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The communication process consists of interconnected steps through which a message is transmitted from the sender to the receiver. Clear communication is based on how best the sequential steps are involved when transferring the information. The connection is relevant in any organizational setting in that the solo acts are very minimal. Similarly, the current century is faced with vast sources of information that needs to be shared across production units for collaboration and precise decision-making. It takes communication to meet organizational goals as well as to settle any disputes that might arise during operation. Similarly, including communication skills in the corporation culture builds stronger workplace relationships hence increased productivity.
An example of a recent miscommunication scenario is when I was required to submit an online assignment on a specific date. When noting down the relevant details, there was a miscommunication of the actual submission dates as specified by the lecturer. In this case, most of the students failed to meet the deadline. The tutor requested for a written message to explain the reason behind late submission of the assignment. Based on the case, the following is an analysis of the communication phase that I used in solving the miscommunication challenge.
First, communication starts with developing an idea by the sender regarding the message to be sent. It is through this planning stage that the subject matter is analyzed. The primary reason for communication in my case is to send an apology for failure to submit the assignment on time.
Secondly, the encoding procedure involves translating the idea into a perceivable form that the receiver can understand (Locker & Kaczmarek 36). Writing the message in an email form improves the ability to deliver the message.
Thirdly, the choice of communication medium needs critical analysis. When reflecting on my case, the most convenient medium is an email. Choosing an email over other channels is based on the ground that the communication is fast and easily accessible.
The fourth step involves transmitting the message through the chosen channel. The role of the sender ends at this stage.
The fifth stage simply involved reception of the email by the lecturer in the form of seeing.
Decoding is the sixth step in communication where the receiver interprets the message based on the ideas and thoughts to communicate earlier before sending the message.
The receiver then responds to the message based on the topic of concern or understanding gained in decoding. The feedback is the essence of two-way communication in that an agreement is reached. The communication process was successful in that the lecturer responded to the email apologizing for the miscommunication of the submission dates.
The communication barriers exist in many forms based on the type of parties involved in communication as well as the message being conveyed (Maguire & Pitceathly 700). The presence of these barriers can lead to poor task performance or disagreements.
One of the primary challenges experienced when sending the email is the difference in perception between the sender and the receiver. The tutor expected a different reason for the lateness in submission in that the miscommunication occurred from a third party. Based on the fact that the current society is dynamic, everyone is entitled to personal thoughts and ideas. It is essential to challenge the individual opinions that one might be having about other people to help respect other people's point of view.
Another primary challenge is the choice of communication medium. Despite being fast, communication through email involves a complicated procedure, especially when explaining a lengthy method or answering some questions. The message being conveyed was complicated in that an acceptable and clear explanation was needed for the lateness. The emotionless form of email communication hinders proper interpretation. Face-to-face conversation serves best when more details are required regarding the topic of discussion.
The guilt of hiding behind the technology is pervasive in today's communication era (Beebe & Timothy 32). Use of electronic medium to communicate, with an example of the email, shelters people from learning the emotional reactions of each other. Being the sender, it was difficult to tell the perception of the lecturer on receiving and decoding the message. In this case, the building of rapport and trust is hindered making it more challenging to hold a face-to-face conversation on a different day.
In the current interactive society, it is more likely that one might spend the better part of the day communicating. Communication is a crucial element, especially when living in a diverse environment. In this case, the primary goal is enhancing understanding between the sender and receiver. The ability to communicate with people of different levels is essential in that one gains better lifestyle skills. Some of the most recommended communication skills include listening, use of non-verbal cues, clarity, friendliness, and giving appropriate feedback. Being competent in communication and interaction requires ongoing practice and reflection on the acquired skills over time. Personal roles might shift from being a receiver to a sender over time hence when improving on communication; significant considerations should be done both on how we send and receive messages.
Beebe, Steven A., & Timothy P. Mottet. Business and professional communication: Principles and skills for leadership. Pearson, 2013. 1-34
Locker, Kitty O., & Stephen Kyo Kaczmarek. Business communication: Building critical skills. New York, NY: McGraw-Hill Higher Education, 2016. 34-37
Maguire, Peter, & Carolyn Pitceathly. "Key communication skills and how to acquire them." Bmj 325.7366 (2014): 697-700.
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