1           Introduction

An effective communication skills needs to make reliance on inclusive communication process, along with offering consideration to interpersonal, intercultural and verbal and nonverbal cues of communication. In an underlying report, two instances of effective as well as non-effective communication messages are provided, along with offering justification of their being effective or non-effective. Finally, suggestions are being made to improve poorly constructed communication messages in the light of communication theories.

2           Details of Communication messages

3           Effective Communication Cases

3.1         Request for Change of Schedule

While working as an internee, I have received a mail from one of the colleague, whose message has targeted all the team members. The effectiveness of this message is based on the notion that it has clearly mentioned subject, which clarifies the purpose of the email. Prior to starting communication, greeting gesture is presented to the audience, which according to Hänninen and Karjaluoto (2017) is important for initiating communicating at good grounds. Additionally, it is mentioned by Thompson (2018) that when communication messages are not started with greeting, the people from collective cultures are likely to feel offended, as they might consider it rude. The greeting to everyone in this message has supported in-group norm and thus strengthened the sense of team work.

Followed by this, the key communication message is well constructed and has clearly explained the issue under consideration. The communication is precise and at the same time it encompasses all the necessary details to make it complete. In the views of Evans et al. (2017) any communication which include too much or too little information is considered as ineffective, as it losses the purpose and might create sense of irritation among the reader. Additionally, the purpose of message should be clear in effective communication message and in this email, the request for swapping of shift is made in clear and concise manner, showing the effective description of the communication message.

Additionally, the message has focused on the aspect of lateral feedback, by encouraging the peers to respond to the message. The solution oriented feedback is termed as effective by Habib and Mucha, (2018) and same has been encouraged in the given communication message, as all team mates are encouraged to offer solution to the problem of Jeff

Additionally, it is considerable that given the email mode of communication, the aspect of nonverbal communication is missing. However, in one way mode of communication, the inclusiveness and completeness of message is mainly linked with clarity of message, use of simple and easy to understand language and consideration to the audience’s ease to understand the message. All of these aspects are considerably addressed in this message, showing that it is highly effective.

3.2         Mirror Replacement Message

The message received from Divine Décor is highly effective, as it has responded well to the query of replacing the mirror and clearly encompassed all the required details. The completeness, clarity, conciseness and coherence are clearly evident from this email and it can be noted that email has started with a perfect subject, thus providing clear introduction of the message.

As aligned with the views of Thompson (2018) the efforts of the reader are clearly appreciated, by referring to previous communication details. The aspect of solution oriented feedback has been encompassed in this communication message, which shows compliance with the views of (Thompson, 2018). Additionally, any good message is needed to solve the issue at hand Sindhu, Safaria and Deshmukh (2020) and this email conversation has clearly provided solution by mentioning that brand new mirror will be provided along with gift card. In addition to this, the effort is being made to maintain an effective future relationship, which shows that communication has encompassed the aspect of sincerity as well as of logic (Yoshida et al., 2018). Based on the provision of right information, avoidance of any redundancy, use of understandable language and consideration of reader’s concerns, it can be considered as an effective communication strategy.

4           Ineffective Communication Cases

4.1         Advertisement Appeal

The email which is mentioned in figure 2, is the example of promotional communication messages which are received from random individuals on almost daily basis. This communication can be regarded as highly ineffective, as it has vague and unclear subject which makes it complicated for the reader to understand the purpose of message, when it is first viewed (Sindhu, Safaria and Deshmukh, 2020). It is stated by Nakayama and Martin (2017) that when reader cannot understand the purpose at first glimpse of the message heading, which is subject in this case, then such message loses its attractiveness and meaningfulness in the eyes of the reader.

The sender has not clarified the reason of writing the message in effective way and use of language in this message is also not good. The last line of the email which has mentioned detail of experience and area of expertise, should have been encompassed in the initial lines of the message. It is showing that structure of the communication message is not clear and meaningful information has not been added to attract the attention of audience (Oetzel, 2017). Additionally, the good communication is said to include aspect of logical persuasion (Peña-Acuña et al., 2017), which seems missing in case of this message. Additionally, there are lot of spelling mistakes, which affect the presentation of the message. Based on all these aspects, it can be maintained that this communication message is not effective.

