Communication Analysis | EssayIvy.com

Running Head: Organization Communication Analysis 1

Title

Student’s Name

Institutional Affiliation

Organization Communication Analysis 2

Question 1.

Employee’s performance review is helpful in as it grades the employee productivity after a

particular period. It is done annually by a human resource expert from outside the organization or

managers of the organization. Our Company conducts the annual performance review at the end

of fourth quarter, and the employees who perform poorly are given one warning after which

subsequent poor performance lead to retrenchment.

Before I reported to the manager’s office for review, I made did some preparations;

i. Checked my job description and how I have been performing my duties if they concur

ii. I looked at the objectives for the review by my boss

iii. Prepared my notebook, employee guide newsletter and company strategic direction booklet

iv. I documented some of my core responsibilities in my notebook as stipulated in my job

specification document

v. I marked my achievements for the year

vi. I identified areas of weakness and where I need to improve

vii. I prepared for questions to ask my boss in areas of management laxities

During the performance review session, I was engaged in various matters that relate to my job.

The first question was about my achievement of departmental goal for the year. I just referred to

my notes without hesitation and explained three core achievements. I got frustrated when a

manager told me that whatever I’m saying to have achieved are among the objectives of the

department but not goals. I could not differentiate between goals and objectives. The manager

Organization Communication Analysis 3

helped in clarifying what a goal is and he later categorized the three achievements to a single

goal. He told me that my commitments to organizational goals are outstanding. I was then

challenged on what could increase my productivity between training and salary increment. I

could not choose one rather I chose two of them for the benefit of the doubt. I was then asked

about the quantity of work I produced for the whole year compared with the previous year. I did

have only the record for the third quarter of the year. I was challenged that a committed

employee should have vital records at fingertips. The manager confirmed from his records and

told me I had satisfying standard quantity. I was challenged to try exceeding the standard.

The manager seemed to be worried about something as it was indicated on his face. He asked me

about a quantity of products were produced with errors during the year. I found myself blank for

that question since I did not keep the record for the errors. I was surprised when he told me that

my area of work produced the highest amount of goods with errors in the institution. I was very

sorry, and the manager warned me to look for ways of reducing such avoidable error in the

future.

My knowledge on the job was then tested using some objects and the computer. The manager

tested if I knew how to operate the machines in my department. There were some areas where I

did not master well, and the manager promised to organize for more training to equip myself

with sufficient knowledge. I appreciated his efforts. He then checked the system the time I have

been reporting and leaving the work. He told me that I need to be dependable regarding meeting

deadlines. One new thing I learned is that I was not a team player. He told me institution needs

teamwork, and I need to consult with my seniors if I don’t understand some concepts in

operating the machines. My question to the manager was on policies and procedures of the

organization. Some policies were not clear, and he agreed that we need more inputs to emphasize

Organization Communication Analysis 4

on our policies. The last thing we discussed was on the way I treat our clients. I was informed

that many complaints had been made from our department and we have to change our

approaches to customers. My overall score was 94%, and I felt very motivated by the manager’s

advice on areas that need improvement.

Question 2

Effective listening

i. Facing the speaker while maintaining eye contact- Ensure that you avoid disruptions from the

environment like using the phone.

ii. No the right time to interject the speaker- Give the speaker time to finish his opinion or wait

between the statement when he makes a pause the ask him for more clarification about the point

you did not understand.

iii. Be mentally prepared for the discussion to ensure the information provided are objectively

received.

iv. Ensure you are open-minded to avoid premature judgment about the points relayed by the

speaker. Ask questions where possible rather than justifying your thought. Try not to predict

what the speaker is going to say next.

v. Practice the use of positive nonverbal cues to show the speaker you are keenly listening-

understand the meanings of body language and use them appropriately.

Effective ways of resolving conflicts

Organization Communication Analysis 5

i. Do investigations about the source of the conflict- Ensure that you collect more information

about the conflicting source to get the roadmap for solving the conflict. Engage those in the

conflict in some question such as “when did you start feeling the incident?” Listen to both sides

to avoid being perceived to be biased and give each party enough time to talk. As a mediator,

avoid interruption by the other party and encourage openness during the discussion.

ii. Consider focusing on issues beyond the problem- understand the perspective of the situation

as well as the individual conditions. Some people are prone to stress even with minor issues.

iii. Ask for a solution from the parties- after understanding the viewpoints of each party, find

out from them the way they think the problem could be solved. Be an active listener and

familiarize yourself with nonverbal cues.

iv. Articulate solutions that can win the support of both parties. Try to state the significance of

ideas from each party by the organizational policies.

v. Allow the parties to agree on the best alternative. If need be, write a contract for the

agreement.

Effective Negotiation

Mediation refers to a discussion where all parties present their ideas to reach a unifying

conclusion that is beneficial to all. Effective negotiation comprises of the following;

i. Listening- be a good listener to ensure you understand each party’s point of view. Avoid

disruptions and interruption. Ask for clarification if you don’t understand a point.

ii. Seeking for a win-win result- try to convince the other party about your standpoint. Always

focus on benefiting from the negotiation.

