Answer

Communication Strategies

Date: May 26, 2020.

To: All Employees

From: Supervisor

Subject: Communication Strategies

            The significance of communication within the work environment cannot be underestimated. It fundamentally makes a difference between the productivity or lack thereof of an organization. It is, therefore, imperative that individuals take-on the initiative of learning to not only communicate appropriately on a one-to-one level but also in the group level as part of a team. In this regard, important communication strategies are outlined below.

Elements of Communication Dynamics

            Communication is a sophisticated process that is comprised of various processes. An important element of communication dynamics is the communicator (Bucăţa & Rizescu, 2017). This word is used to make reference to both the sender and the receiver. The sender as the initiator of the process of communication is often the one who lays out the respective theme of the communication process. He or she also makes a determination with regard to the channels through which the information will be communicated. The sender is, therefore, charged with the responsibility of ensuring that the information being relayed is presented in a non-ambiguous manner. The receiver, on the other hand, obtains the information that has been channeled by the sender. Depending on the scenario within which the information has been sent to him or her, the receiver can either simply obtain the communication and act on it, or share his own ideas so as to similarly become a source of information. It is imperative that the receiver understands the scenario or the work tradition in relation to the information that has been communicated so as to similarly be aware of the response required of him.

            Another important element of communication dynamics is context. As alluded to above, when a receiver understands the context in which particular words were spoken, this understanding will guide their response. Context can be described as the identified communication situation within which the communication event is taking place (Bucăţa & Rizescu, 2017). It is imperative that both communicators understand the context within which particular words were spoken. This will avert the challenges that are attached to miscommunication and misunderstandings.

            Feedback is another integral part of the communication process. It allows the initiator of the communication process to have an understanding of the extent to which the presentation of the information has been effective. In certain instances, after being in receipt of the feedback, the initiator or sender may need to respond to any new information that has been presented so as to ensure that the communication process is effective.

Methods of Overcoming Language Barriers and Situational Barriers when Communicating in the Work Environment

            In the process of communication, various communication barriers are likely to arise. Some of these barriers include; language barriers and situational barriers. Strategies need to be developed in order to overcome these barriers. A significant strategy that can be used to avert the challenge of language barrier is by ensuring that when there is an ongoing communication between individuals who speak different languages, an in-house interpreter is present. Designated employees who are well-versed with the English language, as well as, other languages should be made available in instances when interpretation is needed.

            Visual methods of communication can also be used. This mode of communication should complement verbal communication. Similarly, in instances where there is language barrier, plain language should also be used. A sender should avoid using complex vocabularies that may not be understood by other employees.

            A significant situation barrier that often arises in the process of communication is noise. This barrier can first of all be eliminated by identifying its source (Pickering, 2001). Once the source has been identified, steps should be taken to ensure that the barrier has been eliminated. In instances where the barrier cannot be eliminated, windows and doors can be closed so as to minimize the noise.

            Similarly, if the process of communication is taking place through technological equipment, a situational barrier can exist when the speakers’ voices are too low or when there are network challenges. This challenge can be alleviated by making prior arrangements and conducting testing before the impending communication process. This will ensure that such challenges are identified early enough and they are duly rectified.

How to Communicate when Interacting with People who May have Diverse Customs and Values

            Within a typical work environment, individuals will always be required to communicate and interact with people who have diverse customs and values. It is, therefore, important to acquire strategies that will foster effective communication in this regard. One of the ways of communicating when interacting with such individuals is by first of all being watchful of the non-verbal communication being portrayed to the receiver. The facial expression, posture, and gestures should show that the communicator is not hostile towards the recipient of the communication process (Pickering, 2001). This is recognition of the fact that the main media through which individuals communicate during a face-to-face interaction is body language. It has in fact been argued that body language covers 60% of the communication process in this regard.

            It is also important that the communicator controls his or her tone. The communicator should ensure that the speed of his speech is regulated, and he or she pauses and used intonations appropriately (Pickering, 2001). It is important to note in this regard that tone covers 30% of the process of communication.

Conclusion

Effective communication is important in the workplace because it practically makes the difference between success and failure within an organization. Three significant elements of communication dynamics include; the communicators (sender/receiver), the feedback and the context. Language and situational barriers can be overcome by hiring the services of interpreters, using visual aids, eliminating noise, and eliminating technological challenges. When interacting with people who have diverse values and customs, communicators should be keen to regulate their body language and tones.