The Components of Communication Process Order Instructions: (1) Write a wordy sentence and then a revised version that is clear and concise
(2) What are the steps of Monroe’s motivated sequence?
What does each accomplish, why is this an effective organizational pattern for many types of sales letters and other persuasive efforts
(3) What are at five of the many things we must consider when revising written communication to ensure it is clear, concise and compelling?.
(4) Describe how you might go about your next job search, consider how you will prepare for an interview and what you will look for as you review and revise your employment documents.
(5) In a communication context, what is meant by shared meaning?.
(6) What are the components of the communication process? Describe a hypothetical business communication scenario, explaining how each of the communication components might impact the ability for all participants to arrive at shared meaning.
(7) Name three barriers to effective intercultural communications.
Do all reports include the same basic format and contents? Please explain.
(9) List five rules that you feel should go to every company’s netiquette rulebook.
(10) What is audience analysis, why is it important in business communication?
(11) Describe how we can phrase a negative message so that it does not offend the recipient, why do we want to take your described approach.
(12) What are some tools and techniques that might be used in a persuasive effort
The Components of Communication Process Sample Answer
Wordy sentence: In view of the prevailing circumstances of hard economic times, globalization changes; as well as barriers in trade, it is crucial that business leaders such as managers, chief executive officers as well as directors, take charge of the deliberations of businesses such that there is high profitability to enable survival of the businesses in the highly competitive world. Revised version: Business leaders must always ensure proper leadership so as to achieve profitability of the business.
Monroe’s motivated sequence entails five steps of motivated communication. Although the presentation may slightly vary with different conditions, the steps are generally applicable in different situations. The first step is to get the attention of the audience. This step entails usage of attention capturing articles such as storytelling or giving real statistics. This step achieves a great role of ensuring that the audience listens attentively throughout the presentation, (Barker & Gower, pp 299). Step two entails establishing the need. This step is crucial because it gives the presenter the opportunity to describe the situation. In this step, there are efforts to convince the audience that there is a problem, which needs to be solved. However, at this stage, the solution is not yet presented.
Step three entails satisfying the need. Since the problem has already been identified, the presenter now deliberates on the viable solution. The presenter suggests the solution to the prevailing problem. This step is done in such a way that the audience feels that they are part of the solution. Step four touches on visualizing the future. This step could assume positive or negative presentation. In a positive presentation, the presenter talks of how well the condition is bound to improve if the audience embraces the proposed solution. On the other hand, the presenter could portray the vision of how worse the condition is bound to get if the audience does not embark on the proposed solution. This step is built on the conviction that there is an existence of the problem in the first place. Therefore, one is bound to explore each step fully so as to ensure the success of the subsequent steps. The fifth step is the actualization step. This is whereby, the presenter gives out what the audience aught o do in order to accomplish the desired results. The presenter should aim to make the audience feel really responsible for changing the current situation. The presenter is supposed to be precise on what the audience ought o do to achieve the desired change.
The motivated sequence is an effective organizational sequence especially in sales letters and other persuasive efforts because; the audience is approached in a sequential and motivating manner(Barker & Gower, pp 299), The earlier conviction of the audience concerning the availability of a certain problem sets them to yearn for a solution. Again, the tactics used such as rhetorical questions or stories capture the attention of the audience. This way, they are able to give undivided attention to the presenter throughout the presentation. The efforts to convince the audience that they are part of the solution set them to be able to partake in the suggested solution.
