Communication Styles and the Business Communication Process
MGT/527 Organizational Communication
November 16, 2014
Content and Method of Communication
Communication is the sending of a message from a source to a receiver. However communicating is not simple, it takes a lot of practice and effort (Stuart, Sarow, Stuart 2007). I had a face-to-face interpersonal conversation with a co-worker regarding one of our applications that we administer called Planview. I scheduled a face-to-face meeting with my co-worker. My job duty was to train him on the application so that he could assist me with setting up users. I was the sender of the message (encoder), and my co-worker was the receiver of the message (decoder). As the sender of the message my responsibility is to make sure that I express myself clearly without overwhelming the receiver (co-worker) with a lot of information at one time during the training session. I used computer visuals to show my co-worker what steps he needed to take when adding a user to Planview. It’s very important to use visual aids such as PowerPoint presentations or Screen-Prints, when explaining or communicating step-by-step configuration instructions. However, instead I explained the step-by-step instructions by physically going into the application on my laptop and showing my co-worker how to add the user. Furthermore, face-to-face communication is very effective during a training session. It provides more detail for the encoder and enables the sender to clarify issues or concerns (Business Case Studies). Other benefits of face-to-face communication (Richman, 2012): Enables the receiver to understand the reactions to the information being presented. Provides additional communication cues or signals that provide insights that are critical in gaining an understanding of others’ perspectives Helps develop workplace relationships and team cohesiveness. Provides opportunities to observe the receivers reactions.
It’s also important to allow the receiver (decoder) to ask questions or provide feedback to the sender, to make sure that the sender communicated the message clearly and effectively. During the training session I was able to read the body language of my co-worker to determine if they were comfortable and understood the information and instructions. Sometimes it’s hard for people to understand what is being taught especially doing a training session. Therefore, if my co-worker facial expression showed confusion or if they couldn’t make a connection with the instructions, I simply stopped and asked if they had any questions or understood the instructions. Style of Communication
Allowing the receiver of the message to provide feedback is very important in the communicating process. Face-to-face communication styles enable the sender and receiver to address concerns or misunderstandings. I chose this style of communication because it’s a very effective approach to use especially in a training environment. It’s important for the sender of the message to also build a relationship with the receiver. Building relationships within the workplace helps to build trust and promotes effective team work. Furthermore, if a different communication style was used such as oral communication, my co-worker wouldn’t have received the face-to-face visual training that they needed to effectively add a user to our Planview system. I would have been able to communicate the instructions and emailed the visual aids or PowerPoint presentation to my co-worker however, I believe that face-to-face communication is more effective. It enables the receiver of the information to visually see the functions of the configuration and ask more questions that they probably wouldn’t have asked if it was communicated orally. Furthermore, another style of communication is written. Written communication would not have been as effective as face-to-face communication. My...
References: Stuart, B.E., Sarow, M.S., Stuart, L. (2007). Integrated Business Communication in a Global
Marketplace: The Building Blocks of Communciation. Retrieved from:
Richman, B. (August 17, 2012). Face-to-Face communication can help you accomplish business objectives.
Getting the message across- the importance of good communication.
Retrieved from: http://businesscasestudies.co.uk/hmrc/getting-the-message-across-the-
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