Communication Styles and the Business Communication Process MGM/527 Organizational Communication Earl Levity Rachel Love November 16, 2014 Content and Method of Communication Communication is the sending of a message from a source to a receiver. However communicating is not simple, it takes a lot of practice and effort (Stuart, Sorrow, Stuart 2007). I had a face-to-face interpersonal conversation with a co-worker regarding one of our applications that we administer called Plainview. I scheduled a face-to-face meeting with my co-worker.
My job duty as to train him on the application so that he could assist me with setting up users. I was the sender of the message (encoder), and my co-worker was the receiver of the message (decoder). As the sender of the message my responsibility is to make sure that I express myself clearly without overwhelming the receiver (co-worker) with a lot of information at one time during the training session. Used computer visuals to show my co-worker what steps he needed to take when adding a user to Plainview. It’s very important to use visual aids such as Powering presentations or Screen-
Prints, when explaining or communicating step-by-step configuration instructions. However, instead I explained the step-by-step instructions by physically going into the application on my laptop and showing my co-worker how to add the user. Furthermore, face-to-face communication is very effective during a training session. It provides more detail for the encoder and enables the sender to clarify issues or concerns (Business Case Studies). Other benefits of face-to-face communication (Irishman, 201 2): Enables the achieve to understand the reactions to the information being presented. Revised additional communication CLC_jess or signals that provide insights that are critical in gaining an understanding of others’ perspectives Helps develop workplace relationships and team cohesiveness. Provides opportunities to observe the receivers reactions. It’s also important to allow the receiver (decoder) to ask questions or provide feedback to the sender, to make sure that the sender communicated the message clearly and effectively. During the training session I was able to read he body language of my co-worker to determine if they were comfortable and understood the information and instructions.
Sometimes it’s hard for people to understand what is being taught especially doing a training session. Therefore, if my co-worker facial expression showed confusion or if they couldn’t make a connection with the instructions, I simply stopped and asked if they had any questions or understood the instructions. Style of Communication Allowing the receiver of the message to provide feedback is very important in the communicating process. Face-to-face communication styles enable the sender and receiver to address concerns or misunderstandings.
I chose this style of communication because it’s a very effective approach to use especially in a training environment. It’s important for the sender of the message to also build a relationship with the receiver. Building relationships within the workplace helps to build trust and promotes effective team work. Furthermore, if a different communication style was used such as oral communication, my co-worker wouldn’t have received the face-to-face visual raining that they needed to effectively add a user to our Plainview system.
I would have been able to communicate the instructions and emailed the visual aids or Powering presentation to my co-worker however, I believe that face-to-face communication is more effective. It enables the receiver of the information to visually see the functions of the configuration and ask more questions that they probably wouldn’t have asked if it was communicated orally. Furthermore, another style of communication is written. Written communication would not have been as effective as face-to- ace communication.
My co-worker would have been provided with the step- by-step configuration instructions but the message wouldn’t have been clear until they had some type of visual hands on experience. As the sender my job is to not overwhelm the receiver with a bunch of instructions without guidance on how to manipulate the data and add a user into Plainview. The business setting affected the style of communication in a positive way. I was assertive, clear, professional, and confident during the training session. I was able to make good eye contact with my co-worker and assess if they were interested or engaged in the conversation or bored.
My co-worker also made good eye contact and was able to explain their concerns, if they didn’t understand an instruction or if I needed to explain an instruction in more detail. It’s also the responsibility of the sender to make sure that that receiver (decoder) is comfortable and able to interpret the message effectively. Therefore, providing feedback or asking questions are very important during the communication process because it enables both parties (sender and receiver) to express themselves effectively and clearly.