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Now a day's business environment we rely more and more on technology to communicate with one another. From cellular telephones, to Email, fax machines to Palm Pilots, communication devices are linked to the way we do business now more than ever before. It is essential to develop an awareness of how technology should best be used to avoid negative outcomes for employees and the workplace in general.
In the last two decades, communications technology in the United States has developed at an extremely rapid rate. Twenty years ago, people did not even know what "Email" was. Now, phrases like "IM me" or "Google it" are commonplace, household terms that seem inseparable from our personal or business lives. But most people don't know how to properly use these new advances. Take Email for example, misuse of this medium has led to the demise of executives such as Credit Suisse First Boston tech banker Frank Quattrone, Merrill Lynch & Co. analyst Henry M. Blodgett, as well as senior executives from Enron.
Here are 8 guidelines for communicating in an effective, respectful manner:
1. Don't use your cell phone at inappropriate times, in inappropriate places, or in an inappropriate way. This invades others' privacy and disrupts their ability to concentrate.
2. Don't encroach on others' personal space when using your laptop computer. There are appropriate times/places to connect and use your laptop and there are times when it is not appropriate.
3. Turn off your beeper and/or cell phone whenever you are in a situation where it could be distracting.
4. Don't send lengthy faxes unless you first call the individual or business to ensure that it's a good time
5. Only use the speaker phone when necessary, and always make sure the person you are talking to does not mind.
6. Never send e-mail that contains inappropriate or sensitive material (as some executives have learned the hard way).
7. Consider calling a person who you usually communicate with by e-mail from time to time to establish a more personal contact.
8. Avoid calling, paging, or faxing people at home or after hours, unless it is vital that you do so.
Almost all conflicts involve communication problems, as both a cause and an effect. Misunderstandings, resulting from poor communication, can easily cause a conflict or make it worse. Further, once a conflict has started, communication problems often develop because people in conflict do not communicate with each other as frequentlytener. Sometimes there are third parties: in-between people who carry messages from one person to another, or the media, for example, through which we see and interpret the world. If their cultures are different, it is easy for the same statement to mean one thing to one person and something different to someone else. Thus intercultural communication is especially prone to errors.
Third parties can make communication better, or they can make it worse. Skilled third parties can help speakers clarify what they are saying, and they can help listeners hear understand each other better, but rather, presenting the story to meet the media's own goals which may be to inflame the readers' anger in order to sell more newspapers, or to support the publisher's or government's own interests and views. Without effective communication, no relationship stands a chance. We talk (and listen) all day long, but only a small part of our communication takes place in words. Most of the and words go flying back and forth like arrows. At this point, resolution to the problem can be far away. So what are the secrets of effective communication? How do we truly get what we want and give each other what we need? Let's look at the top two communication problems and see how they can be solved. Once this is done, you'll be off to a wonderful start in building the kind of relationship you have always wanted.
Problem One: Wanting to Be Right and Prove the Other Wrong
Before you are able to communicate effectively, The words in these communications are never listened to. However what is read loud and clear is the anger and righteousness behind what is being said. These intentions are tremendously helpful in allowing a relationship to succeed.
Problem Two: Not Being Able to Hear the Other Person
Remember, communication consists not only of talking, but also listening and hearing what is being said. We can do a whole workshop on the art of listening, but to start, it is crucial to. Let them know how their communication is filtering through to you. Let them make adjustments to our version of their message. And finally, be willing to really hear what they mean.
ADVANTAGES OF ORAL COMMUNICATION
(a) Sheds of meaning can be conveyed (using to be, pitch and intensity of voice)
(b) Saves time
(c) Immediate feedback can be obtained
(d) Pursues we and carry conviction
(e) Spares money and effort.
ADVANTAGES OF WRITTEN COMMUNICATION
1. Written communication provides a permanent record.
2. Can be used as evidence.
3. Less likely to be misunderstood in case of doubt they can be read again.
4. Language used in written communication is less subject to change.
5. Can be reviewed when required over a period of time.
Use of other senses to experience non verbal communication. Bartol and Martin Communication by means of elements and behaviors that are not coded into words Nonverbal aspects of communication account for 75-90 % of what is communications most people believe that the manner in which you say something is more important than what you say. Movements, facial expressions, gesticulations gestures and postures, Physical touch , position nonverbal communication after accompanies verbal communication.
ESSENTIALS OF GOOD WRITTEN COMMUNICATION
Good written communication must command attention and get results
It must be legible
It must be carefully planned
It should be easily understood by the reader.
Use the 4 C'sof communication clear, correct concise and courtesy
Informal organisational communication exists outside the formal lines of the organisational structure. An example of this is friendship groups. The informal communication channel serves two main purposes: it permits employees to satisfy their need for social interaction in the workplace and it can improve an organisation's performance by creating alternative, and frequently faster and more efficient, channels of communication (Robbins et al. 2000).
One of the most common forms of informal communication is 'the grapevine'. According to Kreitner and Kinicki (1995) the term grapevine originated from the American Civil War practice of stringing battlefield telegraph lines between trees as a means of efficient communication. In organisations today, the grapevine supplements the formal channels of communication.
FORMAL AND INFORMAL COMMUNICATION NETWORKS
Communication networks may also be categorized as formal or informal. Communicating with the president of your university probably requires that you go through specified channels. You probably cannot just dial the president's number and reach him or her directly. For instance, it might be standard practice for the executive director to convey a policy change via memo to the supervisors, who convey it via phone call to the shift leads, who share it with the line staff at a weekly meeting.
Not all groups have formal communications networks, but all groups have informal communication networks. Early in the life of the group, an informal communication structure tends to form based on participation rates, with one or a few members sending and receiving a majority of communications (Davies, 1996).
GRAPEVINES AND GOSSIP
Informal communication networks often arise to make up for shortcomings in the formal network. Such is the case with grapevines-the name for the channels through which gossip, rumors, and other unofficial information travels through the group. Grapevines are often a source of information for those who are left out of the formal communication loop because of their lower status. The clerical staff at my university has a well-functioning grapevine. They talk about who has what problem with their house, how the developer is dealing with resident complaints and various strategies used to get the developer to act. Information is passed from one person to another until all group members are updated.
However, recent research indicatesthat although we may be less likely to label what males do as gossip, they in fact gossip about as much as females (Harrington & Bielby, 1995
Sharing gossip and secrets about other group members can even enhance the stability of relationships by discharging tension and enlisting the listener's help in dealing with the other person (McGoldrick, 1998). Gossip may also provide information about other group members that is relevant to group functioning but preserves member dignity. For instance, you may know that one member is dealing with his partner's cancer diagnosis. When other members gossip often use gossip to alleviate boredom. In sum, gossip is not all bad. Sometimes we need to talk about other group members, and doing so can contribute to group cohesion, create stonger group identification, and clarify group boundaries (Gluckman, 1963; Nevo & Nevo, 1993)