Communication in Business, Theories and the the importance of effective communication for middle level Manager.

– Downward comm.

• Directive.

Scorecard

– Effective Expression = Effective Communication.

– Passive Information Processors.

– Words contain meaning.

– Focus on clear expression.

– Links words to actions.

Below you can find a bar chart of American researches C. shennon ans weaver. Basically this module illustrates a one-way system.

        

Since they were interested in how en electrical signal was transmitted along a wire or   radio wave and what happen to it during the transmission. Their concept of noise allowed for the distortion and interference of static upon the massage’s signal which might prevent its clear reception.

As technology developed by time to time theories were keeps changing. Accordingly other communication theories have emphasised the two-way nature of communication in which the success of process depends on sender receiving feed back (response from receiver). Hence the regular confirmation we all make over the telephone to assure our contact (sender) that stills we are paying attention, Such as “no” “exactly”, “no”.

CIRCUIT THEORY

Communications are achieved with positive relationships and job satisfaction of employees through understanding and discussion. It assumes that communicating is grounded in mutual understanding. Problems arise because of the negative view that understanding will lead to agreement and that this understanding should be the sole goal of communications.

Key terms 

- Networking, going with the flow and making connections

• Emphases

• Feedback over response

• Relationship over content

• Process over purpose

• Understanding over compliance

Effectiveness

– Actively listen to employees in order to make

    them happy.

– Sensitive employee needs

– Open to employees

Circuit Breakers

– Poor climate

– Misunderstanding

– Hidden agendas

Accoutrements

– Change initiation

– Sources of innovation

– Direction of communication

Evaluation

Understanding = Effective Comm.

Connections

– Feedback

– Relationship issue

Disconnections

– Goals of comm.

– Understanding = agreement

Model of circuit theory

DANCE THEORY

 

Communications are achieved through an intricate combination of the practice, understanding, and intuition. It believes that the communication involves the coordination of meanings, the understanding of common rules, and the recognition of

Patterns between two or more people.

• Communicators develop skills that are often unconscious.
• The beauty of communication is a function of the degree of coordination

Communication has multiple purposes.

• Communication involves coordinating meanings.
• Communication involves co-orientation.
• Communication is rule-governed.
• Communication has patterns        

Explain the importance of effective communication for middle level Manager…

Communication skills are really one of the key competencies that are measured by organization, and it is essential part of any interpersonal relationship. Communication is much more then one is talking to another, it is how the people respond to each other in many different ways. The reaction to the message will be depending on the communication that we used to pass the message. So it is important to ensure we pass the message in decent manner and also it’s received by the correct person and reacting accordingly as we can save the time and money.

Effective groups and teams are important to organizational successes as much organizational work is completed by groups and teams rather than individuals. In any work environment, the ability to express one’s opinion and feelings without disrupting their mood is fundamental to the long-term progress of the organization.

Unfortunately, many people are not trained to express themselves in a constructive and productive manner. Failing to do so would causes the most problems in an organization. The result w3ill be not only a lack of genuine communication between members of the team, but can put down the organization in the long run. It causes confusion and misunderstanding at best and it will lead to the oppressive of ideas and creativity, at worst it can lead to passive resistance and damage, and leads to plan failing. As a leader, the most important responsibility is to accomplish tasks and provide valuations.

You need to build and manage a high performing team to develop organization and achieve its goals. Therefore effective and good communications are extremely important. As Barrett (2005) points out that: “effective leadership depends on effective communication. It is through effective communication that leaders guide, direct, motivate and inspire.  Without effective communication, a manager accomplishes little. Without effective communication, a manager is not an effective leader.” Moreover, Walters (2007) also states that: “for many executives, issues such as building a culture of ethics, social responsibility, and sustainability are paramount, along with traditional priorities of financial health, quality, productivity, and furthering of the company’s vision and values. The realization of any and all of these issues relies upon a different level of attention to deliberate, strategic, and skilful communication.” This means that leaders are communicated to be, they must be able to share their knowledge and concepts, to transmit a sense of urgency and enthusiasm to others. Good communication involves both giving and receiving information. A well-functioning group works when members feel that their views are being heard and addressed. And a leader must communicate effectively to achieve this.

Select appropriate criteria to evaluate own ability to communicate effectively in writing..

Written communication is a communication by means of written symbols either printed or hand written. Also include questions related to communicating with others through written word like emails, IM, letters, notes and memos and proposals.

