Understanding the Nature and Purpose of Communicating, Essay Example

The Johari Window is used to promote positive and workable relationships in group dynamics. It’s function, discovered by American psychologist Joseph Luft and Harry Ingham was used to discover self-awareness and promote empathy or understanding of others. The window can be used for individuals as well as groups. In a workplace, the window becomes a useful tool to use in order to promote better communication.

Effective Communication

Good communication starts with a good arena (i.e. the shared space one interacts with others, as well as the knowledge one another knows about each other). Relationships that work are built from this foundation: this means that in a workplace more must be known about oneself as well as coworkers. This makes the arena larger as equal parts sharing are being presented. In order to build a working arena there must be no blind spots (i.e. what others know about one individual that the individual doesn’t realize about themselves). This requires feedback (both positive and informative) from each other so that there is a supreme lack of miscommunication in the arena. In the arena such variables as self confidence as well as trust, play a major role. In order for the foundations of the arena to be reinforced complete trust must be attained. In the arena there is also the unknown variable: this means that something in the future (some aptitude, etc.) that has not yet been discovered may play a role in building the arena. Flexibility is key in discussing and discovering this. Each of these elements is an essential part of workplace dynamics and proper functioning within the arena.

Stages In the Communication Cycle

Assertiveness

One key to a proper functioning arena is assertiveness; assertiveness can be attained by using these three simple steps: being an active listener, communicating feelings/thoughts, projecting positive possibilities. A person can be an active listener by truly focusing on what the other person is saying, and by asking relatable question prompts to the dialogue, thereby engaging the other person (think of how a journalist stays within the framework of the question so that there’s an even-keeled back and forth in an interview. Being an active listener also means showcasing one’s empathy. By directly stating one’s own feelings and thoughts it brings down the barrier of judgment and lack of decision. Often times people will not say what they think or feel because they are afraid of recourse or judgment and living with that in one’s mind prevents a person from allowing others to truly know them in the arena. Thus, without apology or proselytizing, a person should say what they think and feel. By projecting possible positive outcomes a person is able to influence other’s attitudes about a situation or feeling. It also projects one’s desired outcome to a certain situation and in turn showcases a person’s confidence and competence. Each of these elements is useful within a workplace dynamic.

Submissive/Non-Assertive

A sure-fire way to shrink a proper-functioning arena is to be submissive (sub being the operative word here meaning below – a workplace should never function below it’s possible capacity to work). Being submissive means projecting behavior that is apologetic (even when something isn’t one’s fault) or being watchful for fear of messing up. Putting one’s energy into paranoia or second-guessing oneself detracts from energy that would best be used in other parts of the arena. Also, this leads to low self-confidence. People do not respond well to low self-confidence especially if the person with low self-confidence is a leader. A leader is supposed to direct people and be sure of their path and in what direction they are leading people and the company. A person with low self-confidence will not be able to lead another person, let alone a roomful of people.Without knowing a proper direction the person with low self-confidence isn’t able to communicate properly, and thus it leaves a workplace in a state of confusion and chaos. This can be attributed to low self-confidence as well as allowing other people’s opinions of a situation dictate how the operation is run: this is the “too many cooks in a kitchen” scenario. People need a leader and direction, not a bunch of opinions that lead them through chaos. Proper direction allows for a better functioning arena.

Aggressive

Aggressive behavior in the arena is accusatory. It showcases disrespect to an environment that’s trying to foster growth through proper communication. When a person in the arena is aggressive it sets other people in an “attack” mode whereby they are automatically on the defensive for fear of being accused of something. This causes not only poor communication by makes people say bad things to one another. Aggressive people only care about their opinions and what matters to them; they do not allow positive influences into the arena, and therefore growth is curtailed. Since communication is about allowing growth to prosper in an arena it becomes apparent that aggressive behavior isn’t an ideal behavior to have if proper communication is a goal.

Understanding The Methods of Communication

The Communication Loop Process

Human beings are prone to error and therefore so too is communication. Miscommunication exists in how we express feelings, thoughts, etc. Effective communication is a seven-step process: transmission (either a vocal message/word-of-mouth, or a written message conveying some type of information such as an email), sending (pressing send on the email platform), language encoding (how the message is presented), method to convey (choosing to send an email, make a phone call, or have a lunch date), receiver receiving (opening up gmail and seeing you got an email, or checking your voicemail for messages), a decoder (language decoding available in the email itself), a sign that says “message received” (some emails platforms allow the sender to ensure that their message was read). By following this seven-step process error can be minimized. These messages can be in the form of an email, text, or a simple post-it note or verbal communication. In whatever form the communication takes shape in, all seven steps are relevant.

Language Barriers/Communication

Communication can be broken down into different forms: interpersonal, identity through communication, interpretation/perception, nonverbal reactions, and symbolism). There are obvious barriers in any relationship that Structuralist Theory doesn’t expound upon. These barriers can be seen through a cultural, societal, and personal scope depending on the nature of the couple’s relationship. These problems are further exacerbated with complexities in language, syntax structure, and pragmatic rules of language; all of these being verbal forms of communication. Nonverbal communication, however, does not lend itself to the miscommunications that abound in verbal communication through such barriers.

Hearing What We Want to Hear

People will often times not hear what a person is actually saying but only what they want to hear. This is true when the person isn’t a good listener (not true of the analytical person) and allows their ego to stand in the way of their empathy. To hear what’s actually being said, a person should pay attention to key words and phrases and have follow up questions to the communication.

