Processes functions and components of effective communication

1: Describe the basic processes, functions, and components of effective communication, including nonverbal behaviours.

The effective communication process in any organization consists of a verbal and nonverbal message which has to be sent and received and to take the effective feedback to ensure that the message which is given has clear and understood. The stages and elements of the effective communication process are shown below:

Attention——————–ƒ  Attitude———————ƒ  Feedback

Source- from where the message has come

Message- any ideas or any thoughts, any kind of information to be communicated

Encode-formulate the words to transmit message

Channel-Mode of using the transmit message either it should be in verbal or non verbal format like email or phone

Decode- receiver got the message or understood the message

Receive -receiver go through the message and give the reaction

Feedback – receiver should responds to sender should showing understanding

Effective Communication shows 4 major functions within a group of the organization:

Control————-ƒ  Motivation————-ƒ  Emotional expression————ƒ  Information

1-Control – Effective communication acts as a controller to control employee’s behaviour in several ways. Every organization has authority and formal guidelines that every employee’s have to follow.

2-Motivation – motivation by clarifying to employees what is to be done, how they are doing, and what they have to do for improving the performance.

3-Emotional expression – Effective communication gives a release for the emotional expression of feelings and fulfilment of social needs.

4-Information – Information will provides that individuals and groups need to take decisions by transmitting the data to identify and evaluate alternative choices.

Effective communicating involves verbal, non-verbal components. The verbal component has gives the message of our choice and arrangement of the words. Golen(1989) the nonverbal component has given message through the expression and through body language. There are few basic components for effective communication:

Application

Presentation

Session

Transport

Network

Data

Physical

2: Describe potential barriers to effective communication and how they may be avoided. 

Effective Communication is the process of transferring meaningful information from one entity to another. More specifically, it refers to the practice of systematically applying the processes, strategies, and principles of communication to bring about positive social change. Murphy (1991), but any organization there is some fault which creates some communication gap between the information sender and the information receiver. Here are some barriers these are as fallow:

Language Barrier; – Different languages, vocabulary, accent, dialect are the reason for barrier in communication at National/Regional level. In any organization there is semantic gap character, Further Semantic gap characterizes the difference between for instance languages or symbols or two descriptions of an object by different linguistic representations. Even the two employees are from different background then this language barrier will increase in the employee.

Cultural Barriers: – Culture barrier is very challenging in any organization because when two person are from different background they hesitate to communicate with each other this will create the communication gap within the organization. The way of thinking, working, and the nature of behaviour from different culture people is completely different, so in this case if they are not able to give the information in the right direction then it leads the misunderstanding, conflicts, and arguments.

Individual Barrier: – As every individual have different mental perception even if they have experienced the same event, thus the result may not be react as a barrier.

Organizational Barrier: – t indicate the bad organizational culture like: rules and regulation, climate, working style, complexity, less opportunities, reduction, less facilities, stringent rules whereas; the nature of the organization in internal and external environment like large working areas physically separated from others, poor lightening, staff shortage, outdated equipments and background noise are Organizational Barrier.

Interpersonal Barrier: if any employee has lack of Knowledge of verbal and non-verbal clues like his facial expression is not right, body language is not impressive, postures, eye contact is not maintained; different experiences; shortage of time for employees; no consideration for employee needs for their growth; employee want to capture authority; if he/ she has fear to losing power of control; bypassing and informational overloading to the employees, lack of motivation in the staff, lack of co-operation between employees, trust and fear of penalty between employee and the employer.

Attitudinal Barrier: – employees have the limitation in physical and mental ability, intelligence, understanding, pre-conceived notions, and distrusted source divides the attention and create a mechanical barrier which affects the attitude and opinion.

Channel Barrier: – if sender want to give some information and the length of the information is too long and the mode of communication which sender is selected is not correct then the communication can be break which can create the conflict between the sender and the receiver.

Effective communication barrier may be avoided:

Don’t be much expressive at the workplace.

Try to less use of never, always and forever

Try to be good listener, avoid argument

Understand the information first and then give it to others

Try to use those words which anyone can be easily understands

For an effective communication maintain eye contact with your clients, staff, manager etc.

Try to give full detail if information is complicated

Verbal communication has to be cleared

If you are not clear with the information don’t hesitate to ask the clarifications

3: Analyze the effect of different verbal and nonverbal forms of communication used in security organizations.

Verbal and nonverbal communication is able to correct or make it right when in any security organization something is not going to be in right direction or anything which is being done in ineffective manner. This can be happen in a security organization where an employee is performing an action correctly and incorrectly and the employer corrects the performance to do in the right format. Effective communication has also grate impact in the public relation when any controversy or the problem will arises within the security organization.

Team leader or a manger has to interact with the other employees in the security organization to do the functions effectively. Non verbal is the source was a manager can provides the message to do the work correctly but the source should be clear. Herta A(1991) some personal needs of the employee such as approval of the employee, growth, promotion in the security organization, achievement, rewards and recognition would be goes in the effective teams. These all things will depend on the team leader and the manger that how they will provide the verbal and non verbal message to their team members in the security organization. In any security organization if employees show the true awareness to non verbal communication then the chance of growth of the security organization will increase.

4: Describe the limitations and exceptions to nonverbal communications.

Employee has to take care of the few things because non verbal communication also have some limitation in the security organizations. Strugatch(2000) it can be differ from place to place and employee to employee. This will depend on the culture of the organization were employee has work. Here are few limitations are as fallow:

Try to be normal and try to be reacting in a normal way within the organization.

Never discuss your family and personal matter with in your work place. Maintain a gap and limitation between your other staff member in office.

Try to wear a simple dress.

When you are in tension or even you have heavy workload try being behave normal. Always remember that your boss will watch you and your reaction will effect on the growth of your future.

Don’t be so emotional in the office or any common place

Try of carry yourself in professional manner.

There are few things which cost nothing yet that people cannot afford.

5: Discuss how to improve communication in the security workplace.

Schedule regular employee reviews. Herbert W. Hildebrandt(1991) in this managers and the employees can be sit together and discuss about the current issues of the organization which effect the work of the worker and the workplace, conflict, disturbance etc…

Listen and observe. If any employee is from different place or if he/she has some communication problem is it at security work place or even with regards to employee personal relationships, they must always remember that it need to watch and listen the person who are good in communication.

When employee listen to the person opposite, remember employee need to take time to think before they pass any judgment on what is being said. Always remember to take a few moments before employee respond something.

Managers have to take regular scheduled meetings that will motivate the employees and also have to give the encouragement on the various aspects and this will improve the communication at the workplace.

Golen(1986) develop techniques for delivering an effective communication and report in a meeting

Build and motivate a work team

Learn the ABC’s of written communication

Handle difficult questions and difficult questioners

Master the apology and the recovery