Technical and Professional Communication

Question: Discuss about the Technical and Professional Communication. Answer: Introduction Communication is all about exchange of information. It regards to understanding the emotion as well as intentions behind the information. Effective communication in organization is a two-way channel (Coombs, 2014). It does not does deal with the message that has been obtained and also recognized by somebody in the precise way they designed , however it entails precisely how one may pay attention the full that means of what exactly is becoming said and providing the further person feel heard as well as understood. Having an effective communication channel tend to deepen on connection to others and improve teamwork in organization (Eisenberg, Goodall and Trethewey, 2013). Additionally, it provides ability to communicate assertively, and understand of ones emotions and those persons you are communicating with (Eunson, 2007). In this essay, it will elaborate on different methodologies of communication, the main issues in communicating more effectively, barriers to communication and how t o resolve them. Moreover, it will examine on a range of improvement to the existing practices and lastly recommendation that could be instigated. Methodologies in effective communication Due to limited communications in the organization, the survey was not as effective and resourceful as it should have been. The following were issues arising from the communication issues that arose because of the breakdown. Firstly, a lot of communication messages were not relayed to the surveyors that were on site leading to a limited survey conducted leading to some tasks not dully completed (Dainton and Zelley, 2014). This led to an inconclusive and an incomprehensive report that cannot be fully relied upon. Secondly, due to poor or lack of mobile phone signals especially in remote areas, the safety of the surveyors was compromised and led to poor results that were gathered. The third and the most significant issue that arose was that of response to clients queries. Poor mobile signals meant that the response to queries presented by the clients was all not adequately addressed and these led to a stream of complaints that arose. Due to these factors that negatively affected communications between the office and the surveyors, there were a number of issues that could have been considered. Among these issues are the methodologies of effective communication (Ferraro and Brody, 2015). The most common standard of communication are writing and speaking. Most of the communication is practically oral although in modern age communication with the rise in communication technology has led to increase in written communication. In most offices, the sender and the receivers mostly talk via emails, telephones, and internet -conferencing. While the sender speaks in oral or written, the receiver listens and may send feedbacks (Coombs, 2014). Communication is an element of great importance in human relations, the human being, by nature, requires interacting with other people to be able to satisfy their needs of affection and socialization, this is achieved through various means of communication. The present research, tries to enter the reader, in the wide scope of the organizational communication. All of us know it, and if not with textual words, at least in essence, that communication is the process by which a person transmits information to another person, and is the goal of all communication. In the case of companies, in particular, the transmission of information is a daily activity and of great importance, that is why there is, "organizational communication". Generally, in this area, obstacles or barriers that prevent the correct process of transmission of business, personal or organizational data arise. In the first section, the concept of organizational communication is defined; in the second section, the elements that comprise a communication process are deepened. In the third section, the issue of formal and informal communication within an organization is addressed; In the fourth section, the subject of internal and external communication is touched, in order to fall into the section, which talks about the flows that can follow this internal communication (Ferraro and Brody, 2015). It also deals with the issue of barriers in communication and finally the audit in the communications process. Communication in organizations In communication, organizations need to comply, keep dating and innovating in modes and methods of communications. The effectiveness of the report is dependent on the strength of communication that communication to flow freely within the organization. Communication is an element of great importance in human relations, the human being, by nature, requires interacting with other people to be able to satisfy their needs of affection and socialization, this is achieved through various means of communication. Effective Communication in organizations Organizations need to keep up to date and comply with the market dynamism, which enables the company to stay in the market. Communication in an organization is a critical tool and directly affects the companys results (Leonard, Graham and Bonacum, 2004). Organizational communication allows the staff of the company to have the knowledge of human resources, productivity in various departments and development of the company. The organizational climate is closely related to the work environment that exists in the companies or educational institutions and of this climate in the organization will depend the good performance of the same and of how productive this organization is. It is for this reason that the group of measurable properties of a work environment is recognized as an organizational climate, as perceived by those who work in it. It should be noted that for companies or educational institutions it is extremely important to measure and know the climate within their organization, as this can significantly influence positively or negatively the results. Numerous studies have confirmed that the organizational climate can make the difference between a well-performing and low-performing educational