apprehension:

            After analyzing the Personal Report of Intercultural Communication Apprehension (PRICA), I came to understand my communication skill. To identify the nature of the communication of a certain individual and to measure the various deficiencies in their communicative skill, the Intercultural Communication Apprehension tool is used. This apparatus comprises of multiple questions that are directly related to communicative approaches of an individual. Answering them correctly is much likely to reflect his/her communicative personality, and that would help measure his/her strengths and weaknesses as well (Jolles, Clark &Braam, 2012). Another requirement of this questionnaire test is that the individual must complete the test to the point so that the evaluation can be more objective. This analysis has shown me that my speaking skills are up to the mark, but my listening skills need more work, as it is undoubtedly true that effective communication requires both listening and speaking.

2.4. Willingness to Listen Diagnostic:

Through analyzing my willingness to listen diagnostic, I am able to understand my listening skills. In this context, it is essential to mention that listening is a major part of communication skill. The test entirely relies upon an interactive session with the individual taking test and the person whose test is being taken. The evaluation process of this tool is divided into four rooms with specific characteristics (Robles, 2012). First is Arena, where the objective elements are supported by both the participant and the environmental factors that influence the outcome. Then there is the room, Hidden, where the objectives are supported by the participants but not by the environmental elements. At the third place, there comes the room, blind; here the goals or criteria that are picked up by the environmental aspects are not supported by the participant. Last but not the least, the room Unknown, where the test objectives are neither backed up by the participants nor by the essential environmental elements. After going through all these rooms of tests, I have come to realize that I need to work on my non-verbal communication skills. Communication becomes efficient by not only words but also body languages play a huge part in that case.

2.5. Tolerance for Disagreement Scale (TFD):

            Here, I am going to analyse the outcome that I received from Tolerance for Disagreement Scale (TFD). This analysis determines one's communicative skill are, extraversion, agreeableness, conscientiousness, experience and last but not least the neuroticism (Hybels, 2014). In other words, the Tolerance for Disagreement Scaletest determines the relationship between the communicative character of an individual and the academics influencing the communication style (Koprowska, 2014). Despite providing information about various insights, the Tolerance for Disagreement Scaletest also is used to identify and measure the core flaws in the communicative skill of an individual along with devising strategies about how to rectify the issues as well. According to the outcome of my Tolerance for Disagreement Scale test, I have come to know that despite being extrovert, I also need to hear what others have to say. Developing the listening skill is very much important.

2.6. Professional Interaction:

            Besides the diagnostic test of the tools, my communication skill has been judged more practically is real life interaction as well. These interactions have taught me, have shown me how deeply the factors that I am weak in can affect social or even professional life. The first interaction was a group discussion that I attended. There I realized that other people's points, their perceptions can also be useful to mine. Hence I understood that only being strong as a speaker would get me nowhere. However, as an active listener, my communication can become more efficient. Then there was my first interview where I was sure that all of my answers were right, but still, I did not pass due to the lack of my body language. Hence, from both of the interactions, it has become apparent that I have to work hard on both the communicational issues, that is, the lack of nonverbal communication skill, and lack of listening skill.

3. Literature Review:

            From the above analysis, it can be stated that two of the most important weaknesses of my communicational skill, is my listening skill, and non-verbal communication skill. In other words, my weaknesses restrict me to listen to other before speaking and using my body language and other means of communication except just speaking or talking.

            Nonverbal communication refers to the method of communication that includes expressing without using words (Ver?i?, Ver?i?&Sriramesh, 2012). The non-verbal communication entirely relies on the wordless clues sent by an individual, and it is decoded and understood by the receiver to whom it was meant for. To maintain an active and healthy interpersonal relationship with others, nonverbal communication is equally important as verbal communication. Talking might be the most primary method of specific thoughts; however, expressing the same thing with body language along with oral communication is undoubtedly more efficient (Sigmar, Hynes & Hill, 2012). In everyday life, nonverbal communication needs to be compelling as it is very much essential in business communication or any other field. Only speaking does not amplify the quality of the speech, along with that rhythm of voice, intonation, stress factor, everything together brings out the class in the speech. These factors collectively are called non-verbal communication (Brandler& Roman, 2015). As per the above analysis, these are the factors that I need to master and apply in my lectures to make it even better than before. Moreover, I need to mind the environmental condition and the elements surrounding me that might influence my verbal communication. In that case, I need to learn to restrict my non-verbal connection as well. Too much of non-verbal communication would decrease the depth of the speech, too little would diminish the quality of the speech (Evans et al., 2015). Hence is very much required for me to acquire a firm grip over the nonverbal communication to increase the quality of my verbal communication and efficiency of my overall communicational skill as well. Moreover, I need to accurately assess the interactions with individuals to identify the conditions like, where the communication is taking place, behaviors of communicators during interaction and last but not least physical characteristics of the communicators (Chen, Chiang &Storey, 2012). Analyzing them together would give a proper overview of what kind of nonverbal communication is required.

