Wednesday, May 6, 2020

Personal Communication Appropriateness for Emails- MyAssignmenthelp

Question: Discuss about thePersonal Communication Appropriatenessfor Emails or Memos. Answer: Personal communication is the exchange of information or message between two or more parties either by word of mouth, emails or memos. This type of communication may use either wired or wireless media or even face to face interaction. Personal communication is useful and an essential component as it makes life easy and enables individuals to take advantages of available opportunities decisively (Burnard, 2017). In addition to making life easy for individuals, personal communication helps people to identify their weaknesses and make changes where necessary. This paper focus on my competencies in communication, how I can apply problem-solving skills and different dimensions to improve my communication competencies in daily activities and across different environments. Secondly, the paper includes a schedule on how I plan to address my weaknesses that I might have and how this will be achieved (Hoppe, 2015). Diagnosis and Reflection. Johari Window This is an effective technique that aids individuals to better assess their interaction within themselves and with other individuals. I applied this useful tool to identify adjectives that reflect my personality. This was accomplished by assigning five of my friends a task to identify the attributes that they felt best to fit my competencies in communication. After identification, the results obtained from this exercise were tabulated to gauge my communication competence. The first thing that came out in the first column of the grid was that I was organized, confident and conscious about others. The results also showed that I was authoritative in my interactions. According to Biafore, (2013), self-confidence is crucial in enhancing effective personal communication Secondly, from the grid, results showed that I am full of ideas, relatively quiet, tense in some instances and carry myself with a lot of pride. Third column results had mixed reactions; that I am unintentionally introvert and at times cheerful sociable person. Thirdly, my patient and tolerance were viewed differently by different people with some of my friends feeling that I exercise a lot of patience, generous and open to changes. However, a few felt I am impatient and intolerance when it comes to judging other peoples opinions. The last thing that they found out was my calmness and kindness which showed I am a sensible person (Reinsch Shelby, 2014). Communications Style Questionnaire Communication style analysis tries to evaluate and understand different communication styles applied by various individuals during interactions every day. The study is very helpful in analyzing different contexts as applied in any conversation. Additionally, the study helps one in identifying any weaknesses or strengths in order to make necessary adjustments. Results obtained from this study are tabulated below. From the study results, it is clear that during all my interactions, I express a lot of confidence and self-awareness. Self-confidence was the main reason why I won the hearts of many who felt I am trustworthy and could be relied upon. However, I had several weaknesses. Poor listening skills were cited as a major negative trait with results showing that I never pay attention to other people and that I dominated conversations never giving others a chance to be heard. Nevertheless, the results depicted me as a keen to detail individual. According to De (2013), keen to detail is essential in analyzing feedback and implications in conversations. Assertiveness Questionnaires An assertive questionnaire is a crucial tool that can effectively help individuals to improve their learning experience by creating a relieved communication regardless of one's disposition. One way is by giving individuals enough space to express themselves confidently during conversations while creating room for others to air their opinions too. By use of collaborative research website, I was able to gauge the level of my personal communication skills where results showed that in addition to listening and accommodating other peoples opinions, I was able to effectively express myself. However, there is more effort required to be an effective communicator as the scale showed there is still some weaknesses before attaining a perfect score. In a scale of A to E, where A is perfect and E is very poor, I scored a B which showed that I still need to improve my listening skills. The Communication Quiz The quiz essentially gauges individuals communication skills and put more emphasis on how people give their feedback during conversations. Based on this quiz, my practical approach in classroom interaction still needs some improvement. Procrastination of ideas and failure to incorporate symbolic and non-verbal communication were some of the major weaknesses. Nevertheless, it was clear that I was focused and frequently anticipated possible causes of confusion which helped me to arrest the situation in good time. Personal Reflection The ability to reflect on oneself is what is called personal reflection. It is a very important aspect of academic learning as it assists in developing leadership skills. During academic activities, it is very important for n individual to be able to reflect on themselves. Personal reflection entails evaluating one's attitudes, behaviors, and decisions. After carrying out personal reflection on myself I realized that I was more reserved than I thought. I was not good at jumping