Business Communication Using Diagnostic Tools †MyAssignmenthelp.com

Question: Discuss about the Business Communication Using Diagnostic Tools. Answer: Diagnosis and Reflection Business communication is the process of sharing or relaying information about a business or organization. The information is shared with the people in the organization such as managers, leaders of departments, shareholders and other workers as well as people outside the organization such as creditors, the government and aspiring investors. This passing of information is done by people within the organization. (Newman, 2013) Such information includes; marketing and branding strategies of an organization, relations with; customers, the general public, people within the organization, employees performance and how to maximize it, corporate social responsibility and how to protect and better the organizations reputation. (McCroskey, 2013) In my reflection of my business communication skills, I have used five diagnostic tools: The first one is Self-perceived Communication Competence Questionnaire (McCroskey, 2010). Here, I sought to understand how people handle their communication skills when they are faced with the situation of passing of information across a group of receivers. The second tool was a Personal Report of Communication Apprehension (McCroskey, 2013). The report helped me measure my feelings towards communication as an individual by giving me various situations and scenarios where communication is needed and analyzing how I would behave in each one of them. This helped me to come up with a couple of solutions as discussed in the action plan. Thirdly was a Personal Report of Public Speaking Anxiety (McCroskey, 2010), which estimated my anxiety levels towards speaking in public, presentations or during meetings. The fourth was the Willingness to Listen Diagnostic tool, (Roebuck, 2014). It examined my inclination towards listening to other people and their ideas. Lastly was the Tolerance for Disagreement Tool (Roebuck 2014) which informed me on how most people handle disagreements and opposing ideas especially when they think they are right and the other people are wrong. The results from the five diagnostic tools are very accurate and reliable as they gave me the true outlook of my business communication skills, styles and my preferences. The Self-perceived Communication Competence Questionnaire made me realize that am very good at speaking to friends and people am familiar with, compared to my relations to strangers or people I barely know. Here I scored 46 meaning I have much to do in that area. I also realized that I prefer speaking to a person on a face to face basis as opposed to presentations before large groups of people or large meetings. This means that I am more comfortable with connecting personally to an individual as opposed to groups. This is because my non-verbal communication skills such as maintaining the right body posture and holding eye contact with a person are more developed compared to my other skills such as verbal skills. (Jia, 2017) It also gives me a chance to create rapport as well as easily notice an individuals feelings through their facial expressions and other forms of body language such as fidgeting. It is also easier for a client to make a confident decision since they get a face to face clarity for any issues they might be having. The Personal Report of Communication Apprehension further confirmed my discomfort and phobia of speaking in front of or to many people and my total inability to make presentations before my bosses or any group of people. I tend to avoid public speaking scenarios by all means and only speak when I have no other option. Here I scored 48, which shows a poor communication skills level. (Marra, 2012) My willingness to listen score was 75, which means that am moderately open minded and can give other people the chance to air their views whether they differ with mine or not. I can comfortably accommodate other peoples opinions though I do not necessarily agree with them. I comfortably handle issues such as being biased, prejudiced, impatience and assumptions. This has greatly helped me as it enables me to work in teams and give optimum productivity as a result. This is based on assertiveness perception and knowing when and where to talk or listen. Ability to listen also prevents some conflicts from arising. This is explained by the fact that I apply LOTS idea, An acronym which stands for Listen, Observe, Think, Speak, In other words, listen and think before speaking or discrediting other peoples ideas. (Bourdillon, 2017) I have very low tolerance to disagreement and criticism especially if the opposing side is just disagreeing without giving a better solution or ideas. I avoid communicating with people who have the tendency to disagree with my ideas so as to reduce any possible arising conflicts, but face them whenever I have to. In such cases, positive non- verbal communications are more efficient as they send better signals compared to verbal aggressive communications (Jia, 2017). My score here was 53. With the above knowledge, I decided to re-evaluate my business communication skills. I have discovered that I have two major business communication problems; inability to speak or present in front of a group of people, and intolerance to disagreements and criticism; any form of criticism, whether fair or unfair. After reflecting, I have come up with possible solutions on how to handle the above problems. The solutions are well stated and clearly elaborated in the topic; action plan. Through the diagnostic tools, I