Know How to Communicate: Interpersonal Communication Report.
Report
Interpersonal Communication
Author: Benjamin Njuguna Nyenjeri
Dated 26th November, 2019
[Do not Copy]
Contents
Communication is a process of
passing and sharing information from one person to another or from one entity
to another (Berger, 2016). The essence of communication is that ideas,
opinions, emotions, preferences, among other important life elements, are
passed from a person to another. Notably, communication happens even without
uttering a single word. This happens because apart from the verbal cues in
communication, facial expression, gestures, and other non-verbal cues can be
used to send an intended message. In fact, even silence is a form of
communication. Therefore, this report will address the issue of communication
specifically the interpersonal communication and styles used to enhance the
interpersonal communication process. More so, the report will address the
interpersonal communications’ related theories and how interpersonal
communication contributes to the process of decision making.
As stated in the introduction, communication can be
defined as a process of sharing information from one party to another and
understanding the intentions of the message being passed (Berger, 2016).
Communication can involve two or more people. Through communication, there is
sharing of facts, emotions, ideas, thoughts, as well as expressing
displeasures. Both the sender and the receiver of the message are important
because for the communication process to be effective, the receiver of
information must understand and give feedback concerning the message back to
the sender. Therefore, the communication process entails the steps that are
undertaken for communication to be termed as effective. Several components must
be involved for a communication process to be successful and they include the
sender of a message, the message being communicated, the channel of
communication, and the receiver of the information (Berger, 2016).
After the message is delivered to the receiver, it must
undergo decoding which entails comprehending the encoded message and analyzing
it for the purposes of giving suitable feedback. Ones the feedback is received,
the process of communication is considered complete. Communication process id
hindered by various barriers such as language barrier. This is a situation
whereby the receiver of a message is unable to decode an encoded message from
the sender which inhibits appropriate feedback. Apart from that, noise can be
another barrier that prohibits successful communication. There are various
forms of noises that have the ability to hinder effective communication both
verbal and non-verbal. For example, physical noises which may include loud
sounds hinder verbal communication whereas physiological, sematic, and
psychological noises have the ability to hinder both verbal and non-verbal
communication (Le Prell and Clavier, 2017). In some instances, facial
expression enables easier decoding of encoded messages hence sending back the
right feedback back to the sender and in so doing, effective communication is
achieved.
The major factor that can affect interpersonal
communication is the environment where the communicating parties are. Both
physical and social environments contribute significantly to interpersonal
communication (Hutagalung, 2017). A family discussion in a home environment
where there are parents and kids may entail a different interpersonal
communication as to what will be expected in another environment such as a bar.
The language used in these two environments may also differ significantly. This
is because the situational factors in the two environments differ hence people
communicating differently. The communication occurring in crusades, political
meetings, and educational forums among other environments entails a single or a
few speakers with a congregation or audience listening and giving the right
feedback.
In a boardroom meeting, however, this may change as
communication entails all parties involved deliberating and discussing things,
and sometimes all speaking at the same time in case of an argument. During
moments of grief, the concentration may be reduced significantly which
contributes to misinterpretation of information, and this is a form of
communication barrier that is affected by a certain situation. Additionally, a
situation whereby one person has a hearing problem, such as a case of deafness,
non-verbal cues, facial expressions, and gestures may be involved more than the
verbal communication elements.
A functional perspective also has a great contribution to
the type and nature of communication carried out between or among parties.
Communication occurs in different contexts which may determine how important
the message being delivered is and this might influence the channel to send
that particular information. In a business model, the organization requires
effective communication for the sake of activities being carried out in the
institution (Keyton, 2010). Without proper communication, the functions of
interpersonal communication such as informing, giving instructions, sharing
ideas, among others maybe not be achieved (Keyton, 2011). Contrarily, where the
communicating parties are just passing their time leisurely, then interpersonal
communication involved in such a case may be fewer officials and less
coordinated.
