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The Communication Cycle

Keywords: effective communication cycle, communication cycle

The success of any business depends on effective and effective communication. It takes place among business entities, within organisation and between group of staff, owners and employees, companies and customers and also between people within the company.

Communication is a way of transmitting information and making oneself realized by another or others. It is a major challenge for managers because they are responsible for providing information, which results in effective and effective performance in organisations. It's important in building and retaining relationships in the workplace. (Kristina L. Guo and Yesenia Sanchez, 3/9/2005)

Effective communication within the medical care setting is vital to facilitate advancements in the exchange of information between team members. It resolves communication misunderstanding or turmoil and creates harmony by bridging communication gaps that create issue. It also reduces mistakes and ends up with improved client protection, improved upon quality of care and attention and enhanced staff morale and job satisfaction.

The first portion of this unit we will understand the value of effective communication in general management by describing the relevance of communication circuit for effective communication by understanding the process, by selecting a proper tone, terminology, and degree of formality, and by evaluating the potency of verbal and written communication methods within own organization.

The second section we are in a position to develop effective communication skills as a reflective supervisor by developing a set of criteria to judge one's own capability to communicate effectively. This may also display owns verbal and written communication skills by collecting and analysing reviews using questionnaire. Finally, identify talents and areas for improvement.

The Need for Effective Communication in Management.

In medical care, effective communication within the company is important to execute their role effectively and properly. Associates require communication skills, from tuning in and negotiation, to goal setting techniques and assertiveness, and being able to use these skills in virtually any situation.

Explain the relevance of the communication pattern for effective communication in management.

In today's business climate communication is a means of support of every organisation. Effective communication is a vital component of company to perform its purpose, goals and goals. Managers and leaders need strong communication skills for most reasons since it helps them to perform their careers and obligations for the expansion and success of the business enterprise.

Communication is an activity which involves individual's contribution in transmitting the information within the communication routine. By understanding the steps in the communication process it causes effective communication. For instance, in our organisation effective interior communication is important in attending the employees and employers concerns. Exchanging of ideas, information, programs, decisions and proposals continues everyone engaged within the company and increases motivation to execute well, increases commitment looked after makes better romantic relationships and understanding between professionals and staff, fellow workers and specific within the organisation and outside it.

Communication Theory

The Shannon-Weaver model (1949) is typical of what are often referred to as transmission types of communication. Their main concern was to work through a way where the programs of communication could be used most proficiently. It involved breaking down an information system into sub-systems so as to evaluate the efficiency of various communication programs and codes. They propose that all communication must include six elements source, encoder, channel, subject matter, decoder and receiver. (Dalecarnegie. co. uk, 2012)

To take up a communication process there should be a source who encodes the concept and transmits it by way of a channel then the recipient decodes the note and give opinions if the info has been understood or not. This process help communication to be effective and the communicator become aware or recognise issues in transmitting the concept.

Stages of Communication Process

Source

The source blueprints the meaning by knowing what the concept is, how to convey and who'll receive the subject matter. The foundation uses the KISS ("Keep It Simple and Straightforward") basic principle because the simple the message, the more the impact it can have.

Encoding

This is the process of transmitting the info that the receiver can easily known such as by deciding on the best words, grammar and punctuation, body language and tone of voice. When encoding the subject matter whether you speak or write, social or language barrier should also be consider since it can cause miscommunication which means this should be address beforehand.

Channel

In sending concept it is important to convey the best communication route such as verbal including face to face meetings, cell phone, videoconferencing and written including letters, email messages, memos and studies. (Mindtools. com, 2012) In delegating simple job or course using email is sensible but if it is sensitive job or issues, it is better to communicate face to face or by mobile phone so that when there is question it can answer immediately.

Decoding

This process is how you obtain or interpret the message like for example when reading a note you should take time to read it carefully and prevent distraction. When offering instruction active tuning in and paying attention to the speaker is important.

Receiver

Every individual have different reactions when receiving message which means you keep in mind their ideas and feelings can effect their understanding of the note.

Feedback

This is essential part of communication process since it provides information if the device understood the message and if you find misunderstanding there can be an possibility to send the subject matter again.

