Communication and Organisational Practice - Literature review Example

COMM 2072 – COMMUNICATION AND ORGANISATIONAL PRACTICE REFLECTIVE REPORT – EXPERIENTIAL ANALYSIS Student Name: Yueyao Jiang Student ID: 110099821 Introduction Today’s workplace and university features many types of groups where members regularly interact to discuss common topics of interest or share ideas that leads to the establishment of solutions to various problems. These groups range from web conferencing, centralized forums and groupware to board systems, Usenet and mailing lists. The core purpose of these groups relies on the environment surrounding the group, the nature of the problems that are being addressed, and the characteristics existing between the members. Therefore, groups in workplaces would primarily differ from the groups that students form for the purpose of enhancing their studies and academics. Also, it would be different from the other types of groups that people from in the communities to aid solutions to certain issues. Despite the difference in purposes and member characteristics of these groups, they all depend on effective group communication ways to achieve their intents. Therefore, every group requires quality communication between members to acquire the stability and gain the benefits associated with the group. However, there are various factors that influence the ability of group members to communicate effectively within the group. In this paper, I explore and analyse the effects of culture and personality difference in various contexts on the interpersonal communication between members of our discussion group in school during meetings. Also, the paper describes my suggestion towards perfecting communication within the group and how the objectives of the group meetings can be met through effective interpersonal communication between the members. Analysis Culture Just as many educational groups in the current societies as well as professional ones in the workplaces, our group; known as Achievers Club; has thirty members, mostly international students. It is an academic group of students that primarily conducts research and discussions on topics and units that the members deem challenging. Through face-to-face meetings and communication through social media, the group enhances understanding of concepts in learning though sharing of ideas and knowledge about various topics and concepts. Therefore, various cultures characterise our group and so are the senses of perception and understanding. In as much as we try to achieve our goals with minimum setbacks, cultural differences influence our activities and abilities both positively and negatively. The knowledge of cultural difference within a group is essential. I believe that knowing where a colleague member comes from concerning culture is significant towards identifying with the other conflicting perspectives that can associate with the difference in culture. Culture is defined as “the pattern of values, beliefs, symbols (including language), norms, and behaviours shared by an identifiable group of individuals” (this is the publisher you need to state the author 2003, p. 112). Similarly, Lam et al. (2009); Brockner et al. (2001); and Spencer-Rodgers, (2002) describe culture as the habits, morals, perceptions, and norms that a person adapts to and identifies with within a particular society. Therefore, cultural difference implies the sense of difference in the ways we perceive and respond to our environment, due to the difference in society that we represent. Our group is made up of students from different parts of the globe. There are members from Asia regions, Europe, within Australia, and Western areas. Even though we try not to let such differences that are associated with culture hinder our activities, some instances have portrayed the influence. However, Miles, the chairman of the group has always coordinated with Professor Davidson, the group patron, to ensure that our differences are solved and the objects are pursued. As a discussion group, we depend mostly on interpersonal communication where the members meet and discuss various topics concerning our studies. Interpersonal communication is defined as face-to-face or close exchange of ideas and thoughts where one person does or says something while others observe and attribute meaning to it (White et al. 2010). Therefore, it is expected that whenever a person speaks or demonstrates a concept to other members, he or she is likely to employ and engage in symbolic behaviours, amongst other elements of verbal and non-verbal communication. Saez et al. (2006), use author not publisher(2003), Lam et al. (2009), and Spencer-Rodgers & McGovern (2002) argue that various cultural factors are likely to influence such aspects of interpersonal communication in an organisational or group setting.such as? And also give exmaples of when this has occurred in your group Worldview is one of the aspects of cultural difference that influence interpersonal communication within a group. It explains how people from different cultures perceive the nature of the world around them differently from the people from other cultures. Every culture has a way of explaining why things are that exist around them. For instance, different cultures have difficulty accepting the leadership role for females (Spencer-Rodgers & McGovern 2002,). I have witnessed that from our group. While we were making proposals for members that can fill the leadership and official positions, there are cases of resistance to having a female heading a particular field of our group activities. Inferentially, I would argue that some cultures are resistant to change, especially when it comes to gender and sex roles in the society. Also, I have noticed that some members tend to hold back when discussions are on, and opinions are required. This is due to the cultural difference of worldview. Saenze et al. (2006) and need author not publisher explain that most people from Asian and Native American cultures accept things the ways they are; they are most likely to accept difficulties and failures. However, North Americans and Europeans tend to compromise situations whenever difficulties are encountered; they believe in sharing and collecting information from others just to avoid