Perform A Communication Audit

Published Date: 02 Nov 2017

Unit Title or No: 5.3 Managing communication

Assignment Title or No:

Student Name: Jenny D. Fernandez

Name of tutor: Gina Maranca

Student Number: JF270400000185

Due date:

Student Contact Number: 07553889413

Student Email:[email protected]

CHEATING AND PLAGIARISM

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Student Signature: Jenny Fernandez Date:

ASSIGNMENT RECEIPT

Unit/ Assignment tile: Managing Communication

Name of tutor: Gina Maranca

Name of Officer:

Signature:

Date:

TASK 1- Research

In task 1 I perform a communication audit to review the communication within the organisation. In this task I used BUPA as a review basis for this research. BUPA is an independent health and care and market leader in health care industry. It is developing a stakeholder engagement programme to convey their key messages of value, simplicity and quality.  BUPA have identified a need for external input into the process in the form of ideas and challenge.  They wanted to ensure their story is reaching their main stakeholders, was and is easy to understand and that is contributing effectively to their strategic objectives. specialist facilitator or the note taker ran a dynamic session ideas were presented to the client in a strategic opportunities, threats and gaps report, stakeholder communication and organisational strategy has proven to be invaluable in progressing effective communication of ‘the BUPA story’ to all key stakeholders.

Technology is use in organisation to send and to receive information in many structures. Email can be utilized to give information to a single person or to deliberately share out information to as many members of the organisation. Video conferencing means that face to face communication can be simulate and happened at the same time to represent or arrange event to indicate co incident or coexistence communication can take place. This can impart chance for interpersonal communication with the removal of geographical constraints. Internets consents for the distribution of important information which affect everyone within the organization. This could include share price or communicating positive success within the organization to promote feeling of belonging.

Direct or indirect stake in an organisation can affect or be affected by the organization's actions, objectives, and policies because a stakeholder is a person, group, or organisation. In a business organization the key stakeholders include creditors, customers, directors, employees, government, owners, suppliers, unions and the community from which the business draws its resources.

All stakeholders are not equal and different stakeholders are eligible to different circumstances although stake holding is usually self-legitimising. . For us to communicate with the stakeholders the first thing to do is to communicate with the nurse they will be the right person to explain to the manager and the manager will support their subordinates if there is an incident happened. The appropriate thing for the carers to do is to document precisely all the reports on what happened.

TASK 2

In task 2 this is a formal report that is necessary to present samples, theories of communications and recommend a plan to improve communication within my organisation. Communication had many types the oral communication, written communication and body language. The most common methods of communication in management technique are written and oral communication. The universal form of communication that is widely used is the Oral Communication. We inform our colleague of our decision and to provide information using words verbally. Oral communication can be done by either face to face or by phone. As I work in a Nursing home I need to develop my both listening and speaking skills so that my co-worker or the person that will receive my message will have a clear understanding of what I am saying. Vice versa the person who will receive the message would also need to apply much concern to make sure that they clearly understand what is being said. Writing is also a form of communication it is use to provide a detailed information. In Oakliegh louge nursing home we also used written communication to send documents and other important materials to the stakeholders, which could then be stored for use as it can be referred to easily as it is recorded. Contracts, memos and agenda of the assembly are also in the form of written communication. Verbal communication has been switch to a huge point by a quicker mode of communication and this is email. Our nursing home is also using the videoconferencing and three-way or the multiple way of phone call with several individual at the same time for the message to relay quicker or faster than the oral and written communication. Email is another form of communication this the latest way to communicate that even if you are at the other side of the world you can communicate with your friends or colleague even to your managers and stakeholders with the use of technology and internet. Another type of communication is Body language. Smile, gestures, and other body movement can transmit a message to the other people that surrounds you. When I’m working with the clients and my co employees I need to maintain eye contact for us to have a harmonious working relationship for them to feel and to acknowledge that I am sincere, serious and confident on what I am doing and it coordinates my language and my gestures.