enterprise and institution. It is important to emphasize the following elements of the organizational climate: The climate refers to the characteristics of the working environment. The worker who works in this environment directly and indirectly (Rayudu, 2010) perceive these characteristics. The climate has repercussions on the job behavior. These kind of features of the business are comparatively permanent in time; they vary from one organization to another. Climate, as well as the organizational structures and the people, who compose it, form an extremely dynamic independent system. The organizational climate is an intervening occurrence that mediates between the aspects of the organizational system and motivational tendencies that represent a behavior that has consequences on the business (efficiency, satisfaction and rotation). The organizational climate originates in a great variety of factors: Such as Leadership and management practice (types of supervision: authoritarian and participative, etc. Factors associated the system form and structure of the organization (communications system, dependency interactions, promotions and remunerations. The outcomes of employee behavior (incentive systems, social support, encounter along with other people, etc.). It is for this reason that institutions must be managed based on the importance of generating pleasant and productive working climates where each participant is informed of the organization's intention and of establishing concrete action plans for each individual through communication (Jenkins and Williamson, 2015). The organization, with objectives, goals and deadlines, thus creating a total positive impact among the stakeholders. For effective communication to be achieved in an organization there is need for proper channelling of information from the source to the recipient. Timing is also another issue that determines how effective communication will be. Proper timing ensures that work is done effectively and for this kind of organization, there can be proper flow of information both internally and externally. The barriers to communication and how they can be overcome Perhaps, we never think about it, but whenever two individuals communicate many things happen, in the simplest and also daily, mutual communication, the messages disintegrates in inquiries, solutions, answers, and occasionally clarifications. A basic interaction implies a lot, that others could have trouble comprehending, particularly if the topic was intricate, you will find disruptions, or perhaps something. There are several barriers in effective communication (Rayudu, 2010). They include language barriers, this is where the receiver cannot effectively understand the message delivered or communicated as it is different from what he or she speaks or hears. Such barriers are corrected by use of speech translators. These are mostly used in foreign relationships departments by the different governments. The issue of the poor response to the needs and queries of the clients have increased due to the barriers to communication. These barriers are the following: semantic obstacles, psychological obstacles, organizational barriers, personal barriers, cross culture barriers, and physical barriers. The semantic barriers tend to be concerned with the issues and obstruction during this process of encoding as well as decoding of the message into the words or impressions. These messages usually results on the account of using wrong words, or translating differently. Another barrier is the socio-psychological barriers. Individuals have feeling, desires, fear, attitudes, views and opinions. Some of the issues are formed because of the background of the social environment, while others are formed by individuals own intelligence, education and individual experience. Any one of these factors impact on the way individuals react to the message. Organizational barriers are another barrier to communica te effectively (Samovar, Porter, McDaniel and Roy, 2015). This barrier relates to the structure of the organization, authority relationships, and the rules and regulations. The response to the queries of the client from being handled could have resulted from this barriers, especially where is lack of proper incentives, unwillingness to communicate or perhaps lack of the confidence of the superior to their subordinates which make the employees to be reluctant on their jobs. Cross culture barrier is another hindrance to communication. In a thriving global marketplace requires having an effective communication across cultures. It is important to learn about the cultural barriers to be able to communicate more effectively in the workplace and to effectively take a quiz to the test of ones knowledge. Physical barriers hinders effective communication in the workplace (Rayudu, 2010). There are various physical elements, which could prevent a person from having effective communication. The physical barriers usually relates to the disturbance to the immediate milieu that could interfere to the channel of communication. The physical factors, which can hinder communication, could be either environmental, distance or perhaps ignorance of the medium (Hamilton, 2013). Additionally, noise has been also the main barrier to effective communication especially where the manager wants to rely information to the subordinates and peers. Geographical barriers are another issue that arises in communication. Invention of technology has led to minimization of language barriers by the sender and the receiver. Email, telephone calls and even postal letters have done a lot to reduce this barrier (Fleisher and Bensoussan, 2015). Most recently, social media platforms like Facebook and twitter has led to a much simplified communication system since the world is covered like a village. The barriers to effective communication usually exists in all the developing organization to a greater degree. Many companies are keep to develop an effective channel for communication and they need to adopt measures that are suitable to overcome on these barriers and consequently improve effective communication (Kinloch and Metge, 2014). Noise has been the main barrier to effective communication. It has