4.2         Conversation with Diverse group

Another instance of ineffective communication is linked with engagement with a diverse team of players during the work project. The communication between an American and Japanese team mate has went bad when aspect of cultural difference was completely overlooked by the American team mate. The group task has needed the consensus of each member but it was noted that American individual was aggressively contributing and negating the opinions of others, while the Japanese was quiet to the extent that he did not defended his point well. The difference was linked with variances in cultural norms and values of the individuals, whereby Japanese held collective values and did not want to violate the in-group relationship. On the other hand, American participant belonged from individualistic culture and had minimum concern about preservation of in-group relationship (Hänninen and Karjaluoto, 2017). The gestures and nonverbal aspects of communication have indicated that American group mate had stiff expressions and shown minimal feelings of empathy.

The reason for ineffectiveness of this communication was based on the notion that intercultural communication values were not included substantially. Both the verbal as well as nonverbal cues used by American team mate were offensive for the Japanese team mate and it has negatively affected the usefulness of communication. The firm eye contact, harsh tone of voice and aggression in facial expression was evident from the communication of American team member, which was not complied with Japanese cultural values (Nakayama and Martin, 2017). The result was in the form of ineffective outcomes of the group exercises.

5           Methods to Improve poorly constructed communication

In order to construct communication in effective manner, it is highly important to communicate in the neutral and positive manner, with an aim of assuring that message is delivered effectively. In this regard, consideration is needed to be offered to both verbal as well as nonverbal cues of communication, such that accurate meanings of the message can be preserved (Evans et al., 2017).  Additionally, the consideration is needed to intercultural components of communication, which can hinder the effectiveness of communication, when ignored. In order to construct communication messages effective, the cultural sensitivity is needed and respect to cultural differences is highly encouraged (Gudykunst, 2004).

Additionally, the communication message should be complete and it should not include too much information. The purpose of message should be clearly defined in the communication and respect should be offered to the opinions (Habib and Mucha Sr, 2018). When message, does not considers aspect of empathy, then views of audience are ignored and message become ineffective.

6           Conclusion

It is concluded that in order to be effective, any given communication needs to consider the aspects of good communication which addresses both verbal as well as nonverbal cues. Additionally, it is notable that when aspects of intercultural communication are ignored and interpersonal values are not considered well, then effectiveness of communication is largely hindered. The report has provided instances of two effective and two non-effective communications.

References

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Habib, A. and Mucha Sr, M., 2018. The Lifecycle and Effective Communication of CSR to the Stakeholder and the Public. International Journal of Economics, Business and Management Studies, 5(1), pp.1-8.

Hänninen, N. and Karjaluoto, H., 2017. The effect of marketing communication on business relationship loyalty. Marketing Intelligence & Planning.

Nakayama, T.K. and Martin, J.N., 2017. Critical intercultural communication, Overview. The international encyclopedia of intercultural communication, pp.1-13.

Oetzel, J.G., 2017. Effective intercultural workgroup communication theory. The International Encyclopedia of Intercultural Communication, pp.1-5.

Peña-Acuña, B. and del Henar Sánchez-Cobarro, P., 2017. Socio-emotional skills and business communication. Procedia-Social and Behavioral Sciences, 237, pp.914-918.

Sindhu, S., Safaria, M.R. and Deshmukh, M., 2020. Impact of Effective Communication During Competencies Assessment In Development Centres. Our Heritage, 68(1), pp.3373-3385.

Thompson, N., 2018. Effective communication: A guide for the people professions. Macmillan International Higher Education.

Yoshida, T., Indurkhya, B., Larson, J., Dujmovich, J. and Keith, B., 2018. Integrating intercultural communication into the language classroom. Speakeasy, 30.