-------------------------------------------------

-------------------------------------------------

-------------------------------------------------

-------------------------------------------------

-------------------------------------------------
ADVANCED MANAGEMENT COMMUNICATION SKILLS
20 AUGUST 2015

BY
Londiwe Ngwane
Student number: 20357704
BTech: Taxation
Lecturer: Mr SC Zondi

TABLE OF CONTENT

1.1 Definition: Communication and Effective Communications3 1.1.1 Effective Communication Process Diagram3

1.2 Importance of effective communication in the workplace……...............................4

1.3 Types of Communication that mostly occurs in the workplace5

1.4 Advantages and Disadvantages of verbal & non-verbal communication in the workplace4

1.5 Barrier to effective Communication in the workplace5

1.6 Conclusion6

1.7 List of References……….………………………………………………………………7

1.1 Definition.
“Communication can be defined as the process of transmitting information and common understanding from one person to another” (Keyton, 2011) ……….is by means of connecting with different people and places in reaching a mutual understanding not only by encoding and decoding information but also sharing the meaning.

“Effective Communication is a two-way process that requires effort and skill by both sender and receiver.” (Lunenburg ,Fred C, 2010) …. in my words effective communication is an understanding between two people the employee and the employer of the message that need to be interpreted and understood by the employer to be able to feedback effectively. Effective communication the workplace is very important for the organisation to function productively, by developing an awareness of the importance of sender’s and receiver’s responsibilities and adhere to listening skills.

Workplace is a location which an employer provides work for the employee that is established to achieve objectives.

Above represent Effective Communication Process in the workplace, the Manager will initiate the communication by giving instruction by means of words or signs to the which is done in a form of verbal, non-verbal or written like sending out an email to the employee or face to face conversation. The employee whom the instruction is sent, receive the message and interpret into a meaningful information and feedback accordingly to the manager with productive result. Lack of understanding by the employee will result in breakdown in effective communication.

1.2 Importance of Effective Communication in the workplace
Effective Communication is an important element of success for every organisation, managers and employee, it helps the organisation to function effectively as managers and employees reach a mutual understanding on set goal. Managers need to ensure that all resources required by the employees are provided for productivity. Requirements of managers and employees need to specific and clear in order for both parties to achieve set goals. Failure to do so will results in barrier to effective communication.
The below key to communication is used by most companies in the workplace: * “Stay focused on the current topic that is being addressed in meetings. * Listen carefully to what others say. * Try to see the other point of view. * Try not to respond to criticism. It's easy to get defensive when a fellow employee or a manager criticizes an idea or a proposed process. * Don't give up on a good idea. Approach the situation with a constructive attitude, and a willingness to see other points of view. “ ……(Transnet Intranet, 2015)
It helps employees understand the company strategy and improve company’s productivity as effective communication is about mutual understanding and finding a solution. Everything done in the workplace involves communication by way of emails, conferences and reports. Communication is needed to increase efficiency, satisfy customers, improve quality, and create innovative products.

1.3 Types of Effective Communication that mostly occurs in the workplace.
For the organisation to function as desired, managers and upper-level employees must be able to interact clearly and effectively with each other through verbal communication and non-verbal communication to achieve company’s goal.

Verbal – “involves words that may be spoken or written. To get a message across, the sender needs to ensure the receiver correctly interprets the words” (Tara Duggan, Demand Media). Effective verbal communication begins by acknowledging what the employee’s needs.
Non-verbal – “includes all the unspoken messages sent to people on a daily basis, whether it’s telling someone about yourself by how you wear your hair or clothing or sharing your feelings through the rolling of eyes or the nodding of the head” (Tara Duggan, Demand Media).
Example eye contact: Looking at a person while they are talking is considered as respect in some cultures. Body Language: the communication skill will shoe you if the person is paying attention or not. Tone: this communication is with the voice and inflection and volume provides the clues on the true feelings.

1.4 Advantages and disadvantages of verbal and non-verbal communication in the workplace.

Advantages
Verbal Communication:

It is the fastest way of interaction in the workplace, and easier to understand a conversation than some other multimedia means of communication. It can be used everywhere you go only if the person you are interacting with is with you, as long it communicated in two-way communication. Example: Management Meetings Non-Verbal Communication:
According to most companies protocols are in nonverbal as it provide prove of the communication.
It the confidential source of communication used by managers example emails, letter of appointment. Disadvantages
Verbal Communication:

It can be quickly forgotten as there no concrete proof of the conversation between the employers and employees. And they no legal evidence. Message might be misunderstood due to misinterpretation or poor delivery of the message and feedback will be incorrectly.

Non-Verbal Communication:
It very difficult for most employees to understand non-verbal communication as it uses pictures. It cannot be used everywhere as it might differ in cultures of the managers and employees.

1.5 Barrier to Effective Communication in the workplace
According to Author George Bernard Shaw…”The problem with communication is the illusion that it has been accomplished” (Shaw, 2011) …….should there be any noise or distraction on the effective communication process, the message sent by the sender to the receiver will not be understood.
Barrier to communication in the workplace is the items that prevent communication within the organization. * Cultural Barriers:
Individuals come from different backgrounds and cultural hence is it difficult to adopt into other people’s culture. When miscommunication occurs due to the sender’s inability or refusal to address the information in an understandable way for the receiver. Example: if the employee is addressing an important matter to employers in a language that he/she does not understand, the employer will not understand the message.

* Emotional Barriers:
Emotional barrier can prevent effective communication. Example: If an employee is promoted and others are unhappy with the promotion, this will create emotional barrier.

* Physical Barriers:
Management usually use physical barrier intentionally to limit access to his office. Example: In most companies CEO’s office are located on top floor and access disks required to enter. * Gender Barriers:
Male staff and Female staff tend to communicate differently, male don’t feel the need to be close by someone when speaking whereas female prefer a more personal, close setting of communicating. Example: in a workplace certain male believe that looking at the eyes by a woman is a sign of disrespect. * Perceptual Barriers:
Everyone sees and understand the world differently. Example employers and employees may pursue the objective very differently. An employer might ask one of his staff for work favour, and other staff members may perceive that he/she is being favoured.

1.6 Conclusion

Effective communication in the workplace start from the sender that the message is sent in an appropriate way that the receiver understand the message. One should maintain a good relationship by abiding to the rules and regulation of the organisation culture to run the organisation in an effective productive manner.

1.7 List of References

1. www.transnet.net/intranet,HR 2015 cited on 17.08.2015
2. J, K. (2011). Essential skills: Essential speaking and listening skills. New York
3. Shaw, G.B. (2011). The wit and wisdom of George Bernard Shaw. Mineola, NY; Dover Publications.
4. www.Lunenburg,Fred C, Communication Schooling (2010), cited on the 18.08.2015
5. Rogers, C.R., & Farson, R.F. (n.d). Active listening. Chicago, IL; Industrial Relations Center, University of Chicago
6. Keyton, J. (2010). Case studies for organizational communication: Understanding communication processes. New York, NY: Oxford University Press.