There are different methods that can be used during
verbal communication and they include written communication and oral or spoken
communication. Written communication and oral verbal communication may serve
the same purpose of passing the information to the receiver. However, the
channel used and the elements of the communication involved are different. In
written communication, different channels such as letters written on papers can
be used. In recent times, written communication has embraced the use of media
and technology where letters are sent through electronic platforms such as
Emails.
More so, text messages and other electronic messages has
been a key feature in written communication. Through media, several platforms
such as blog pages, websites, news articles, newspapers, among others can be
used to send written information. Even in places where visual elements of communication
are embraced such as communication via televisions, written communication still
take a pivotal role to ensure that people can see, read, and hear what is being
aired via the televisions’ screens. Oral communication, on the other hand,
entails spoken words being used as a way to send a message. This is the most
normalized and apparent method of communication. It enables the communicators
to use other aspects of communication such as facials expressions, gestures,
among others in an effective manner.
Consecutively, non-verbal communication includes visual
elements of communication. Anything that can send information without producing
the sound qualifies to be in this category. More so, physical non-verbal
methods of communication include expressions such as facial expressions, body
gestures, body posture, among others which aid in the process of communication.
Although oral communication can be complete without the use of these physical
non-verbal cues of communication, their use makes interpersonal communication
not only easier but also more effective as one can send the appropriately
intended emotions and feelings towards certain issues of discussion.
2.4 Principles of Effective
Communication
There are a number of principles that ensure
there is an effective communication and these principles are listed below.
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1.
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Principle
of Clarity
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For
communication to be effective, the message must be clear. This ensures the
receiver of the message receives the message without distortions. Clarity
also ensures the process of decoding effective and in turn, the feedback
given is appropriate.
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2.
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Principle
of Appropriate Language
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This
principle entails the use of appropriate words and language depending with
the situational and functional perspectives of interpersonal communication.
The language used at a funeral where people are sad may not be the same as
the language used during a wedding ceremony.
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3.
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Principle
of Correctness
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The
message must be correct for communication to be effective. Correctness
ensures that the received message has the intended meaning.
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4.
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Principle
of Consistency
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Consistency
in communication entails the objectives that the communicated message intends
to achieve. Communication should remain consistence with the goals that are
line so that they can be achieved.
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5.
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Principle
of Consideration
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This
principle entails considering the situations and functions of a
communication. In a case where firm instructions need to be given in a
downward communication, a more affirming and authoritative voice can help to
achieve this objective. On the other hand, a more polite and respectful
language should be used in a case of upward communication, such as a case
where a subordinate staff is addressing a boss.
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6.
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Principle
of Credibility
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Credibility
in communication is all about the trustworthiness. The message communicated
should be credible and reliable.
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7.
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Principle
of Simplicity
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The
process of communication should ensure the simplest way possible is embraced.
This includes the use of understandable words to eliminate cases of sematic
noise which is one of the most common communication barriers.
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Several barriers hinder effective communication and they
include physical barriers. This is common in both non-verbal and verbal methods
of communication. If a physical barrier such as a wall or a valley exists
between or among conversing parties, then, effective communication will be
greatly hindered. Physical barriers can also hinder the expression of the
non-verbal method of communication including gestures as the other person may
not see them clearly. Another barrier to communication is noise. There are
different types of noises and they all hinder effective communication in that
the process of encoding, passing and decoding information is hindered. Although
people will still communicate irrespective of the noise in their environment,
maximum concentration during communication can only be achieved if there are no
elements of noise hindering effective interpersonal communication (Lunenburg,
2010)
Language is another inevitable barrier to communication.
If communicating people understand different languages, then, effective
communication cannot be achieved. More so, cultural differences can be another
barrier of communication due to the differences in perception and beliefs about
certain practices. For example, a case where one person believes modern religion
is evil, and then a conversation with a person who is a believer in the modern
religion such as Christianity cannot be effective due to the diverging views
concerning this issue of religion. The other barrier that is common in
institutions is organizational structure barriers. In some institutions,
communication can only be channeled via certain designated channels (Lunenburg,
2010). For example, a subordinate staff may not speak with the general manager
unless the message is passed through the supervisor. This implies that where
the junior staff requires to secretly and privately talk to the manager, the
barrier of communication structure hinders such a person from achieving their
intended purpose. Attitude can also act as another communication barrier whereby
if one has a negative attitude towards a person or a conversation, then they
may give deliberate wrong feedback in order to harm the integrity of their
communication with the other person.