The Components of Communication Process and Revising written communication
In written communication, it is crucial that the presenter ensures that the message is clear, concise and compelling. To ensure this, it is paramount to consider various factors. The purpose of the communication must always be in our minds. The goal of communication shapes everything in the communication, (Thomas & Stephens, pp 4). It is, therefore; always important to ensure that whatever is written, is oriented to the purpose of the communication. To ensure clarity in written communication, it is crucial to consider being brief. On this note, one should avoid filler words that are not necessary. It is crucial to state only the important words that are useful for the audience to understand what is intended. Another important factor to consider is giving vivid facts. These are necessary for ensuring that the audience gets a picture of what is intended. When crucial words are omitted, it becomes difficult for the audience to get the core of the message. Another very crucial factor to consider is the audience level of understanding. This determines the level of language be used. If a higher level of language is used to an audience that is not able to capture it, then, there will be a communication breakdown. It is also crucial to consider the factor of courtesy, honesty, and openness. Such factors motivate the audience. Motivation is a crucial factor in communication, (Thomas & Stephens, pp 8). On this note, the presenter should avoid words that touch on insults and dishonesty. The tone of the message should also denote these factors.
In going about a job search, it is crucial to consider the different avenues that are available. For instance, the internet, different newspapers as well as applying to different offices. In preparation for the interview, it is crucial to read widely on matters concerned with the job applied for. This is helpful especially to familiarize oneself with the current developments in the concerned field. In reviewing the employment documents, it is crucial to ensure that the application letter is well written such that it is clear, concise and compelling.
The Components of Communication Process and Communication context
In communication context, shared meaning denotes the situation whereby, the sender of information presents the intended information, and the receiver, receives the information in an intended way. The components of the communication process are the context, the sender (encoder), message, medium, receiver, (decoder) and feedback. In a hypothetical business communication whereby the manager decides to rebuke a worker over the phone, there is an impact to arrive at shared meaning. The context, that is, the prevailing circumstances of both the manager and the worker will impact. For instance, if the manager is in anger, there are high chances of failing to arrive at a shared meaning. The condition of the sender, such as hunger will affect the ability to arrive at shared meaning. The message, since it is rebuking message, may make it difficult to arrive at shared meaning. The medium used, the phone could be having technical problems such that the person on the other side may not hear the other well. This way, there will be difficulties arriving at shared meaning. The condition of the receiver such as a negative attitude to the sender will impact on the ability to arrive at shared meaning. The feedback given such as excuse as to why a certain offense was committed may not be in line with arriving at shared meaning.
Some barriers to intercultural communications include:- negative ethnocentricism, intercultural communication apprehension as well as anxiety that emanates from the language barrier. Not all reports include the same basic format and content. This is due to the different contexts of the reports and the people involved (Thomas & Stephens, pp 9). In companies, it is crucial to understand that different contexts call for an understanding of the presenter. For instance, the senders and receivers are different. The message and the context are different too. Therefore, it is difficult for reports to have a similar basic format and content.
Rules that should be in the company’s etiquette book:
Ensure that you give information concerning the inability to attend a function in good time.
Avoid texting as a way of saying that you are making efforts not to arrive late at work
Do not shout while using our mobile phone
Observe courtesy by greeting others
When it calls for queuing, just queue.
Audience analysis denotes the deliberations of a presenter to know as many details of the audience as possible. This is important in business communication because it ensures that there is the achievement of shared meaning. This is because; the audience will find the message relevant to their needs and level. A message that is negative could be phrased by first acknowledging the positive points of the receiver and then making it clear that the information is not tied to other things outside the mentioned point. This approach is important because it makes the receiver feel that the presenter is appreciating them in the first place, therefore, the negative information is meant for rectification and not tied to other factors. In persuasive efforts, some tools and techniques that could be used include emotion and influencing. In emotion, the presenter must appeal to the emotions of the receiver. This way, they will be persuaded. Bargaining is a tool that denotes efforts to convince the other person of the position you are taking. This is a crucial tool when it comes to persuasion and must, therefore, be always used.
The Components of Communication Process References
Thomas, G. F., & Stephens, K. J. (2015). An Introduction to Strategic Communication. Journal of Business Communication, 52(1), 3-11. doi:10.1177/2329488414560469
Barker, R., & Gower, K. (2010). STRATEGIC APPLICATION OF STORYTELLING IN ORGANIZATIONS: Toward Effective Communication in a Diverse World. Journal Of Business Communication, 47(3), 295-312. doi:10.1177/0021943610369782