Organizational Communication: Process Essay

Introduction: Communicate with others is necessary and essential for everyone. Students  need to communicate with their classmates or their teachers and employees need to communicate with their boss and clients. Communication is everywhere in people’s daily life. However, there are many factors can affect how the communication goes. Communication formed from transfer information from one person to another.(Orlova, 2010) In this passage, the writer will give two real-life example of both successful and failure organizational communication cases then illustrate the reason why non-verbal communication , face to face communication and self-awareness contribute to the efficient communication and how these factors works. Last but not the least; the writer will explain how different organizational cultural values, lack of active listening and Computer-Mediated Communication boost the failure communication case. Successful Communication Example: This example is about a discussion group which formed with three people in my schoolwork, one Chinese, one Japanese and one Vietnamese. We were going to discuss a question about what cause to climate change. Since I do not know much things about the climate change. When Japanese was talking, I concentrated on what she said and have eye contact with her. If I looked like confusing, she would clarify what she just talked about and never mind to speak again. Both of Vietnamese girl and me had nodding our heads when we agree with her point of views. Sometimes we used some gestures and facial expression when we were discussing. What’s more, we had group meetings in school every day that we can finish our work together. At last, our tutor said we all done a great job. Factors that promote the organizational communication: â€Å"Non-verbal communication is usually understood as the process of communication through sending and receiving wordless messages, language is not only source of communication, and there are other means also. Nonverbal communication can be communicated through gesture and touch, by body language or posture, by facial expressions and eye contact. â€Å"(Orlova, 2010).One of the reason of why Non-verbal communication promotes organizational communication is because it is trustworthy. As described in the example, when we were discussing, we had eye contact with others. Eyes don’t lie. If you have eye contact with someone who is talking, it proves  that you are paying attention of what he or she said and also shows your respect to that person. What’s more, the speaker can also recognize others whether understand what he or she is talking about. When I looked confused in the conversation, the Japanese girl will elucidate what she had just talk about in detail so as to make me know clearly about it. After this, I knew more things about climate change which encourage me to do more research about it rather than only listening about other’s opinions. This is really important when you are doing a group project. Another reason for why non-verbal communication is superior for organizational communication is that people can transmit a message naturally and even do not need to speak out to make others understand the meaning unconsciously. Firstly, body language helps us conducting the discussion. It will not make sense until you response to other’s talking. When we agree with others, we will show our understanding through nodding our heads or raising our thumbs. Secondly, we sat very close to each other when we were discussing, like friends more than group mates that help us to establish the relationship more friendly and warmer. Orlova(2010) emphasised the reason of why the use of spaces is mainly significant when people have interaction in groups is because where group members sit relative to one another have an effect on the flow of the conversation. Face-to-face communication contribute to the successfully communication as well. Rick et al. (2009) found that because face-to-face communication is produced in real time, speakers have direct feedback on how their message is being understood as it is being delivered. In our discussion group, our entire group members insist of having group meeting in campus everyday contributed to the success of the discussion most. Face-to-face communication is able to make sure that each of us merely focuses on our discussion in the particular time. Despite the fact that face to face communication not as convince as online chat. †Face-to-face communication is in fact much more than speaking and speech is greatly influenced both in substance and content by this essential form of communication.†(Marion, Jean-Luc & Gerard 2010) People can have a better interaction when having face to face communication. In our discussion group, when someone do not agree with other’s opinions we can discuss directly and asking questions.  Face-to-face communication can encourage people to continue the discussion as well. When someone can’t speak fluently, others will help him or her to keep on talking, for example, gives some door opener questions or paraphrase his or her arguments. Face-to-face encounters tend to go on longer than other forms of communication. However, when our group buddies have a face-to-face conversation, each of us has made an effort to the meeting. We have probably spent longer talking together in order to have a better discussion about our topic. Self-awareness also makes us do a better job on our group work. The more you know about yourself, the greater you will feel emotionally and the more adapt you will become at dealing with situations. Self-awareness is one’s own knowledge and assessment, including their mental aptitude, personality characteristics and psychological understanding of psychological processes and evaluation. If someone can realize what he or she good at and the weakness of themselves, they can do the job better. People evaluate themselves accurately which can help them to work more efficiently. One of the most important things in doing projects with others is contribution. It is impossible that you want others to finish your part of job either. Self-awareness can make you know clear about what you can do for this team. In our discussion group, I am the person who not good at collating information so that I was in charge for the researching part. I would give the information to the Vietnamese girl who is good at comprehensive analysis to collating information. This distribution of work can make our discussion group work more efficiently and everyone feel comfortable about this allocation. The failure organizational communication example: When I was doing the BEP course last year, a presentation group was formed with four people. People are all from different countries including one Iraqi, one Chileans, one Indian and me from China. However, when the Iraqi was talking about her thoughts about the presentation she did not allow others to add some views and she just keep talking on her own. After she finished her talking, she presently continued to busy about her own business  and totally annoying what other group members were talking. Though she is the woman who has many life experiences and she don’t care about what others thinking. In this situation, even we can meet at the classroom every day, our group buddies changed to use E-mail to connect with each other and did not have a formal discussion anymore. This was not like a team work. Not surprisingly, our presentation group got a very low mark due to the lacking of communication Factors that boost the failed