These are a set of ideas that
seek to explain how meaning is exchanged among people. These theories are;
Attribution theory, Act theory and Argumentation theory. In Attribution theory,
how the way people create meaning from various happenings, and how this meaning
identifies with their thinking is what is put into consideration. This theory
seeks answers behind what pushes people to do what they do. The act theory
focuses on the way knowledge is acquired and its relationship with memory.
Ideally, argumentation theory deals with the exchange of contrasting opinions.
The theory sees that a person’s ideas are accepted and that an agreement is
attained.
This theory proponent was Heider
Fritz in 1958 and was later advanced Colleagues and Weiner. The theory looks
for answers behind the deeds of the people. Answers behind the force that
pushes people to do what they do. Trying to figure out why a person did
something may lead to one finding more than one reason. Heider explains that
behaving in a particular way can be due to things that are internal such as the
way that person is feeling at that particular time, or generally as a result of
the person’s moral qualities. This way of behaving can be stimulated by
external things such as what is surrounding the person at that time. By
understanding this we build a world that is free from blame.
From the above explanations, it
is clear that attribution theory is directly related to Interpersonal
communication. This is so because, by understanding what drives a person into
doing certain things, we will reduce judging those people as per their acts
that might have been caused by emotions or even their situation. This will
enhance the way meaning is exchanged. Take for instance dress code. Dress code
passes a lot of meaning to the outside world. Dress code creates a first
impression on how people perceive you. For instance, dressing in a suit
communicates that one is neat and that you are making progress. That is the first
impression it creates. But that is sometimes wrong. Dressing in suits does not
always communicate that one is neat, trustworthy or even making progress or
succeeding. Take for instance a corn artist. Because of the level of trust that
is communicated by suits, corn artists might wear suits aiming at gaining the
trust of a person, whom they will in turn rob. This means that if one does not
just judge a person by their outward appearance if one takes time to reason the
reason behind one wearing a suit, cases of giving trust to a person simply
because they are neat will be rare.
Attribution theory can also apply
in a school environment. When a student is doing well, their act of passing is
attributed to their hard work. This is the basic communication that is passed
by doing well in school. And when a student if failing, it is attributed to bad
character and laziness. Such conclusions might be misleading since failing can
also be attributed to external factors that the student is in, such as having
home issues. Therefore, it would be wise if one takes time to investigate the
reason behind what other people do, to prevent perceiving the wrong meaning
from other people’s acts.
The proponent of attachment
theory is John Bowlby 1958. The theory seeks to understand the progress of
individuals living in an interactive society. It seeks to explain how these
individuals in a social legal context develop socially and emotionally. In his
tests, Bowlby used monkeys. The theory says explains that when individuals are
less exposed to society, they tend to lead a lonely life. When they try to come
back to the interactive atmosphere, they are often aggressive and many a time
they are bullied. In the relationship between attachment theories with
interpersonal communication, Father-Daughter relationships are used. In this
case, fathers and daughters will communicate either to express their emotions
or also to pass a message. They also communicate to show love and affection.
The more attached the daughter and the father is the easier the way they
communicate. If the bond between the two is strong, the exchange of meaning
becomes easier.
Bonds are formed since one is a
child whereby a child, for example, bonds with the mother for food. The more the
child depends on the available mother, the more the child creates a stronger
bond with the mother and the easier the communication between the two. Bowlby,
in his experiment took newborn monkey infants and placed them in lonely cages.
After six months, he reunited the infants with the other monkeys. Due to there
used to being alone, he observed that the isolated infants spent time alone
even when they were with the other monkeys. They could not even interact or
communicate with the other monkeys and xo they resolved into being hostile.