Context

This is the situation in which the message being supplied. This may are the encompassing environment or culture and so on.

Managers need skills in delivering and getting information. It really is their responsibility to keep effective and successful communication process within the organisation. They are in charge in early recognition of communication obstacles, the causes and takes precautionary actions to avoid those barriers. There are a few barriers that have an effect on the stream of communication, hence making communication ineffective which includes perception, language variances, information overload, time pressure, distraction or noises and emotional condition.

The need for selecting a proper tone, terms, and degree of formality in general management communications.

Effective communication is important in an organisation since it creates common understanding environment between your management and employees. In addition, it assists with increasing the employee's production.

Managers have different ways of communicating. The many styles include selecting appropriate vocabulary, tone, and degree of formality. As the manager, when connecting with the staff modulation of voice, dialect use should be courteous and professional all the time and it will convey power and confidence which means that your staff are more likely to agree or recognize the note. However, you mustn't be overconfident or arrogant so that your employees feel relaxed and connected for you. As being professional managers also have to use appropriate language at work. It's important to refrain from using slang, bad sentence structure, or sloppy and discriminatory or derogatory words.

As a supervisor, it's also advisable to be an assertive communicator so you work at stating thoughts and thoughts in a clear and respectful manner, package problems without violating or insulting others. As an assertive communicator peaceful body language, self control and effective being attentive is also important.

In writing words, memos, reviews and other instructional records the written term or using appropriate vocabulary tone is essential requirement of communicating the desired concept and of achieving the purpose of the document, thus it can help the reader to engage what the message being meant for.

The efficiency of a variety of verbal and written communication methods within your area of the organisation.

Effective communication not only by professionals, but also their staff is important in achieving organisational success. Professionals need effective communication skills in order to help staff to build up their communication skills either verbal or written communication because when associates within the company are able to communicate effectively with each other and with people outside, they are much more likely to execute well. It is also needed to increase efficiency, client satisfaction and quality improvement.

In the organisation the important element of the communication process is selecting the appropriate communication channel. It's the means where messages are transmitted. A couple of two types of channels, the verbal and non-verbal communication. Verbal communication is spoken emails that we tell others such as organisational meetings, handover and cell phone. In my own company as a medical setting up we ensure that people speak evidently and concisely utilizing a KISS ("keep it simple and straightforward") basic principle in an agreeable and professonally executed manner to our leaders, clients, and acquaintances. Written communication which include reports, memos, email messages and varieties we make sure that it is simple and easy to understand, avoid slang and discriminatory words. Written documents is important in monitoring client's condition and reporting of incident and crash within the organisation and giving regular responses to staff performance such as appraisal and supervision. However, personnel appraisal and supervision can also be distributed by verbal communication or in person meeting.

Non-verbal communication is showing information without needing words to encode emails. Corresponding to Stella Ting-Toomey, nonverbal communication can be utilized together with verbal communication or exclusively. Nonverbal signals can assist you relate to someone over a deeper level than verbal communication can do on its own. Using nonverbal communication gives you to complement, highlight, replace and contradict this is behind verbal communication. (Alia Butler, 3/06/2010). Nonverbal cues such as facial expressions, body gestures, gestures, eyeball contact can be powerful tools to successful communication skills, thus making your communication more effective. According to greatly help Guide, effective nonverbal communication will allow you to read the thoughts and thoughts others aren't expressing verbally. It can help boost others' trust and demonstrates interest in this issue and makes others know you worry. (Alia Butler, 03/06/2010).

Developing Effective Communication Skills as a Reflective Manager

Develop appropriate criteria to judge own capacity to connect effectively.

To be a powerful supervisor or communicator within the company you must talk with your personnel with clear, concise, appropriate, well planned communication. Hence, to be able to develop effective communication skills as an aspiring manager, it is important to judge own potential to communicate with the following set of conditions which can serve as a tool to improve effectively.

Criteria 1: Speaking - This criterion assesses one's ability to converse effectively with exactness and fluency in formal and casual settings. It's important to use precise vocabulary and intonation to express meaning and show great fluency and ease of speech confidently and competence. The presenter must explain complicated matters at length and easily discuss a number of matters concretely.

