Organizational Communication Worksheet - Weebly



Organizational Communication WorksheetJovan PetkovicOrganizational Communication for Adult Education and TrainingCOM520Dallas TaylorApril 24, 2014Organizational Communication WorksheetWhy is effective communication important within an organization?Effective communication is important in any organization setting to assure that information is passed between all staff, both, horizontally and vertically within the organization itself. Lack of proper or effective communication can hinder the operational mission and goal of the organization. Side effects of improper or ineffective communication within the organization can impact the morale of the employees and management staff. Low morale within an organization impacts professionalism, conduct and behavior, and productivity. Additional side effects of the lack of proper and effective communication in an organization create safety hazards, liability, and risks of loss of business due to missing information or misinformation. As Thill and Bovee stated in their book, communication is important as it creates “● Closer ties with important communities in the marketplace● Opportunities to influence conversations, perceptions, and trends● Increased productivity and faster problem solving● Better financial results and higher return for investors● Earlier warning of potential problems, from rising business costs to critical safety issues● Stronger decision making based on timely, reliable information● Clearer and more persuasive marketing messages● Greater employee engagement with their work, leading to higher employee satisfactionand lower employee turnover” (Thill & Bovee, 2013, p. 4)Communication is important in any organization though the effectiveness of communication depends on the means, manner, and content of the communication. Communication can be written, verbal, audio or visual. As Thill and Bovee stated, “To make your communication efforts as effective as possible, focus on making them practical, factual, concise, clear, and persuasive”. (Thill & Bovee, 2013, p. 4)What are some characteristics of effective business communication?Thill and Bovee discussed in their book the five characteristics of effective business communication. The first, “provide practical information” deals with supplying the audience with information that they need. The information must be informative and understandable to the recipient of the information. (Thill & Bovee, 2013, p. 4)The second characteristic deals with facts. As Thill and Bovee stated, “give facts rather than vague impressions”. Information disseminated must be presented in detail with specific information, in a clear manner, contain accurate information, be convincing, and ethical. (Thill & Bovee, 2013, p. 4)The information presented should be unbiased. If opinion is included, persuasive substantiation should be included to support the opinion.The third characteristic as Thill and Bovee stated is to “present information in a concise, efficient manner”. This aids in showing respect to the recipient that their time is valued, and increases the chance of a “positive response”. (Thill & Bovee, 2013, p. 4) Material presented that has too much information can overload the recipient in receiving the message; create confusion, and loose interest.The fourth characteristic as Thill and Bovee identified is to “clarify expectations and responsibilities”. (Thill & Bovee, 2013, p. 4) Any information or message disseminated must be specific and detailed. Expectations should be clearly stated within the message. The last characteristic listed in Thill and Bovee’s book states to “offer compelling, persuasive arguments and recommendations”. (Thill & Bovee, 2013, p. 4)The message or information presented to the reader needs to show in a precise manner how a reader will benefit from the information and how you want the reader to respond.Describe what is meant by using an audience-centered approach in organizational communications. Why is this important?Audience-centered approach as Thill and Bovee state is “understanding and respecting the members of your audience and making every effort to get your message across in a way that is meaningful to them”. Essentially, this translates to that the presenter should be addressing the audience on the same level as the members of the audience are in order to reach them, and convey the information in an understanding way. (Thill & Bovee, 2013, p. 9)Etiquette is a vital element of audience-centered approach. As Thill and Bovee stated, “etiquette might seem a quaint and outdated notion. However, the way you conduct yourself and interact with others can have a profound influence on your company’s success and your career”. (Thill & Bovee, 2013, p. 10)First impressions are lasting impressions. A person conducting themselves in a professional manner, both, verbally and physically, opens dialogue and sets expectations.What is the communication process model, and what impact does social media have on this model?There are two communication process models listed as per Thill and Bovee, the basic communication model and the social communication model. The basic communication model is made up of eight steps. A person comes up with an idea, transfers the idea or thought into a message, creates a means of transmitting the created message, whether it be oral, written, or electronic form, the message gets relayed to the audience, the audience receives the message and interprets the contents, then the audience responds to the message, and provides feedback to the creator of the message. (Thill & Bovee, 2013, p. 11)There are many barriers that can hinder the receiving of the message and interpretation. Things like noise and distractions, competing messages, filters, and channel breakdowns all can hinder the relay of a message. (Thill & Bovee, 2013, p. 12)Social media as Thill and Bovee stated “is interactive and conversational”. (Thill & Bovee, 2013, p. 14) Social media enables a greater audience to be reached with information. The audience can actively be involved in the communication process by interacting directly with the medium, collaborating, editing, sharing, and contribute. (Thill & Bovee, 2013, p. 14)Discuss the importance of business etiquette in the workplace. Provide an example of how business etiquette directly affects the effectiveness of a workplace communication.Business etiquette sets the professional tone and atmosphere in the workplace. Lack of professionalism in the workplace causes deterioration of workplace morale, creates substandard work performance, and undermines the effectiveness of policies and procedures.What is the difference between an ethical dilemma and an ethical lapse? Why are these distinctions important?As Thill and Bovee stated, “An ethical dilemma involves choosing among alternatives that aren’t clear cut.” The alternatives can be stuck in a gray area that either may be right or wrong, but either way still is ethical and valid. (Thill & Bovee, 2013, p. 22)An ethical lapse on the other side is a choice made knowing that it is unethical. (Thill & Bovee, 2013, p. 23)Ethical behavior is very important in any organizational setting and business. Integrity and honesty are part of being ethical. It conveys to others that you can be trusted and opens greater networkability in the business environment. Unethical behavior, once discovered, destroys a reputation of a person and business or organization that they represent.List two guidelines of using communication technology effectively. Provide an example of when your communication in the workplace was directly affected by technology.Technology is simply a tool. It aids in interpersonal communication. (Thill & Bovee, 2013, p. 16)Overuse or misuse can lead to information overload as Thill and Bovee stated. (Thill & Bovee, 2013, p. 17)In the workplace, all information is documented on various forms and transmitted via email. Specific information must be encrypted due to organizational policies to protect personal identifying information. A server failure erased several reports that had to be recreated.Why is it important to consider diverse backgrounds when considering effective communications in an organization? Provide an example of how a lack of consideration for diversity might produce an unintended result.It is important to know and consider diverse backgrounds. Persons coming from various countries have different ethical and cultural backgrounds. These can impact how other persons communicate and receive information. Research should be performed when dealing with diverse backgrounds and a basic understanding should be gathered of the audience to be communicated with to understand their thought process. Lack of consideration can create the wrong message to be conveyed and destroy business or interpersonal communication.With technology available to you in the workplace, how important is it to maintain in-person interactions with colleagues and clients? What effects might the use of technology-based communication have on an organization?In-person interactions are necessary to ensure the delivery of pertinent information and the availability to read the readers physical response to the message conveyed. It creates a stronger sense and urgency in messages relayed. The effects vary on multiple factors in any given organization. Policy, rules and regulations can enforce and guide employees to refrain from unproductive behavior that could result in loss of profits, failure of mission statement being met, and lawsuits. ReferencesThill, J. V., & Bovee, C. L. (2013). Excellence in Business Communication (10th ed.). [Adobe Reader]. : 978-0-13-271904-9 ................
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