Types Of Communication Skills And Strategies Related To Effective Communication For Organizations

Introduction

The term Professional communication describes the oral, visual, written and digital communication in context to the workplace. The candidates with this background bring the sophisticated perspective of the organisation that is on culture, society, technology and science. Hence, the present study focuses upon these skills which are critically effective in implementing strategies within the workplaces.

Discussion

Concept of communication skills

According to Lauren & Schreiber, (2018), the concept of communication skills is very important for a workplace as it enables the company to be productive and operate efficiently. If the employees communicate accordingly to the up and down of the company’s communication chain, there will be an increase in experience of morale, commitment and productivity. Hence, there are five most effective communication skills that are used in the organisations for instance, Listening which includes the professional listening to the messages and the emotions behind the messages and considering the questions relevant to the messages without getting distracted by other thoughts, Complementing is an effective skill that should be specific to the situation as the professionals wants to get noticed and appreciated for their work rather than just getting paid, Delegating Tasks Clearly explains the purpose which is vital and particular in regard to deadline where job of the employees is the part of a big project and establishing check in time, as per the views of Ritter et al., (2018), Managing Meetings helps the extrovert attendees to share their thoughts and information in an open forum and the management decides worth cost of the whereas the emails helps the introvert employees to share their ideas in open ended questions, Positive Verbal and Non verbal Communication helps the employees to closely observe their leaders who acts positively towards them and gracefully behaves with them which help them to give better performance in the workplace.

Types of communication skills used in the workplace

Based on the views of Quintanilla & Wahl, (2018), certain communication skills are used by the organisation in order to effectively implement the strategies in the workplace and also achieve its ambition conveying all the necessary information, that are Internal versus External communication in which the communication occurring inside the workplace through email, fax, phone or face to face is considered as Internal whereas communication between the members of the company or outsiders like the customer, potential clients or suppliers are considered under the External communication, the other one is Formal versus Informal communication in which communication which promotes the workplace objective is called Formal Communication and the communication that involves topics that do not pertain works like discussing it in the breaks and can be a serious issue if are in the form of rumours, gossip or jokes is considered as Informal communication.

Strategies related to effective communication for organizations

However, according to McIver, Lengnick-Hall & Lengnick-Hall, (2018), several strategies are implemented in the workplace for effective communication for instance,

Active listening: This implies with the goal to clearly understand the concern of the speaker’s and communicate with the interest of the listener’s with using the attributes like Stop focusing on other thoughts or feelings and quieting the own internal commentary by giving full attention to the speaker, Look and get attentive towards the Non Verbal messages and noticing the body language cues to understand the views of the speaker which implies that the listeners are involved to communicate with the speakers and giving attention to them, Be empathetic and acknowledge the problems and issues of the speakers by maintaining a calm centre, Ask questions to clarify the queries, Paraphrase that is repeating back to the speaker to resolve any point.

Accurate perception: This includes Analysing the perception that is questioning the perception and thinking about how is it formed by keeping regular check-in and aware of the assumptions made and clarifying its accuracy, Working on improving the perception that includes self awareness by seeking honesty and feedback from others and understanding the barriers of perception, Focus on others is developing concentration on others and understanding them by gathering knowledge and listening about them.

Effective verbal communication: According to Gupta, (2019), this includes attributes like the Focus on the issues, not the person that states to solve the problems rather than controlling others by taking things personally whereas explaining the opinions and needs regarding the job in hand. “Being genuine rather than manipulative” that is to be focused and honest on working well with the individuals and acting with integrity. Empathize rather than remaining detached is to show sensitivity and care about others rather than being careless. Being flexible towards others is to allow others point of views and to be open of doing things. Valuing the experience is to be firm to the rights and needs and offering ideas and getting treated well. Using affirming responses is to respond and acknowledge others experience and thank them for their input.