have come up with the conclusion that some things such as disagreement, public speaking, criticism and team work are inevitable in business hence I have to come up with ways of handling such cases as they are sure to arise. Such skills are required to for success in the corporate world as they ensure credible, reliable and efficient transactions hence enabling trustworthy relationships with clients and workmates, as per the research of Angour (2012). Their research clearly showed the importance of proper communication in the business world. It showed that managers and directors highly value the skill of one having interpersonal communication skills. I thus decided to come up with solutions under the action plan. (Donson, 2017) Literature review The two major issues I have pin pointed are inability of public speaking and intolerance to disagreements and criticism. Beginning with inability of public speaking, I will start by reviewing a certain incidence. I recall a certain scenario I had eight months back. I was interning with a big and well established auditing firm as a junior accountant, when on that particular day the duty of presenting and explaining financial statements and reports to investors and shareholders fell on me. (Jia, 2017) I was so nervous and could not concentrate during the presentation and I could not speak and my hands became all sweaty soiling the papers I was carrying. My mind went blank and I forgot everything I had prepared. Eventually I was unable to present and the embarrassment of failure made me resign from my job. Fear of public speaking cost me something I had worked so much for. The cause of the failure must have been lack of confidence and my underdeveloped verbal skills such as low and unregulated voice tone and pitch. (McCroskey, 2013) The experience made me research on how to handle such a situation to prevent such an occurrence in the future. I came across several possible solutions including: planning my communications before presenting, being well and appropriately groomed for the presentation, rehearsing for the presentation and arriving at the presentation site on time. (Eksner, 2017) Communication planning enables an individual to pass the appropriate message to the intended people in the right way, failure to which frustrations and misunderstandings occur leading to loss of opportunities as was my case. (Richmond, 2011) Communications can be planned in various ways such as: making an effort to know and understand an audience its needs and expectations. For instance, it is not safe to assume that a board of directors will require the same information as a group of interns who just started working. Such an assumption will bring about catastrophic results. (Corey, 2016) I have discovered that the ability to speak well and sell ideas successfully is not in born but can be learnt through five steps: effective public speaking: Capturing the attention of the audience through various means such as beginning with a shocking statistic, establishing the need and convincing the audience why you deserve their attention, for example by explaining to them how a certain problem affects them individually, satisfying the need by giving them the possible solutions you have and elaborating them, visualizing the future: here you explain to the audience what will happen if they do nothing. It should be detailed and reali stic. Finally is actualization. This is whereby the individual leaves the audience with definite solutions or assignments to solve a certain problem. (Monroes Motivated Sequence: Perfecting the act, Allan H. Monroe.) (Kaul, 2015) I have also discovered that it is necessary to ensure everything is in order before a presentation including the room or site and equipment needed such as microphones and visual aids as an unexpected technical issue can ruin ones concentration and disrupt them. It is also necessary to involve the audience in a dialogue as this ensures clarity in all issues. The conclusion of the presentation should be strong and related to the introduction. (Rodriques, 2012) The other issue is intolerance to criticism and disagreements. I have discovered that to handle this one requires a high level of assertiveness and properly developed negotiation skills. This reminds me of a scenario where one of my bosses in a certain company had a tendency of giving his juniors his tasks to do for him and still be reprimanded if they did not do their other jobs. The manager would then give a negative review of the work and make one repeat the whole task again. Being fed up and not in support of what he was doing, I decided to speak up for my colleagues and I but did so in a fit of anger and rude disrespectful words due to my frustration. This was perceived as insubordination so I was fired. I always wonder if there was a way I could have raised up the concern without it costing me my job. I learnt that there should be different ways of disagreeing depending on the person involved and their position in the organization. (Corey, 2014) In the above given situation, I should have approached the situation on a negotiation basis, instead of directly confronting my senior. I should have politely requested him to do his job saying yes to the person and no to the task by giving a reasonable justification such as lack of enough time or lack of knowledge for the job. Due to the fact that disagreements are bound to occur, I researched of ways to handle them and negotiating with the person to see my point of view, being open minded to the fact that I am not always right or offering alternatives. (Jia, 2017) Sometimes