been regarded as the random and continual disturbance, which decreases, or even confuses on the clarity of the quality of the message, that is being transmitted. Any interference, which requires between the sender and receiver, could be hindered by noise. The main reason for noise during this process of communication might be the supposition that regards the behave of communication as simply a basic process, which would not involve owning any specific thought or maybe a practice (Samovar, Porter, McDaniel and Roy, 2015). Useful communication includes both study and practice. The prac tice relies upon the capabilities of the both the sender and receiver. In conquering this hurdle, one have to discover on the source. Once the source has been identified, steps might be drawn in order to overcome it. Moreover, the sender and receiver of the message might help develop on the flowof communication. Another way to eliminate communication barrier is to eliminate differences in the perception (Dozier, Grunig and Grunig, 2013). The organization should always ensures that they recruit the right kind of individuals on the job. There is need to have proper induction program in order to ensure policies of the organization are clear to all the workers. Proper training could be an effective way to help employees especially on their voice and accent training. Moreover, organization should not have complex structures (Jenkins and Williamson, 2015). The number of the hierarchical levels needs to be ideal . Perfect span of control within the organization should exists , and structur e which are simple are important for useful communication ( Mishra , Boynton and Mishra , 2014 ) . In any interaction, you can find need to have feedback. The feedback is the response as well as without this, the senders of the message are unable to know whether the recipient carries received the message or held on the purpose of it (Whittle and Myrick, 2016). Want occurs to evidently understand the feedback as it regulates both the transmission and reception. Feedback is very important because it controls the means of communication, and reinforces and stimulates it. Furthermore, it may serve as the hallmark of the dialogue, as it forces communication and makes it to be dual. An alternative way to overcome barriers of communication is to have a suitable media selection (Hurtig and Downey, 2008). The manager need to decide on the medium of communication. Simple messages needs to be conveyed orally, for instance face-to-face interaction (Whittle and Myrick, 2016). The utilization of w ritten way of the communication could be utilized for providing of intricate messages. In the case of the company identified in this study, messages were not been relayed effectively (Hurtig and Downey, 2008). This could be because of non-effective media were selected to relay the information. Focusing on proper media could have been used. Moreover, for the important message reminder as well as notices could be used to relay messages such as memos and Notices. Range of improvements to existing practices of communication There are wide range of improvement to the existing practices of communication. One such element is strategy referred to as KISS (Suter, Arndt, Arthur, Parboosingh, Taylor and Deutschlander, 2009). It means that one should keep it short and simple. This has been recent norm to effective communication where the message should be clear, concise and complete. It is vital to make sure that the audience have the full message since one may have one opportunity to put over the message (Zikmund, Babin, Carr and Griffin, 2013). There has been development messaging for communication practices. In irrespective of the stakeholder audience, the enterprise should take care in making sure there is certainly a definite and consistent message, which delivers on the precise details on the costs of the project, duration, and benefits. Building on reliability is essential in communication (Eunson, 2007). There has been development of messaging which has input from numerous groups within the organization to be able to make sure that information is complete and accurate. Numerous communication practices have been implemented in order to make communication more efficient such methods are signage. An additional practice, which has progressed, is the utilization of the public feedback. When you use communication strategies, which are much more interactive and offer the opportunity for the stakeholders to providing the opinions (Cornelissen, 2014). The workers have to be more organized and develop a process for assessing public speaking. Evaluating of the feedback, one need to recognize the limitation and the potential of bias in the collection procedures and considering part in using of information. Recommendations Effective communication has become one of the important aspect of personal as well as professional success to the increase world of relationship and networking. Communication has become a significant element to predict our success. Communication could be used to gain social power and impact to environment in positive manner or negative if not approached well. For communication in a business to be effective there should be transparency. The managers and the owners of the business should keep employees informed in regards to the general operation of the company and the goals. In the case of the company for this study, they were facing various issues such as information not being relayed to the surveyors who are out of sites and issues of safety especially those who are working in the remote locations. The managers should encourage communication between the workers and the management in order to resolve on the issues that are affecting them to enable them to work more effectively. Havin g open door policy, which allows the employees to resolve their issue by speaking directly the higher ups would be a good way to start. Transparency elements helps to build loyalty of the employees and increase retention rates. Encouraging relationship building is another effective way to enable there is communication in the workplace (Zikmund, Babin, Carr and Griffin, 2013). 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