failures. Therefore, worldview influences values, activity orientation, and customs and beliefs, which consequent the ability of open and free self-expression.this could explain why there were not many challenges from Asian students to suggestions made by Australian students in the group Another cultural difference factor that influences interpersonal communication between organisational members is power-distance. Power distance is described as the level at which the difference in statues of people in a community or society influences what different people are allowed to do. Different cultures perceive power differently. Some cultures that have low power distance tend to allow the involvement of every member of the society in all the matters that concern them; they would jointly make decisions irrespective of the power status of an individual(Saenz et al. 2006). However, some cultures believe in the supremacy of power; those in power have certain privileges over others without, and their actions are not subject to questions. Power distance is a cultural factor that affects the interpersonal communication in our group. For instance, Lily, one of the secretaries of our group, once very bitterly disputed a task that she was assigned whilst in a group meeting. She argued that she is a female and should not be assigned such leadership tasks as a male counterpart would perform better. According to her, leading roles in a group should be given to males. Therefore, besides the difference in language, which the school environment and language sometimes reduce its effect, power distance between members has caused disrupted communications in many occasions. You also need a contradsting example from a low power distance country like Australia Similarly to the above factors, uncertainty avoidance also affects the way members of an organisation interact and communicate with each other. It describes how different people tolerate and respond towards the unforeseen (reference). This is a cultural aspect of perception; some cultures do not find it difficult to take risks and deal with ambiguities that may result from the uncertainties. However, others give concern to what the unknown might hold for them and the effects it may have on their social and personal life (need author not publisher; Gudykunst & Nishida 2001). In our group, a significant portion of the members tends to hold back during meetings where people are required to contribute and demonstrate their ideas to others as a strategy towards achieving a common idea that can solve the concerns of the discussion. Most of them worry that saying something incorrect may expose the inabilities in them and change the perception that others may have towards them from then. Therefore, this group of members tends to go with the others’ ideas, regardless of if they agree or not. However, there is the other portion in this group whose culture believes in aggression and risk-taking. They tend to express themselves freely, raise questions, and even object ideas where they deem necessary. With the help of our patron, in coordination with the chairperson, we have always managed to settle the effects of the differences between us and remain focussed. Therefore, the anxiety and quest to avoid the unknown have influenced the impersonal communication in our group negatively . Personalities, Perceptions, and Relationships Another factor besides cultural difference that has impacted the communication effectiveness and efficiency amongst the members of our group is the perception of masculinity and femininity. This concept of cultural difference explores how different cultures perceive gender and sex difference and the associated roles. It also carries with it the personality traits and relationships that develop between members. Borenbaun et al. (2011) explain that sex role affects the behaviour of a person, especially in an organisational context where different people with different societal ideas converge for a common goal. Some people believe that a particular gender is good at certain roles. Borenbaun et al (2011) argue that different societies have different senses of perception concerning gender and sex roles. Therefore, in a group context, different genders are expected to take different roles, which they handle differently. Women tend to identify themselves with the femininity concept of gender and sex difference while men lean towards the concept masculinity. This was evident when selecting group leaders or setting the discussion area. Men would automatically offer to carry the seats while the females would easily dust the seats where need be. Perceptions and mentality, alongside the relationship status that exist within an organisation, affect interpersonal communication between the members. Keener et al. (2012) and neede author not publisher (2003) argue that masculinity refers to the perception and personality that value stereotypical masculine behaviours in the society while femininity describes the behaviour of care and responsibilities towards the wellbeing. Women tend to express the abilities to care and identify themselves with the wellbeing of other as well as them. Their communication to others expresses emotions and the quest to develop constructive relationships. Also, their response to others tends to express empathy and concern towards others. According to Shubhra (2006), women are not active towards raising complaints or asking questions; however, when they do, it is always towards seeking clarification and emotional support. However, this is a different case with men. Since most of them identify themselves with masculinity in the society, their communication tends to express achievement, which is mostly seeking praises (Borenbaun et al. 2011). Also, men perceive being in control of everything around them the main source support and security; they ask questions to compromise and seek higher places in the discussion. We have encountered such as case with Jake, one the members of our group, when he was reporting the results of a task that was delegated to members in groups of two. His claim that if it was not him then there would not have been any result to present since it was him who carried out the task after his partner was, reportedly, sick. For a moment, there was chaos as