Organization Communication Analysis 6

iii. Identify the commonalities between you- this will reduce confrontations

iv. Acknowledge the other party’s objections- do not be rigid. Be flexible to encourage the

other party that you are considering his situation

v. Broadening the pie- think ahead during negotiation, the outcome of the negotiation will

translate tomorrow.

Question 3

Personal Assessment

i. Do I like working alone or teamwork?

ii. Am I more concerned with the work or my colleagues?

iii. Am I copying from others or others copying from me?

iv. Am I following the organization’s visions or my personal vision?

v. Are my subordinates much dependent on me for supervision or they work under minimum

supervision since I trained them?

vi. What is the contribution of my department during the last quarter? How does it compare

with the previous quarters?

vii. What kind of leader am I? Autocratic? Participative?

viii. How many problems have I taken to the manager? How many have I solved?

ix. How much do my co-workers and subordinates trust me?

Organization Communication Analysis 7

Question 4

Personal Assessment on listening

i. Do people categorize me as a good listener or a poor listener?

ii. Am I more of a doing than listening?

iii. How do I rate my listening?

iv. Do I pay attention to nonverbal cues when communicating to others?

v. Have I been interrupting others during conversation?

vi. What is my confidence during communication with my seniors and juniors?

vii. Did I record any notes during the last departmental heads meeting?

Assessment of conflict resolution

i. Have I been giving wishes to other individuals during conflicts?

ii. Have I been pushing my personal viewpoints to win the dispute?

iii. How much have I been avoiding confrontations about our individual differences?

iv. Have I been concurring with other parties?

v. Have I been searching for gains?

vi. What do I do in case of difference in opinions?

Personal Assessment on effective negotiation

Organization Communication Analysis 8

Very

Unlikely

Neither

Likely

nor

Unlikely

Likely

Very

Likely

1. I’ll devise ways of controlling the

negotiation

2. I’ll ensure that negotiation remains

friendly and comfortable to all parties.

3. I’ll respect the other party’s opinions to

ensure fairness

4. I’ll strive to ensure we all benefit from

the negotiation.

5. I’ll contribute fully to the negotiation.

6. I will remain focused even if the

negotiation does not favor me

Question 5

i. I need to improve on communication with my subordinates and motivate them to on their

output.

ii. I also need to improve on negotiation techniques with my boss since last time I went to ask

for more fund allocation for the department I never succeeded.

iii. Lastly, I need to improve my listening ability with my subordinates whenever they are

faced with challenges to ensure such challenges are addressed to increase departmental output.

Organization Communication Analysis 9

Question 6

Self Development Plans

i. Motivating members of my department to bring them closer to me

ii. Encouraging teamwork and encouraging them to seek for ideas from me in case they don’t

understand some aspects

iii. Encouraging teamwork

iv. Encouraging departmental meetings every week to review performance and solving problems

v. Creating achievable goals that are in line with the organizational rules and regulations.

vi. Periodically measure the achievement of our set goals and take actions where possible.

Measuring goals

• Relating the progress of our goal to a unit that is measurable like days

• Doing an assessment and rating my feeling about the goal

vii. Assessing the success of the department and reevaluating the goals to ensure we are always

on track

Organization Communication Analysis 10

References

Diehl, P. F., & Druckman, D. (2006). Conflict resolution: Vol. 1. London: SAGE.

Goldhaber, G. M., & Barnett, G. A. (1988). Handbook of organizational communication.

Norwood, NJ: Ablex Pub. Corp.

Finch, E., & Fafinski, S. (2015). 19. Negotiation skills. Legal Skills, 447-468.

doi:10.1093/he/9780198718840.003.0019

Schwartz, D. F., & Jacobson, E. (1977). Organizational communication network analysis: The

liaison communication role. Organizational Behavior and Human Performance, 18(1), 158-174.

doi:10.1016/0030-5073(77)90026-5

Treasure, J. (n.d.). Julian Treasure: 5 ways to listen better. PsycEXTRA Dataset.

doi:10.1037/e601762011-001

Wallbott, H. G. (n.d.). Analysis of Nonverbal Communication. Aspects of Oral Communication.

Place new order. It's free, fast and safe

Paper type

Deadline

Page count

550 words

Total price: $ 15.00

Our customers say

Jeff Curtis

USA, Student

"I'm fully satisfied with the essay I've just received. When I read it, I felt like it was exactly what I wanted to say, but couldn’t find the necessary words. Thank you!"

Ian McGregor

UK, Student

"I don’t know what I would do without your assistance! With your help, I met my deadline just in time and the work was very professional. I will be back in several days with another assignment!"

Shannon Williams

Canada, Student

"It was the perfect experience! I enjoyed working with my writer, he delivered my work on time and followed all the guidelines about the referencing and contents."