Importance of effective communication and professionalism in the workplace

As evidenced by Ryan & Earles, (2019), there are certain model theories of communication to explain its effectiveness in the workplace,

Linear communication model: it is a straight line communication in which the sender is known to encode a message and the receiver decodes it for example television, newspaper, radio etc.

[image: https://lh4.googleusercontent.com/5igEn9D8SPAr7okPSpK-QC_jV4GWTXwUAd4j07lgoQwfVpg8fIfUa27EwiyWSg7p42jRUqvKfUC56spWlJK3s13iUTr3w9Ke0fqRr8DA9JUGqlhdqz2Vgj3XsxvD_d1MN8-uuk1P]

Figure 2: Linear Communication Model

Source: (Ryan & Earles, 2019))

Interactive communication model: This takes the linear message and multiply it two times allowing the feedback element like the decoding receiver then sends the response to the original sender.

[image: https://lh3.googleusercontent.com/D_nYJjwci39Yw3MWdeVViDxIWMuqMN3DnDOANiErVhXPf5MkFr1BZc2aGB5YYGsd-xttwxMQxCYCPUoDI4cdHNQWwuf6U-tiKQG9FqQvzDpMtwLjx8MYSRyUlHaQgietbrOX3V1Z]

Figure 3: Interactive communication model

Source: (Gupta, 2019)

Transactional communication model: As per the findings of (Georgieva & Nikolova, 2019)

This model describes the face to face interaction in which the receiver and sender play a similar role and messages which can be sent back and forth continuously. It is changeable and dynamic process and is not at all limited to a simple definition.

[image: https://lh4.googleusercontent.com/z_GGxxl8PM-bibj_gyWgUsTVfVabMBxpMBrO0bONBeEbUDxwyFCCRVkCbYQWd_12r-BrtAxh_NGt0iUs8XeXXeRvo64Ds_WYHKpPTojrb9_uUE9RIn7aCHvHbcCvDFvm9WQ0HrYO]

Figure 4: Transactional communication model

Source: (Georgieva & Nikolova, 2019)

As mentioned above the companies use these three models to communicate easily and achieve its marketing goals.

Conclusion

Based on the above findings, the present discussion has emphasised upon the concept of communication skills that have effectively implemented workplace strategies. However, a critical discussion has also been highlighted regarding the types of communication skills that are used within the workplace. Hence, strategies of effective communication have been mentioned that catered for enhancement of the organisational environment.

References

1. Georgieva, P. V., & Nikolova, E. P. (2019, May). Enhancing Communication Competences through Mathematics in Engineering Curriculum. In 2019 42nd International Convention on Information and Communication Technology, Electronics and Microelectronics (MIPRO) (pp. 1451-1456). IEEE.
2. Gupta, R. (2019). Effective Business Communication Skills for Professional Excellence. IJELLH (International Journal of English Language, Literature in Humanities), 7(2), 10-10.
3. Lauren, B., & Schreiber, J. (2018). An integrative literature review of project management in technical and professional communication. Technical Communication, 65(1), 85-106.
4. Levenson, A. (2018). Using workforce analytics to improve strategy execution. Human Resource Management, 57(3), 685-700.
5. McIver, D., Lengnick-Hall, M. L., & Lengnick-Hall, C. A. (2018). A strategic approach to workforce analytics: Integrating science and agility. Business Horizons, 61(3), 397-407.
6. Quintanilla, K. M., & Wahl, S. T. (2018). Business and professional communication: keys for workplace excellence. Sage Publications.
7. Ritter, B. A., Small, E. E., Mortimer, J. W., & Doll, J. L. (2018). Designing management curriculum for workplace readiness: Developing students’ soft skills. Journal of Management Education, 42(1), 80-103.
8. Ryan, L., & Earles, T. (2019). The Writing Center as Workplace: Teaching, Learning, and Practicing Professionalism. WLN: A Journal of Writing Center Scholarship, 43(9-10), 2-10.