some were criticising for being self-centred and inconsiderate of the situation. On the other hand, others were supporting his claim, arguing that he deserved recognition for the work he did. This is an instance of difference in how individuals perceive recognition and position in the society, which is a cause factor to challenges facing interpersonal communication. But is this due to his personality or the fact he is male-unclear Therefore, this difference in perception and mentalities between men and women tend to cause unstable relationships within an organisation or group. Men are most likely to ask questions and challenge opinions just to prove their activeness in the group while women are most likely to participate in discussion just not to be left out; seek emotional support besides their pursuit for clarity of concepts. This was experienced in the group discussions where some male students would simply urgue against a point because a lady has proposed it. Therefore, such differences result in hindrance against effective and efficient interpersonal communication within an organisation. I have encountered the situation with the members of our group. Females tend to do the listening more than the talking, except those in the leadership positions. Males, on the other hand, actively participate in both listening and talking. We have encountered incidences of disagreements between the members following approval of certain decisions by few Australian female students who happen to contribute. The others who never participated during meetings would only object at the effect of the decisions, and such objection cause communication barriers. However, such incidences are ceasing to exist with the help of the professor who would always guide us in times of disagreements. Also, Miles; though a student as ourselves; seem to be familiar with the issues we face and he has always tried in his best to facilitate understanding between us.not sure what behaivours re communication as discussed his behaviours relate to-unclear Suggestion Considering the factors that are discussed above, it is imperative that members of a group adopt measures that can eliminate the effects of the fore-mentioned differences and promote equality and openness. Even though the leadership and management structure of our group considers the equality, the set rules to control the activities of the group are still promoting the impacts of such differences within the group. The rules provide the officials with the power and abilities to conclude on discussions based on what they agree upon as leaders rather than what the majority of the group deem necessary. I think these are based on cultural differences that have already been discussed above and the perceptions existing beside them. Therefore, awareness should be promoted that cultural difference and society perceptions on roles of gender should not hinder equality and relationship between members of an organisation, especially on selection of group leaders. Personally, I have learned to identify myself with and understand intercultural communications within a group or an organisation. I believe that rigidity and the inability to change in such environments causes conflicts and differences between members. These conflicts hinder interpersonal communication and, hence, the ability of the organisation to achieve its intents (Brockner et al. 2001). Individuals should be aware that listening to others provides perspectives and contexts of ideas that might not have been present in their thoughts. Also, free expression of thoughts to colleague members is another way of contributing to the construction of a solution to address challenges in concern. Therefore, people should activity participate, while also giving others their chances of expression, activity towards recognising the purpose of the organisation and achieving the objectives and goals in place (Gudykunst & Nishida 2001). This participation should not consider the difference in culture or perceptions that people might have from their backgrounds. One specific example is while addressing group members. Some members feel that they are being disrespected if it is a female correcting a male due to cultural concept of male dominance. Interpersonal communication is the strength of an organisation towards meeting its goals. Therefore, the management and members should ensure communication between them is promoted. Conclusion The current society and its development rely entirely on the ability to converge various skills and ideas from different parties and convert them into strategic and technical solutions. To enable the convergence, the society characterises different types of organisations and groups. However, these groups involve members from different cultures amongst other differences. Cultural difference is one of the factors that majorly influence the success of an organisation. Since the ability of the group to formulate solutions for their issues of concern depend entirely on the interpersonal communication that exists between members, it is imperative that the organisation understands the effect of cultural difference and other factors on its visions and missions. Therefore, the policies of the company should promote awareness of such difference and the mechanisms of anticipating and intervening to their impacts. For the members, it is significant to understand change and its benefits; accept changes and contribute positively towards its intentions.you need to connect back a bit more to what happened in your group and how you could improve it Reference List Berenbaum, SA, Blakemore, JEO & Beltz, AM 2011, ‘A role for biology in gender-related behaviour’, Sex Roles, Vol. 64, No. 11-12, pp. 804-825 Brockner, J, Ackerman, G, Greenberg, J, Gelfand, MJ, Francesco, AM, Chen, ZX, Leung, K, Bierbrauer, G, Gomez, C, Kirkman, BL & Shapiro, D 2001, ‘Culture and Procedural Justice: The influence of power distance on reactions to voice’, Journal of Experimental Social Psychology, Vol. 37, pp. 300-315. Gudykunst, WG & Nishida, T 2001, ‘Anxiety, uncertainty, and perceived effectiveness of communication across relationships and cultures’, International Journal of Intercultural Relations, Vol. 25, No. 1, pp. 55-71. 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