at new opportunities or trying out new things. My fear of failure and disappointments has at one point or another limited by thinking and participation in activities that would have been very beneficial. In my interactions with people, I realized that I have a hard time listening and paying attention. I talk in groups, more than I listen. This may have limited my ability to learn from others during school discussion groups and other learning activities. Literature Review It is very important and crucial that I work on my listening skills, as well as my confidence issues. This is because all my peers submitted results to me that showed that I have a great weakness in these areas. As shown by studies, the feedback given by a person is influenced by various factors some of which include; psychological condition or status of an individual and also the self-perception of that individual. A person who is confident about themselves is more likely to present themselves in a pleasant and composed manner, unlike a person who is not comfortable in their own skin. People who are confident about themselves do not worry too much because they know they can handle almost any situation. Biafore (2013). It is therefore very important for an individual to be in control of themselves in terms of psychological stability and confidence. This is because it is these traits that influence the outside behavior of an individual. The only way to deal with such issues is to be aware of one's strengths and weaknesses. When one is aware of themselves, they are able to interact more freely with other people. Knowing one's strengths helps to enable a person to portray their strengths as well as utilize them effectively during a learning process. Knowing one's weaknesses is also very important because it enables a person to deal with the weaknesses, and bridge the gap that is brought about by those weaknesses. According to studies by De (2013), failure to be aware of one's strengths and weaknesses may make a person be uncertain about themselves while in front of others. Active Listening Active listening is also another major aspect of learning. I, however, realized that I am a very poor listener. This often makes it difficult for me to concentrate in my conversations with others. I tend to talk more than I listen and this has ended up affecting my relationships with people. It becomes even difficult to learn new ideas because I do not take the time to listen actively (Koprowska, 2015). In class, I am also unable to listen actively. I have also realized that my concentration level even in class is very low. It is therefore difficult for me to learn new things. This is not good and I have decided to work on this weakness using the following mechanism; Paying Attention Paying attention involves focusing and putting one's mind into something or someone while he or she is speaking. It involves not only listening to them but trying to comprehend what they are saying. It involves being attentive and gathering information from both the verbal and the nonverbal cues. It involves maintaining eye contact during conversations and avoiding any thoughts that may distract the attention. Showing that am Listening Another way to improve my active listening skills is by letting the other party know that am listening to them. Maintaining eye contact, nodding my head and avoiding any distractions are some of the ways of encouraging the other party to keep talking by showing them that their information is being received and understood. Providing Feedback The communication process is never complete without feedback. This is because it is only feedback that enables the person talking to know that the message was relayed successfully. Feedback can be provided during a conversation using body language like nodding one's head in agreement or by using verbal means. One may ask relevant questions in areas that were not clear and that shows that one was actively listening. According to Green and Chartered Institute of Public Relations 2016, creating a summary of things learned during a conversation or a lesson helps to revise the points later, and that is part of active listening. Assertive Perception The assessment revealed the aggressive side of my nature. Being too much aggressive makes one to sideline and always question other peoples opinions. This often leads to one disagree with others without any valuable reason. This creates a need to adopt an assertive nature rather than a more aggressive one. Among the measures to achieve this include being tolerant and considerate to other peoples opinions so as to avoid unnecessary confrontations. Avoiding reference to past experiences with this people will also curb this undesirable nature (De, 2013). A recognition of various individual differences is also core in ensuring a peaceful co-existence with others. This can be done by allowing others opinions to be surfaced and making considerations on these opinions before making a conclusion. By so doing it not only ensures a constructive and conducive conversation but also mutual understanding between one another with respect to ones individual character (Myers Myers, 2015). Communication and interactions act as a learning process hence they are significant in a learning environment. Therefore this creates the need to come up with relevant strategies and procedures to improve on ones way of interaction with others for an effective communication process. Interaction with others should also be treated with the seriousness it deserves as it is part of the learning process hence measures and strategies