Effective Communication in Modern-Day Society - Literature review Example

Effective Communication Name: Course: Instructor’s Name: Date: Effective communication Introduction In modern day society, communication is one of the things we practice almost every time. Communication can be to our families, co-workers, and strangers. The art of communicating with these entities and understanding each other is referred to, as effective communication. Effective communication is a vital skill in the growth and development of an individual or an organisation. A decent expertise enables us to better understand and communicate with people within our environment. In an organisation, a proper communication structure ensures it is effectively and efficiency. Good communication bridges gaps thus it is essential to understand the factors that fuel effective communication as a single entity or firm. Also, adequate awareness on communication skills facilitates an individuals or companies ability to communicate effectively. Thus, it is necessary to be equipped with the relevant communication skills that enable a precise and elaborate exchange of ideas and thoughts with others. It takes patience and effort to learn these principle and valuable skills (Schmitz, 2016). Besides, good communication skills have a positive effect on both personal and workplace relationships. Background There is more to effective communication than just giving and receiving ideas, opinions, or thoughts. Effective communication involves the understanding of verbal and non-verbal information thus facilitating the exchange of thoughts, data, or ideas. Thus, for an active communication instance to occur, one has to send accurate information through verbal or non-verbal means and receive feedback without distortion of the message. The communication process is as outlined below; Essentially, the two- way channel relies on the active participation of each entity. The active involvement of the parties in a communication channel ensures that the right information is shared and well understood. In turn, this minimises conflicts that arise due to misunderstanding and helps in establishing a rapport. In addition to building trust and respect, effective communication is a tool that guarantees harmonious co-existence in the society and resolves real differences. Besides, in the workplace, effective communication saves resources thus maximising effectively. Mostly, the environment in the workplace makes communication a major player in the development and success of an organisation. In the workplace, effective communication improves the productivity of the workers. It also facilitates employee’s job satisfaction, as there is a flow of information between the employer and the employee. This flow of information also maximises innovation and creativity within the firm as it enables the employee to share his/her thoughts, ideas, and opinions on emerging issues, technologies, or products within the organisation. Effective communication has four major principles, presentation, channel, completeness, and medium of passage. Also, communication highly relies on how good the communicator and listener are based on their commitment to the conversation. A good communicator should be able to pass the information to the audience with all communication tools he/she deems necessary. These communication devices play the role of enabling the listener to understand the message. The art of actually implementing and understanding both verbal and non-verbal tools enables on to be a communication expert. However, more communicators should be able to comprehend and consider the feeling of the other party thus minimising difficulties in understanding. Schmitz (2016) elaborates that being objective is a means of enhancing communication. This emphasises on the presentation of the message and feedback. The message and the feedback are the focal points of each conversation. Thus, taking an objective description will ensure the message is eventually passed, and the feedback is received. As opposed to judgmental description, objectivity provides straightforwardness and articulation of speech thus providing a proper understanding of the message. Hence, as Root (2016) suggests that effective presentation of information constitutes of being objective and condensing a message to essential facts and implementing the tools necessary for the receiver to understand fully. Thus, the formatting and presentation of a message and its feedback determine it is clarity to the other party thus promoting communication. The presentation is enhanced by considering the basics of verbal communication. These basics include the tone, language, and pitch of voice used. While having a formal conversation with a co-worker in a meeting the tone would be different from having a conversation with a teenager daughter. These differences highlight the importance of proper presentation in any communication structure. The choice of words in a conversation also determines it’s effectively (Root, 2016). Thus, while conversing with children, it is vital to keep it straightforward and slow thus enabling proper understanding. However, making it simple and time-consuming with adults may seem undermining and patronising thus each communication should have its basics right. Body language plays a vital role in presenting the message. A perfect body posture and continuous eye contact show the commitment of an individual to the conversation. Once one has attained the attention of the other in a conversation, body movements and facial expressions ensure concentration and focus in the discussion. Hence, the best way to enhance communication is by improving the presentation of the message. In turn, this provides active participation, objective conveying of the message and accurate feedback. The communication structure established in an environment is upheld by its ability to deliver messages and feedback. The communication structure is the glue that holds together various organs in a family, the society, an economy, and an organisation. In an organisation chart, the communication system is rendered effective if it is able timely and accurately relay information. Since the communication structure is a vital organ in a firm, its success assures productivity of the enterprise. However, if the structure is not reliable, the flow of communication among the sectors of the organisations is stagnated thus limiting productivity. Also, this applies to the family where communication between parents and their children is essential to the development of the child. Thus, investing in building a proper channel that is trusted and respected by all parties will encourage communication. Confidence and respect tag along with clarity, honesty, and reliability to the system ensures it is effectively in conveying information. The effectively of a message is limited to its completeness. The best way to