We are aware that there are some levels of differences in the people working in an organization; Conflicts arise when two parties have a common interest or concerns with different point of view or disagreement on how to achieve their goal. Conflict also helps to elucidate the right problem and accurate desires of both parties for the good of the organization and the company. For us to manage conflict we have to work to understand the true issues and to develop strategies or solutions that will manage it or to have an agreement to solve the issue.

Oral communications is a spoken communication meaning through mouth this includes individuals conversing through direct or telephonic conversation. There are some mode of oral communication these are speeches, discussions and presentation. One significant way to build rapport to our client and trust to our workmates is by face to face communication. The advantage of oral communication is the complex awareness and clear in oral communication. There is no aspect of stringency in oral communication.

There are advantages in oral communication, Assessments and evaluations can be made instantly without any hindrance. Oral communication also conserves strength and money. Oral communication also helps to solve problem easily. People involve in the problem can talk, argue and at the same time they can solve the problem by discussing it. Oral communication is necessary for teamwork and company energy because it encourage an approachable and heartening self-confidence among organisational employees. Oral communication is also excellent in passing on personal and restricted information to the client, organisation and even among employees.

Communicating skills are the skills necessary to use language to interact with others such as reading, writing, listening and speaking therefore these skills alter individual to share knowledge, ideas and feelings and to carry-over meaning among them.

Communication has many definitions. From the very simple definitions which restrain communication to the 'transmission of information' to wider thoughts about the distributing and negotiation of meaning the scope of communication. The effect of communication and interpersonal relationship is to work with harmonious relationship with the manager and the employees and to avoid conflicts.

In addition to that, the circumstances of relationships with other people in intra-communication (communicating with oneself), communicating takes place. This is where interpersonal ability gets into the picture.

Daniel Goleman uses the term 'social intelligence' to refer to our ability to 'act wisely in human relationships.' (Social Intelligence,2006). He divides social intelligence into two capabilities:

Social awareness - denote to ability in empathy, interpreting another's ideas, feelings and intentions, and acknowledging how the social world how it works.

Social facility - pertains to moving smoothly at the nonverbal level, self-presentation, issues and interests.

Be precise about what your represents are showing when creating to selection criteria.

Some form of written communication skills include:

Ability to write a media release that generates message

Ability to write a composition or concise according to the imposed structure and word length

Some form of oral communications skills include:

Ability to response public queries by telephone

Ability to run and take part in meetings

Ability to make proposition.

When you consider situations where there are interpersonal skills enter the picture with:

Different priorities and expectations that produce conflict, misunderstandings, disagreements

Disobliging behaviours such as keep knowledge, not meeting engagements, power games

Organization found some common communication barriers

1. Perceptual Barriers: The most popular problem encountered is that of the different opinion between two people. Every individual give incline to a need for useful communication of the varied knowledge. Example if you’re working with different individual character we have to acknowledge them and try to perceive what they are trying to express.

2. Emotional Barriers: the fear and doubt where our emotional barriers form which hold us from communicating with our co-workers is the second important barrier. We have different reaction in every situation that we encounter. To resolve this barrier we have to understand each other feelings and emotions.

3. Language Barriers: Language that distinguish what we would want to mean and communicate to others, May at times, work as a barrier to them. The greatest compliment we can offer to another person is by talking and effectively communicating to them in their foreign or domestic language in today’s global assumption. We need to realise that the native language of employees can be different and distinct from anyone else’s. In our work place we have different language and different style in pronouncing terms as a member in our team we have to understand or give them ample time to comprehend on what are u talking about for us to work in an harmonious relationship.

4. Cultural Barriers: The world is combined of various cultures. A cultural barrier originate when 2 persons in an organization dwell to different faith, states or countries. If someone in our workplace has different beliefs we have to respect them. In my workplace we have a client that is a Muslim and we know that they pray 4 times in a day, we have to respect or give time for them to do their prayer before doing any procedure to them and if the client is a female they prefer a female carer to do any procedure for them.