 Sometimes written communications are more effective than a spoke conversation because you have time to think about what to write. Since such a small portion of our communication is contained in the words themselves, effective written communication may usually take time and skill. For business purposes, managers must deliver their message clearly, succinctly and effectively to the right person, if they want to be successful. Poorly written messages create confusion and fail to achieve intended purpose. In order for your written communication to be effective you may want to employ some techniques that are very useful and achieve better results. The biggest advantage of a written communication is that it can be clearer than a verbal conversation. When one person is listening to another, he might miss part of what is said or misinterpret it. Written communication lays out the words, which means it is critical to choose the right vocabulary and be clear in what you say. Write specifically what you mean, give examples to state it clearly. Make your messages short but use concise sentences and brief paragraphs that are written in the active voice. Since time is a valuable commodity (product), it will show respect to the readers to make your message short and to the point. Also you can use it as a proof of your communication, where verbal communication could not be.

We make the writing communication more effective and interest by doing the followings.

1. Make sure to have thoroughly reviewed any written communication piece before send it out.
2. Checking for incorrect grammar, misspellings.
3. Use of the passive voice and other mechanical flaws.
4. Write your communication piece appropriately by considering your audience.
5. When writing a business letter it should have a formal tone. Writing effective proposals requires much more time and effort than writing a business letter.  
6. When writing to a friend, use a more conversational tone or even add humour to it.

Collect feedback on own written communication performance

Feedback

The purpose of feedback is to alter messages so the intention of the original communicator is understood by the second communicator. It includes verbal and nonverbal responses depend on the circumstance to another person's message.

Providing feedback is accomplished by paraphrasing the words of the sender. Restate the sender's feelings or ideas in your own words, rather than repeating their words. Your words should be saying, “This is what I understand your feelings to be, am I correct?” It not only includes verbal responses, but also nonverbal ones. Nodding your head or squeezing their hand to show agreement, dipping your eyebrows shows you don't quite understand the meaning of their last phrase, or sucking air in deeply and blowing it hard shows that you are also exasperated with the situation.

 listed five main categories of feedback. They are listed in the order in which they occur most frequently in daily conversations. Notice that we make judgments more often than we try to understand:

• Evaluative: Making a judgment about the worth, goodness, or appropriateness of the other person's statement.
• Interpretive: Paraphrasing — attempting to explain what the other person's statement means.
• Supportive: Attempting to assist or bolster the other communicator.
• Probing: Attempting to gain additional information, continue the discussion, or clarify a point.
• Understanding: Attempting to discover completely what the other communicator means by her statements.

Imagine how much better daily communications would be if listeners tried to understand first, before they tried to evaluate what someone is saying.

Identify own strengths, weaknesses and areas for improvement in communication

As a middle level manager of the organisation I consider my role has a great responsibility towards the organisation, I need to find out my strength and weaknesses in order to make my self an effective communicator, and this will helps me to identifying and develope my communication ability.

STRENGTH

in communication point of view

1. I usually have no problem talking to new people
2. I tend to give feed back on the spot using words like “great”, “fantastic”,  “well done”
3. I always listen to people
4. ability to controle emotions which really helps me in communication.
5. Friendlyand approchable
6. communicate directly

WEAKNESS

1. I am not stage speaker.
2. feels little nerves to do a speech on a big crowd
3. feels little nerves when people start go against me in a meeting
4. helping mind

as i understood Communication in the workplace is very important because it will create a harmonious relationship among employees, allows smooth flow of ideas, sentiments and information. Indeed I need to work out my weakness and improve more my communicating ability to be good leader. To do so

1. in the team meeting I should take a part with my manager and get more and more experience in talking to people as a leader, which will help me to over come my weakness.

Also…

 Have regularly scheduled meetings that encourage input on various issues from all staff members can be a great way to improve workplace communication. These meetings also send the message to staff that their opinions are valued, which makes them more likely to share their concerns and ideas. Listen and pay attention to what your subordinates are saying even though they may contradict with management decisions or your own opinion. This is often taken for granted because the management does not give importance to listening.

Make sure that supervisors are accessible to the staff they are managing. Ensure that supervisors set aside some “open door” time each day when they are available to staff. To communicate in the workplace in a conversational manner, start by chatting amiably at first to inspire your employee to open up and spark more substantial conversations. Be consistent in your workplace communication, this is one way to show that you are concerned whether they understand your explanation.

Conclusion

Effective communication in the workplace is an art that every employee must learn in order to blend in a team and help the company grow into new heights. It is expected to have differences in opinion among employees because they could have come from different backgrounds and cultures. That is why we must give importance to communication in the workplace. The very human advancement or reversal can be understood through communication. Effective leaders should recognize the impact of good communication. Leadership communication is a strategic necessity. People are the heart and soul of any business, in order for your business to truly succeed. It’s vital that you communicate with them effectively.

References

People, communicating and organisation – second edition 1990

 Barrett, Deborah. 2005. Leadership communication. McGraw-Hill Professional.

 Denver Business Journal. 27th Jan 1997. 

 Walters, Jamie. 2007. AQP Journal of Quality & Participation

Web-

www.course work info.co.uk