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Front Line Management

Module: Presentation and communication skills

1st Continuous Assessment

Effective communications system and listening process

1. Part A
At the beginning of my assessment I would like to highlight that communication is one of the most important elements of successful and effective business today. In my assessment I will outline the benefits of using different types of communication systems mostly based on my workplace.Communication is the process of sending and receiving information as by speech, visuals, signals, writing, or behavior. Communication is completed only when receiver understands our message and responds to it in the way we want.

The communication process requires a sender, a message and a recipient. Senders and receivers connect through a six step process shown in the figure below. However, we have to be aware that in real life/work place the communication process is more complicated, as we have to sometimes do two things at the same time or different type of noises interfere while we communicate with others. In early model of communication Shannon and Weaver said that "noise" is whatever interfered with or distorted communication process at any point.

In Communication for business author used another model of communication process based on Shannon and Weaver theory. I add the model on next page to show that there are different models of the process but they work the same way.

In every part of our business, communication provides the important link between people and organization. We can exchange information and ideas with people inside our organisation- internal communication, and we exchange information with others outside - external communication. Table below presents how this information travel over both formal and informal channels.

Effective business communication share 5 key attributes:
1. Provides practical information,
2. Gives facts rather than impression,
3. Clarifies and condenses information,
4. States precise responsibilities,
5. Persuades other and offers recommendation.

So all this simply means that communication should:
answer basic questions like who, what, when, where;
be relevant and not overly wordy;
focus on the receiver and his or her interests;
use specific facts and figures and active verbs;
use a conversational tone for readability;
include examples and visual aids when needed;
be tactful and good natured;
be accurate and nondiscriminatory.

Next important part of my assignment are different communication systems. There are a lot of communication systems that can now be used in fostering better workplace communication. These include for example: emails, text messaging, meeting, newsletter etc. In this section I would like to describe mainly communication systems mostly based on my workplace.

In table below I would like to list communication systems and types that we use in my workplace .

Finally after I described main information about elements of effective communication systems and forms I can summaries the benefits of effective communication. An effective communication system allows us to create and reinforce a positive culture in the workplace and to get across the goals that need to be achieved.

Strong communication in any business help us to improve relationships, built high performance teams, resolve conflicts, manage our work flow, help to motivate people and lot more. In book Business communication today, we can find information about benefits of effective communication. Figure below shows the benefits of communication which have been selected by book authors.

Establishing an effective communication system is one of the most important keys to successful business. Moreover communication plays a key role in effort to improve efficiency, quality, innovation and responsiveness. Effective communication has to...
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