5. Physical Barriers:  one of the important factors in building powerful and structured teams is closeness, researches imply. This kind of barrier forbids team members from good interaction with each another. Example a person cannot get the care they need because of physical problem like speaking difficulty from a stroke client they cannot tell properly to the nurse what they want or need, to resolve this problem the nurse should know all the clients need or demand before they ask.

In conclusion, it is important to always remember the importance of communication in organisation .The methods of communication you choose could in a sense make or break the management structure of your organisation and could also affect your relationship with customers, if not chosen carefully. It is vital therefore that you spend some time choosing the right methods to aid you in your management tasks. As part of the organisation I observe that we need to consider other people’s faith and belief inside the organisation so that we can understand each other carefully not only by words also by faith.

Task 3

Assessing my knowledge, skills, personal attributes and behaviour and their effect on my managerial ability will be explained with a personal SWOT analysis (Strength, Weaknesses Opportunities and Threats). This is meaningful tool for all kind of circumstances in organizations for understanding and decision-making. The Strength and weaknesses is the interior surrounding, the circumstances within and individual or the organizations. Elements relating to the skills, performance, services, reputation are the strength and weaknesses. While the factors relating to environment, competitions, society, trends are the Opportunities and Threats. These are the exterior environment, the circumstances outer organization. In my organization the strength that I have, I can easily adopt to the assigned task and flexible to work with my colleagues. I can work under pressure and motivate my subordinate to move fast or quick. I am also a good team player and effective communicator which a very important tool in my kind of job. The opportunities I have in my place of work are the training that I have attended, available to me and the knowledge I gained during my studies. The newly innovated facilities and technology development are the opportunities that my organization has. The weaknesses are the gaps capabilities and distraction. My weakness is that I can’t manage to work effectively under pressure especially when I have personal issue like family problem is which affect the way I carry out my job and also my co-employees that are uncooperative. Threats are environmental effects like extreme cold weather that affects my clients and the defective equipment that being used by my co workers and not being reported to me. Since I know all my strength, weaknesses, opportunities and threats I will apply them all at work for me to become a good manager and to inspire my colleagues to work with good relationship and peaceful working environment.

Based on this assessment, my priorities for further development is update training and development to improve the way I carry out my job and be more professional. I will always lease with my manager or supervisor on how I can develop my knowledge, skills, personal attributes and behaviour to improve my managerial ability.

Regular feedback from my manager, colleagues, service users, key people and others will help me to identify where I need to improve or develop to make my work better. Also self evaluation and performance appraisal will help to improve my managerial ability. Research on the internet, reading books, listening to news, attending workshops or seminars and be a very good observer will make me an efficient and effective manager who will bring about an improvement to my organisation. Communication if not selected precisely it could influence our relationship with your clients. The means of communication we select could in a sense make or break the management structure of our organization. It is critical therefore that you take spare of your time in choosing the right methods to give support to your management duty. Misunderstanding and disagreement can be a cause of annoyance and distance this can lead to poor communication skills a springboard to a stronger relationship and happier future. Keep the communication to be effective so that we generate more affirmative results. We should always remember that the objective of effective communication skills should be a reciprocal perceptive and discover a clarification that gratify parties, not winning the arguments or ‘being right’. In every situation this doesn’t work, sometimes it improve to grip hand or continue physically attached as you talk. This can take you back that you still think about each other and normally maintain one another. Always remember that it’s significant to stay respectful of the other person, even if you don’t like their actions. The primary step in developing or improving communication skills oblige that you reflect your insight of what communication is all about. Many people concentrate on articulation as the most significant aspect of the method of communicating. While verbalization is very vital to the procedure, it is not just the ability that is compulsory to successfully communicate. There is also necessitating sharpening listening skills and the ability to develop visual information in processing and responding to information. In order to achieve this, it is imperative to speak clearly, converse in an even and well-paced tone, use body language to help strengthen your verbal presentation, and frequent eye contact as you speak. The most important thing to remember is that effective communication skills and method improve the more you use them. For this cause, it is a good scheme to not see communication skills as gear you only apply in the workplace or some other isolated area of your life.