            Then there is another weakness that I have faced is the deficiency of active listening skill. In an efficient communication being able to listen to others is just as much important as the speaking itself (Kang & Hyun, 2012). Listening is the ability of an individual where he/she can adequately receive and interpret what others have to say in the communication process. Only a sufficient listening skill can increase the efficiency level of a conversation. If the deficiency of listening skill is present then often it can be seen that the messages conveyed are misinterpreted and misunderstood (Jackson, 2014). As a result, the communication breaks down. Hence it is imperative for me to master the listening skill to maintain an adequate connection. Not only in corporate sectors, but also in social or personal lives, listening has a great importance in communicating with others. Maintaining a balance between friends, social life etc., or to build up improved self-esteem and confidence, listening skill plays a significant part (Keyton et al., 2013). Moreover, the listening skill also plays a vital role in influencing the job adequately for the better along with improving the communicative relationship with others as well. Not only building up good communication but listening also helps in ensuring understanding, solving problems, improve accuracy, resolving conflicts and much more. In corporate sectors, effective listening leads to fewer errors and job completion in lesser time. Hence according to the above tests that I have been through to assess my communicational skill, I have come to realise that lack of listening skill can prove to be a considerable deficiency in my skill. Therefore I have figured that I need to work on my listening ability, in other words, I need to let others speak as well and while they are talking I need to pay attention to their word. I have come to realise that in this way I can visualise what others have perceived about the matter, and I can put that knowledge to my use as well. I need to able to be open to other’s opinions too. In this way I would be able to improve my verbal communication skill or speaking skills as well.

4. Action Plan:

            As a brief overview, it can be said an action plan is defined by a list of individual activities that need to be accomplished to achieve a single goal (Locker &Kienzler, 2013). The action plan is a summed up plan of all the activities and when it would be done or how it would be done etc. Action plan clarifies the need for individual resources and when the specific tasks are required to be completed (De Grez, Valcke&Roozen, 2012). An action plan increases the efficiency of any strategic plan. Through plan of action, the future task that needs to be done is much more organised. It can also be said that the action plan refers to an individual strategic planning for the upcoming events and times and is supposed to help a specific persona to identify and resolve the various issues and negative factors that the individual is facing in a particular matter (Kalbfleisch& Cody, 2012). In this specific case, I need to devise an action plan that would consist of various tasks that I must fulfil to resolve my deficiencies in my communicational skill. These activities in the action plan would hopefully help me to sustain an active communication with others as well. Especially, these activities are devised according to the necessary businesses that have been done to resolve my deficiency in the nonverbal communication skill and my listening skill. These events are as per described below;

  • I need to be more adaptive about the perception skills of other people as well. I need to hold myself and let other people speak as well. I need to hear every word that other people have to say attentively. Only that way through interactive approach an effective communication can be built up. I must need to evaluate other people’s views about certain things, develop a skill to hear out their side of the things as well. Only in this way, listening skill can be improved, and various complexities can be avoided.
  • Along with listening developing the skill of nonverbal communication is equally important. Various institutions offer individual courses regarding the development of the productive business communication. Moreover, there are different courses as well which specialise in nonverbal conversations as well. I should take these classes to train myself about how to implement the various ways of non-verbal communication correctly.
  • Then I must maintain a personal logbook, where I can enter the daily activities and how much I have improved with time. Moreover, it needs to be like a private journal where I would be able to store all necessary information about new encounters and interactions with people. This stored data would be beneficial as I can learn from each of them and develop my communicational skill even further.
  • Practice is the best way to achieve perfection. This case is not an exception of that either. I need to work hard and practically put the knowledge or what I have learned in ordinary conversations, I might be able to practice my gained knowledge. Through interactive communications, I can drill and implement the skills that I have acquired which in long-term would increase the efficiency of my communicational skill.

The various activities have been listed below using a Gantt chart. Following these activities according to my action plan, I hope it would result in improved communication skill.

 

Activities

1st Month

2nd Month

3rd Month

4th Month

5th Month

6th Month

Non-verbal Communication improvement courses                                                     

 

 

 

 

 

 

Special courses specialising in the practical uses and application of the non-verbal skills

 

 

 

 

 

 

Development of an action plan regarding the development of listening skill.

 

 

 

 

 

 

Development and maintaining a personal journal to measure the improvement

 

 

 

 

 

 

Indulging in more self-practising

 

 

 

 

 

 

Table 01: Gantt chart

(Source: Author)

5. Conclusion:

            From the above study, it can be concluded that as per all the results that the diagnostic tools suggest about my deficiencies in the communicative skill are lack of non-verbal communication and listening skill. The various ways through which these shortcomings can be resolved has also been discussed. Hence from the study, it can conclude that through maintaining a proper action plan and an individual agenda regarding the enhancement of the communicational skill, my deficiencies can be resolved.