Criteria 2: Writing - On paper memos, email and reviews, it is important to demonstrate a high degree of control of sentence structure, spelling, and punctuation in both basic and professional vocabulary. It is essential to handle formal writing to handle issues in an extremely conceptualised fashion and ability to explain sophisticated matters.

Criteria 3: Listening - This criterion assesses the capability to comprehend talk in a standard dialect on a variety of familiar and less familiar subject areas. It is also important to understand not only what is said but sometimes unspoken and indirect information, build and point of view and can follow persuasive quarrels.

Criteria 4: Reading - It is important to understand a multitude of text messages from both familiar and unfamiliar content including professional, specialized, educational and literary. The visitors ability to comprehend words that use precise, often specialised vocabulary and complex grammatical structures is also assess in this standards.

Collect and analyse responses on own verbal and written communication skills.

Feedback is any information that each receive about their behavior or performance. It could be by means of questionnaires, surveys and group conversation. As a tool, to be able to examine and analyse one's capacity to converse effectively the assertion below provides various reviews from a members through their own observation if some may be expert at different programs of communication using these criterion as helpful information.

27% of the respondents feel that the speaker can explain the theory for them to easily understand while others are not content with the reason. However, 13% of the respondents believe that very often the presenter help them to understand the concepts of discourse.

33% of the respondents often understand the info they received, other 13% said only seldom. Alternatively, 20% of the respondents said very often and 27% sometimes understand the subject matter that being sent to them. It also shows on the pie chart below that 7% of the respondent hasn't received precise information for easy understanding.

33% and 27% of the respondents think that their perceptions have been notice because it is important within the company that others viewpoint being heard; I really believe in the saying that "two mind are much better than one" while 20% frequently take notice of their views. However, 13% said seldom and 7% said not at all.

Evaluate own communication skills as a supervisor, identifying strengths and areas for improvement.

As an aspiring director, it's important to judge own communication skills to be effective at all points in the communication pattern and be at ease with the various communication programs such as verbal, non-verbal and written. In order to examine own communication skills a self-evaluation was done using the aforementioned communication quiz to determine the areas for personal development and improvement.

After identifying the advantages and areas for improvement a SWOT examination illustrated and examined the opportunities that will assist give attention to the strongest and face the threats that might possibly face.

SWOT Analysis

STRENGTHS

  • Written communication quite good
  • Willing to learn

WEAKNESSES

  • Lack of confidence
  • Introvert person
  • Self criticism
  • Get sidetracked by too many things

OPPORTUNITIES

  • Further learning development techniques such as conversation classes or workshops.
  • Education and research

THREATS

  • Losing drive
  • Poor communication and support
  • Lack of time and finance to access development opportunities
  • Work/review balance could become imbalance as profession grow

The above stand (SWOT Analysis) is a simple tool of how one provides a wider picture with more information to work with or on. Through some opinions from others like for example producing questionnaires above you can derive information and replies according to strengths, weaknesses, opportunities and threats that can affect taking care of communication within the workplace. It is also can be utilized in planning personal and professional development.

The personal professional development plan is an activity that recognised the opportunity for individual growth by researching, planning and taking responsibility of learning and understanding how to achieve goals by preparing time frame to complete.

In controlling communication within the organisation it's important to recognized areas for improvement and by expanding personal professional development plan it gives the opportunity to develop communication skills to become a powerful communicator. As an aspiring supervisor, development opportunities provide knowledge and skills to support work role and job progression and it also develop personal qualities such as self confidence to talk.

CONCLUSION

In conclusion, handling communication in the organisation is important so as to perform basic functions. Managers should be a highly effective communicator with degree of fluency and professionalism and reliability and must alert to the communication pattern to accomplish team goals. Effective communication within the office like in health care setting will continues the team involved in the delivery of care which increases dedication to the organisation and it make a better romantic relationship and understanding within the team. Effective communicator understand the communication process using the correct communication channel such as verbal, non-verbal or written communication and discover barriers and determine effective precautionary steps to avoid those barriers. In addition, in communication routine it is essential to get regular opinions, this also helps examine and improve communication process and helps used as a basis to develop personal and professional development plan which in turn identify advantages and weaknesses and highlighting opportunities for improvement.

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