Ignoring Conflicting Information

In any workplace arena there are bound to be misunderstandings and conflicts. When information is misread (as in the message loop via email, text, etc.) is misinterpreted then that information is quickly spread through the workforce and becomes a danger to copasetic arena’s and relationship. Ignoring misinformation just propagates poor communication. Command decision is a good trait to have for proper communication in the workplace.

Ideas and Thoughts about the Communicator

Bias and judgments will abound in the arena. It is important to allow preconceived notions based on gender, religion, economy, etc. to not dictate responses and feedback in the arena. A person should approach a communicator under the philosophical term “veil of ignorance” and approach the person as if they know nothing about them and merely pay attention to the message being given.

Nonverbal Communication

Nonverbal communication lends itself to a better way in which couples distinguish moods. This is done through the above listed forms of nonverbal communication. Bad moods may be voiced in a communicative relationship but passive aggressive coworkers express themselves through different nonverbal traits.

Emotions

Emphasis on verbal cues only may lead the relationship as an aggressive machine in which coworkers verbally tear each other apart; the arena becomes unstable and eventually explodes. To counter this, however, it must be added that nonverbal cues may also result in complete passive aggressive behavior as exemplified through posturing. Posturing can allow another person to glimpse into what kind of mood someone is in. For instance, leaning forward and toward another person can indicate that there is a common bond, or favoritism between the two individuals. In opposition of this, leaning backward is interpreted as disfavor. Standing still, stoic, and erect indicates that a person is self-confident, and slouching in a chair (or standing) indicates that the person is self-conscious. Each leads itself to understanding more fully how a relationship functions with these nonverbal cues. Verbal cues cannot send as strong a signal as these nonverbal cues: body language then becomes a type of lie detector. Eye contact is a strong nonverbal cue that helps in defining different functions of communication. Firstly, eye contact can help signify conversation beginnings and ends. Secondly, this nonverbal form of communication also relays feedback between the couple because the eyes can show whether or not the conversation is holding someone’s attention. Thirdly, eye contact relays emotions between the coworkers.A speaker’s gesturing can reveal how they’re feeling and can also be distracting. If the speaker is enthusiastic then their hand movements may prove to be distracting. People also tend to gesture more when they’re nervous. This may make a poor impression on a coworker (especially if the overly-gesturing person is a leader).

Distractions

A person may allow various distractions to counter improvement of communication in the arena. Such distractions may be emailing, Facebook, social media in general, lazy communication styles, etc. The point is to recognize such distractions and habits and to work to curtail them. These habits may be curtailed through communicating with human resources, a therapist, or a trusted colleague. If blind spots are to be utilized to a positive effect then such effort by colleagues is not unattainable.

Doing Too Many Things at Once

A person is only capable of doing so many things at one time. Attention and time may be diverted to one project and this will certainly leave another project lax. With proper communication a well-functioning arena will have less miscommunication and therefore will free up people and projects which in turn will help the arena function at its best capacity.

Jumping to Conclusions

Jumping to conclusions benefits no one. It fosters a breeding ground of rumors that further perpetuate miscommunication and waste everyone’s time. A better way to handle any questions is to simply ask one another or a superior whether or not something is true, thereby preventing personal blind spots and distractions/gossip.

Focusing on Speaker Instead of What is Being Said

Oftentimes a person will focus on the speaker (what they’re wearing, how they look, etc) instead of focusing on what the speaker is saying. Speakers need to be aware of their body movements and gestures. Their weird facial expressions, and unusual eye behavior (raising their eyebrow too much when they speak), or when they inadvertently touch themselves on the shoulder continuously, can all be distracting.  Also, people should not, however, be distracted by a speaker’s body shape. To do so is prejudice and further detracts from the speaker’s point.This was true when Kennedy ran against Nixon and Nixon was sweating profusely. The next day, all anyone could talk about was how great Kennedy looked on camera and how poorly Nixon looked. This detracts from the speaker’s message.

Styles of Communication: Analytical, Driver, Amiable, Expressive

There are four styles of communication: analytical, driver, amiable, and expressive. The analytical person is less emotional and less assertive: the driver is less emotional and more assertive, the amiable is less assertive and more emotional, and the expressive is more assertive and more emotional. Certain groupings don’t get along well such as analytical and expressive and the driver and amiable. In my case I’m an analytical person. I’m not very emotional (at least, I’m introverted when it comes to my emotions) and I’m not very assertive. I believe I bring a lot to the table and can be helpful but I’m not a driven leader, I’m more the leader’s right hand man. The leader can call on me for ideas but I don’t want to be put on the spot to lead others.

In the arena signs and symbols are important. These signs and symbols (through verbal and nonverbal cues) serve as ways of nonverbal communication. Signs and symbols can be interpreted as different things to different coworkers, as reality is defined by society, so to is it defined by individuals in that society. These signs and symbols depend on a shared history between the couple, without which, their stories remain fallow. As Homo narrans(story tellers) the narrative is important in defining what these signs and symbols mean. Working towards a workplace that, at its basis is free from distractions, mistrust, confusion, conflict, and misunderstanding is the goal of proper communication. Proper communication can be attained (for each four types of styles of communication) by following these skill sets/steps. Proper communication is the key to a proper functioning arena and working relationships. The work dynamic hinges on how well people get along and if people work together to get rid of each other’s blind spots, curtail gossip and miscommunication, and focus on working well together then a well-running arena can be attained.