disagreements and conflicts occur due to some people being close minded which is quite frustrating. To handle such, one needs to be patient and understanding. It is also necessary to listen to speakers whether they are boring or our ideas are opposing. To be more specific, let me give the example of a discrimination conflict. This is a situation where the employee may be prejudiced towards an employers or the employer mistreating the employee, as in the case I gave above. Instead of me resenting the boss or losing my job, I should have asked for a meeting between that director and I where we could have solved such conflicts peacefully. (Al-Maskari, 2013) In the same job themanagement was quiet annoying as it gave no incentives to its employees, there were no promotions, pay rises or paid holidays. This was the other reason I had considered in my decision to leave the organization. I now know that such conflicts can be solved through requesting themanagement to tie attractive incentives to set goals such that there is a reward for any goal achieved. This would in turn increase productivity hence benefiting both the organization and the employees simultaneously. (Al-Maskari, 2013) Action Plan Having identified those two major communication issues, I have come up with an action plan to which I will adhere to for the next six months to ensure improvement. First, I will keep a personal work journal, in which I will note down all the things I aim to achieve in the6 months and keep track of my progress. The journal will help ensure that nothing is forgotten (Marra, 2012). I will also attend workshops concerning business presentations, so as to become more equipped in the area and perfect the act. Thirdly, I will do a diploma inbusiness management and administration, to help me in my pursuit for corporate leadership. Consequently, I will undertake a post graduate degree in corporate communication course at CQU. The course will enable me to improve my interpersonal communication at my workplace hence enhanced professionalism and efficiency. It will also help me have various and diverse communication skills, a skill really needed in the corporate world. (Corey, 2013) I will also read self help books such as Monroes Motivated Sequence by Allan Monroe, A Complete Guide to Public Speaking by O'Loghlin (Kaul, 2015) and Managing Interpersonal Conflict (Interpersonal Communication Texts. Lastly, I will also hire Dr. Joun Kang (Kang corporate experts and Consultants), an expert in business mentorship and corporate coaching to guide and mentor me. On acquiring the knowledge, I will practice use my newly acquired skills at my work place and in my day to day activities and transactions. Ideally, the action plan will be executed in regard to the communication standards that have been established. This is a value that should be embraced in any organization. The business environment is quite dynamic and the importance of communication should be given priority. The self reflection discussed above has highlighted such importance and if executed diligently, massive success is inevitable. It is therefore true to assert that the nature in which the reflection has been handled depicts the future of an organization. It is always prudent when indications from the staff show the goodwill to improve an organization. Communication is a virtue which was embraced since antiquity. In this discussion, the value of effective business communication has come out clearly as a tool for progress. In the self reflection, the notable incidences were based on the capacity of an individual to use the aspect of communication to improve the status of a business. The diagnostic tools that were discussed brought out the deficiencies in the daily performances of any business. Fortunately, they have recommended several ideologies that can foster the welfare of a business that may be at the brink of collapsing. An analogy of a doctor and patient can be sought to demystify this scenario; where a diagnosis is done upon a patient who is ailing yet they deserve attention from the doctor. References Al-Maskari, K. M. (2013). A practical guide to business writing. Chichester, West Sussex, UK: Wiley. Angour, J. (2012). Managing disagreement in problem solving meeting talk. Problems and solutions . New York Bourdillon, M. F. (2017). Communication Apprehension, Avoidance, and Effectiveness Corey, D. (2016). Effective HR communication: A framework for communicating HR programmes with Impact. Donson, A. (2017). Umm . . .: A Complete Guide to Public Speaking. Eksner, H. J. (2017). Effective People and Communication Skills. Corey, D. (2016). Effective HR communication: A framework for communicating HR programmes with Impact. Jia, M. L. (2017) Workplace emotion and communication: Supervisor nonverbal immediacy, employees emotion experience, and their communication motives.Management Communication Quarterly Kaul, A. S. H. A. (2015). Effective Business Communication. Place of publication not identified: PRENTICE-HALL OF INDIA. Marra, M. (2012). Disagreeing without being disagreeable: Negotiating workplace communities as an outsider. McCroskey, J. C. (2013). Identifying compulsive communicators: The talkaholic scale. Communication Research Reports McCroskey, J. C. (2013). Self-Perceived Communication Competence Scale (SPCC). Measurement Instrument Database for the Social Science Newman, A.S (2013) Business Communication: In Person, In Print, Online. 8th ed. Mason: South-Western Roebuck, C. (2014). Effective communication. New York: AMACOM. Rodriques, M. V. (2012). Effective business communication. New Delhi: Concept Pub. Co.