Some were harassed and bitten by the other monkeys. This poor communication and
socialization habits proved that when bonds are weak, or when there are no
bonds formed at all, the exchange of meaning is difficult.
David Kolb’s learning approach is developed from 1984
learning cycle theory. This learning approach assumes that for learning to take
place, four stages of inner cognition must be achieved and they are
experiencing, reflecting, thinking, and acting (McLeod, 2017). Kolb's process
of learning, therefore, involves 4 stages which are concrete experience whereby
the learners’ experience about an issue plays a major part in learning
effectively. The next stage is reflective observation which helps the learners without
prior experience observe and learn from others (McLeod, 2017). The other two
stages are active Conceptualization which entails generating new ideas and
abstract experimentations which entails starting up new trials. Based on the
ideas and works of Kolb, Mumford and Honey developed other learning approaches
which are based on the four elements which are Activist, Theorist; Pragmatist
and Reflector (McLeod, 2017).
Howard Gardener’s theory of multiple intelligences
assumes that people do not have just one kind of intelligence. Rather, they
have multiple intelligences that determine their abilities to do things. These
bits of intelligence are diverse and they include lingual abilities, visual
abilities, and musical, interpersonal, intrapersonal, among others. These bits
of intelligence combined to ensure that people can do more than one
thing.
Autocratic decision making is one of the decisions making
styles and it entails one person making decisions on behalf of others or an
institution. This sole decision maker evaluates the possibilities and risk of
making a certain decision and then outlines a decision plan which is then
implemented by the other people. This style is important in sole proprietorship
organizations as well as where the quick decisions are urgently needed.
However, these monopolistic decision-making styles block other ideas from other
professionals and stakeholders hence they may be reluctant to embrace the
decisions made. On the other hand, consultative decision-making style is
whereby a leaders consult with other stakeholders and request their inputs
towards a certain decision, Notably, the decision-making rights are exclusively
researched to that one person, The consultations are just to offer more
insights and guidelines so that when the decision is ultimately made, it will
cater for the issues and ideas of others.
More so, the inputs from others can as well be ignored
during the final decision-making stage and the individuals' thoughts and ideas
influence the type of decision that will finally be reached at. In a
participative decision-making style, the employees are allowed by their
employers to participate actively in the decision of decision making. The
inputs from these employees are then used in the process of making final
decisions. Each or representatives of the employees are involved in the
decision-making process whereby they are allowed to submit their ideas and also
give a view of the other’s ideas. Ideally, this is a better decision making
style in an organization as it gives every stakeholder an opportunity to
participate in the process of decision making, If such decisions will lead to a
significant change, the employees and other stakeholders will take a shorter
time to acclimatize as they were part of the decision that lead to
implementation of such a change.
The other common
decision-making style is called delegatory decision-making style. In this style
of decision making, the leaders give the mandate of decision making to their
junior staff or a group of individuals in a lower rank. That way, the decision
making responsibility is delegated to members of an organization who might even
be the subordinate staff. Delegating such duties ensures that leaders and
managers can concentrate on other important matters. It, therefore, ensures the
activities at the lower ranks are not impeded by the unavailability of the
leader to affirm certain decisions since the full responsibility to make such
decisions is delegated to the team members in the lower ranks. This style of
decision making also gives the junior members take part in the growth of an
institution they are working in by making informed decisions on behalf of the
organization.
More so, it is a
way of glooming subordinate members of the staff to improve their
decision-making skills. That way, the institution prepares such members for
future leadership positions when the current leaders will not be at their
position. Additionally, the members of the organization feel respected and part
of the company’s policies even at their junior positions since they are given a
chance to decide what should be done and how it should be done. However, such
junior members may not be left alone to make decisions that might affect the
policies of an institution. If such a thing happens, then, the reputation of an
institution might be greatly dented by allowing inexperienced junior members to
make critical decisions on behalf of the institution leaders. However, when the
subordinate members know their limits, delegating the responsibility of
decision making makes an institution a better working place for everyone.
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