organizational communication: Active listening is a complicated branch of learning which requires intense awareness and attention to both of verbally and nonverbally information that someone is transmitting. It calls for the listener to pour out themselves of personal concerns, distractions and preconceptions. (Mackay, 1994) Listening is the ability of how you receiving the message and make judgment about the words. When someone is listening, he or she may write notes with the purpose of make a long term remembering and paraphrase in his or her own words. What’s more, listening is also the ability of learning, people can learn from others when they are listening. Attentive listening not only means we pay all of our attention to receiving from others but also tell others what we interested in. Active listening is crucial in many areas, for instance, in the working environment, employee should listen to their colleague and students should take notes or paraphrase teacher’s speech during classes. Nevertheless, the writer thinks that acting listening is especially important for the team work. It can demonstrate your respect and only make other feel your presence but also making effort to the task. In our presentation group, the Iraqi only focused on what she was thinking and did not give some advices or reflection about others’ ideas. What’s more; she was doing her own business when others were talking and it seems that what we said have nothing to do with her. This kind of egocentrism is the barrier to listening which leads to the ineffective communication in our presentation group. Other group members would have prejudices and biases because the way of how she behaves. â€Å"Corporate culture defines the ‘feel’ of an organization-the strategies, managerial personalities, style, environment, traditions, ethics, and shared values and beliefs that contribute to its individuality. It can be broadly described as  authoritative, bureaucratic or entrep reneurial.†(Graham & Martin 2004) People come from different countries tend to have a different set of norms and different views to the same subject. Mott (2008) has argued that there are a lot of easily noticeable aspects of an organizational culture, such as their behaviour and life experience. At the same time, there are also other parts of organizational culture are more theoretical, like their beliefs, values, and assumptions .In our presentation groups, all of our group members come from different countries may have diverse culture values and assumptions. The Iraqi woman who thought herself had experience much more than each of us did not consider about others opinions or she thought only what she said was right and everyone should follow her. What’s more, the Chileans young boy stopped talk about the topic of our presentation after we were treated like that. And the Indian people and I just feel helpless in this situation. All of these things can be analysed as because we have different personalities and different style of communication with others. â€Å"The culture of an organization is important because it frequently affects its ability to get things done† (Graham & Martin 2004).Everyone in the presentation group contributed to the failure communication because it was hard for us to understand foreign countries’ terms, values and how foreigners performs in the certain situation. People do not have to right to judge other’s behaviour whether right or wrong. The living environment can affect someone’s values too. Computer-Mediated Communication leads to the failed organizational communication as well. Simpson (2002) claimed that â€Å"CMC is an umbrella term which refers to human communication via computers. Temporally, a distinction can be made between synchronous CMC, where interaction takes place in real time, and asynchronous CMC, where participants are not necessarily online simultaneously. â€Å"In spite of CMC bring us a lot of convince and freedom from time-space, CMC, it provide less time for our group mates to develop our relationship and have less chance to understand each other better. Besides, CMC does not involve people’s non-verbal behaviours and initial reaction. People can do multi task at the same time when they using CMC which may pay less attention on one task. In the example I stated above, the presentation group chose to communicate via CMC rather than face-to –face communication caused to the result that we are not able to communicate in a proper way. Using E-mail to connect with our  group buddies was inefficient because not each of us check mail box regularly. Sometimes we received the e-mail in the next day and would not response in time. As the presentation group which mixed four people from different countries, it was hard for each group members to communicate and understand others well.. Conclusion: To sum up, at the beginning of this passage, the writer talked about why the members of discussion group communicated with each other successfully .Firstly, non-verbal communication which contains a lot of eye contact, gesture and body movement make the conversation conduct efficiently. Secondly, the discussion group insists to have face to face communication everyday provide a positive impact on the organizational communication. Thirdly, self-awareness of each group member knows clear about what is the strength and weakness of them contributes to the successful communication as well. At the second part of this paper, the writer explained how organizational cultural values effect the conversation. If group members lacking of active listening can cause to the termination of the conversation had been discussed in this part. Next, the writer had illustrated the difference organizational culture values between group members would have a negative impact on the communication. Last but not the least, Computer-Mediated Communication which lack of non-verbal communication, instant feedback and initial reaction also boost the failure communication case. How to communicate with others is a course for everyone. Having a better communication with others brings lots of advantages in both study area and daily life. Because successful communication can help you to have a better relationship with others and sometimes it can avoid conflict as well. Learning to listen to others and accept others opinions is the basic skills for the successful communication. However, communication is not only consisting of literalness but also non-verbal communication. If you learn how to communicate with others, you take the first step to success. References Marion Dohen, Jean-Luc Schwartz, Gerard Bailly 2010 ‘Speech and face-to-face communication – An introduction’ Speech Communication, Volume 52, Issue 6, pp. 477 – 480 Mackay H.1994, The good listener. Better relationships through better communication.(Previously published as Why don’t people listen)Sydney: Pan Macmillan Martin Graham 2004,‘Cultural Values’ Motor Transport, 07/2004, p. 12 Mott Linn 2008, ‘Organizational culture: an important factor to consider’ The Bottom Line: Managing Library Finances, Volume 21, Issue 3, pp. 88 – 93 Orlova M. Ð 2010, ‘The role of interaction of verbal and non-verbal means of communication in different types of discourse’ Sociosfera, Volume 4, pp. 58 – 66 Rick van der Kleij, Jan Maarten Schraagen, Peter Werkhoven and Carsten K. W. De Dreu2009, ‘How Conversations Change Over Time in Face-to-Face and Video-Mediated Communication’ Small Group Research, Volume 40,Issue 4,pp.355-381 Simpson, James, 2002’Computer-Mediated Communic ation’ ELT Journal, Volume 56, Issue 4, pp. 414 – 15