should be put in place to improve our way of interaction (Green Chartered Institute of Public Relations, 2016). Action Plan An action plan to realize the above stipulated strategies has to be drawn and implemented on the basis of achieving the set goals and objectives. To achieve this, the action plan has to work on the timelines below; Developing listening and speaking skills through by undertaking a communication course as part of the implementation process. The course should be taken within the first three weeks of the implementation process so as to effectively and efficiently develop the necessary skills for effective communication and interaction with others (Craig Martinez, 2016). Employment is one of the motivation and the driving force for many people. Communication is crucial when seeking for employment thus creating the need for one to learn how to achieve effective and efficient communication. To solve this I plan on enrolling for a postgraduate communication course at CQU. This will ensure I improve on my communication skills so as to fit into the employment sector (Drury, 2014) Reading of various resources such as articles and books also enables one to develop on his/her communication strategies hence to build on this I will consult various learning resources and reading materials available at my disposal and try and apply the experience and skills on this readings in different environments. Most of these materials will give you guidelines on how to ensure an effective and efficient communication therefore I will strive to acquire and refer to these materials within the first four weeks (Brown Smith, 2017). To monitor my progress I will make use of a diary to record my progress and highlight on the areas I have tackled in trying to achieve effective communication and what areas are no yet handled. It will also indicate areas that need some changes so as to achieve the set goals and objectives of the course. Mentoring is required for one to successfully be able to attain the set standards of effective and efficient communication. To achieve this I will consult the head of the CQU department as my mentor so as to give me directions and instructions towards achieving my communication goals and objectives. This will help ensure that I am in the correct track and where I need to improve in order to achieve good results (Battell American Society for Training and Development, 2016). The Gantt Chart An application of The Gantt Chart is necessary in this case as it shows the beginning and the end of the project. This chart will measure my achievements over the period of two months that I have been working on the project so as to indicate whether there was positive or negative change during the implementation process of achieving effective and efficient communication. I case of a negative indication it will signal that much is to be done on the strategies applied in the implementation process. This means that I will have to work harder in the way I interact with others to achieve good communication skills. References Active listening: Teacher's book. (1995). Cambridge [u.a.: Cambridge Univ. Press [u.a. Battell, C., American Society for Training and Development. (2016). Effective listening. Alexandria, Va: ASTD Press. Biafore, B. (2013). Microsoft Project 2013: The missing manual. Sebastopol, CA: O'Reilly Media. Brown, S., Smith, D. (2017). Active listening: Level 1. Cambridge [England: Cambridge University Press Burnard, P. (2017). Effective communication skills for health professionals. Cheltenham, U.K: Stanley Thornes (Publishers) Ltd. Burstein, J. (2013). Have you heard? Active listening. New York: Crabtree Pub. Company. Craig, S. C., Martinez, M. D. (2016). Ambivalence and the Structure of Political Opinion. New York: Palgrave Macmillan De, K. E. J. (2013). Assertive religion: Religious intolerance in a multicultural world. Drury, S. S. (2014). Assertive supervision: Building involved teamwork. Champaign, IL: Research Press Eemeren, F. H., Grootendorst, R. (2014). Studies in pragma-dialectics. Amsterdam: International Centre for the Study of Argumentation. Green, A., Chartered Institute of Public Relations. (2016). Effective personal Communication skills for public relations. London: Kogan Page. Hazardous Materials Training and Research Institute. (2015). Communication skills for the Environmental technician. New York: Wiley. Hoppe, M. H. (2015). Active Listening: Improve Your Ability to Listen and Lead. New York, NY: John Wiley Sons. In Flanagan, R., In Allen, K., In Levine, E. (2015). Cognitive and behavioral Interventions in the schools: Integrating theory and research into practice Eemeren, F. H., Grootendorst, R. (2014). Speech acts in argumentative discussions: A Theoretical model for the analysis of discussions directed towards solving conflicts of opinion. Dordrecht, Holland: Foris Publications. Koprowska, J. (2015). Communication and interpersonal skills in social work. Exeter:Learning Matters. Myers, M.T., Myers, G.E. (2015). Managing by communication: An organizational approach. McGraw-Hill Book Company, New York. Philipsen, G. (2014). Speaking culturally: Explorations in social communication. Albany, NY:State University of New York Press. Reinsch, N. L. Jr., Shelby, A. N. (2013). Communication challenges and needs: Perceptions of MBA students. Business Communication Quarterly 59(1), 36-53. Reinsch, N. L. Jr., Shelby, A. N. (2014). What communication abilities do practitioners need? Evidence from MBA students. Business Communication Quarterly 60(4), 7-29.

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