encourage the other party to participate in the conversation is by transmitting the full message. The relevance and effectiveness of feedback are also tied to the completeness of the message. Communication is a two-way street that relies on the message, the sender, and the receiver. Speed and sequence of speech between communicators may either merit or demerit communication. However, the rate and course should be reliable enough to that accurate and full data is relayed. This narrows down to being a good listener. Being a good listener enables the other party to formulate and present his/her thoughts, ideas, or feelings in an organised manner. This also ensures that the message adequately conveyed and feedback is well thought. Besides, forehand preparation for the discussion enables one to have the correct information on the matter. Consequently, this will allow one to present all the data needed to achieve a resolution. Therefore, encouraging completeness in communication will assure effective communication. Over the years, technology has ensured the increase of communication mediums. These mediums if used they play the role of ferrying information in a reliable manner. However, different types of mediums are considered appropriate for various instances. Choosing the right medium relies on various considerations such as the length of the message, expected feedback, the formality of the message and the relationship with the receiver. For instance, a short and quick formal message to staff members requires a memo. An official private message to a co-worker needs an email, however; lengthy personal discussions may require a phone call or a meeting. Essentially, effective communication is done through the right medium (Root, 2016). The wrong medium hinders the efficiently and clarity of the message thus undermining communication. Thus, creating awareness on the mediums to use to pass information will ensure effective communication in every sector within a family, firm, and an economy. Communication skills are vital in the personal and professional development of an individual. As statics pinpoint, 85% of life successes are based on an individual’s communication skills (Jonathan, 2016). Hence, our probability of success relies on our communication skills. Consequently, excellent communication skills bridge the gap filled with misunderstanding thus building up solutions to our career and life problems. The communication cycle has various players; however, each player has to play the role of being a listener at one point of the conversation. The art of becoming a good listener determines the skill level of an individual in a relationship. Robison, Segal, and Smith (2016) ascertain that listening entails more than just listening to the words but also comprehending the emotions the speaker is trying to communicate. Being an engaged listener is more credible than simply hearing the other party (Robison, et.al, 2016). It bases on concentrating on the speaker, showing interest on the topic at hand, and providing non-judgmental feedback. This type of listening ensures that the speaker is aware that he/she is being understood thus building a connection. The objective of communication is to ensure the full passing of information between two or more parties; therefore, engaged listening is a skill that will ensure one fulfils the goal of communication. Non-verbal clues play an essential role in communication. Mastering the skill of understanding and relevantly using this non-verbal signals to communicate makes an excellent communicator. These non-verbal signals include facial expressions, body language, gestures, eye contacts, and postures. As the familiar adage goes, action speaks louder than words, our actions when some are talking tells more about our reaction more than words (Robison, et al. 2016). While communicating, many people tend to emphasise their verbal message using non-verbal signals. However, these signals differ with culture, age, religion, and emotional state. Besides, while using non-verbal signals be sure to match up the actions with our words thus eliminating the option of misunderstanding. Excellent communication often relies on self-confidence. Thus, self-assertion ensures clarity, self-esteem, and good decision making during communication. This encompasses on expressing yourself in an eloquent manner while sharing your honest thoughts and opinions and showing respect to the ideas and thoughts of others. This art relies on having value for your thoughts and ideas, understanding your need and objective in the conversation, knowing your limits, and receiving feedback in a positive manner. Personal confidence elevates one’s ability to communicate effectively within any spectrum. Thus, the skill ensures proper understanding of the boundaries in a communication channel. Communication instances vary greatly. In more demanding situations, one requires the skill of control, especially of emotions and words. This power requires full awareness of your emotions in each communication situation. This enables one to keep track of non-verbal signals you are using, collect your thoughts, give the right feedback, and convey a message adequately. Emotional awareness allows one to take charge of the situation and try to control yourself or the other party. This reduces the instances of miscommunication thus facilitating proper communication. Conclusion In the personal and professional life, excellent communication skills guarantee success. Taking time to enhance these skills will enable growth in both fields. Even though it takes time, patience, and practice to achieve these results, they have a lifetime relevancy. As an individual, one should be able to communicate in a manner that encourages the other party to be active in the conversation. In an organisational structure, the superiors should create a rapport that fosters effective communication within the sectors of the firm. In the family, each player should be able to communicate freely with each other. This only happens when all players in a spectrum listen and respect the ideas, thoughts, and opinions of others. References Jonathan, E. 2016, Advanced life skills, communication skills, Retrieved on 27/03/2017 http://advancedlifeskills.com/blog/14-very-effective-communication-skills/ Roberts, S., 2017, Interpersonal Communication skills. Retrieved on 27/03/2017 https://www.skillsyouneed.com/ips/what-is-communication.html Robinson, L., Segal, J. & Smith, M., 2016, Effective Communication, Retrieved on 27/03/2017 https://www.helpguide.org/articles/relationships/effective-communication.htm#managing Root, G., 2015, Factors that Promote Effective Communication. Retrieved on 27/03/2017 http://smallbusiness.chron.com/factors-effective-communication-3183.html Schmitz, T., 2016, Emotional intelligence, Retrieved on 27/03/2017 https://www.conovercompany.com/the-6-key-factors-to-successful-communication Read More