Effective Communication 4 Leaders example essay topic

Running Head: Effective Communication 1 In order to be an effective manager in the work force today, one must have a very good understanding of the various ways in which people interact and communicate with one another. It is critical that good leaders display the ability to effectively communicate with their associates and subordinates as well as train and encourage others to demonstrate those same communication skills. By doing so, they will promote both a healthy and efficient work environment that everyone will be sure to enjoy. The first challenge in effectively communicating with today's workforce is diversity. The work force today is more diverse than ever and is rapidly becoming even more diversified as time passes. Leaders are already facing differences from many levels of society.

And with every new group that enters into the workforce, there are still the cultural differences such as customs, beliefs, and expectations that are thrown into the mix as well. All of this, as well as many other issues only further complicates the task of achieving effective communication on all levels. Perhaps the first and most obvious difference in the work environment is the difference of the sexes. Women Running Head: Effective Communication 2 possess a tendency to be more subtle or convincing rather than shouting out demands. Studies have shown that women are more likely to construct their requests in the form of suggestions or leading questions rather than be more direct (Adult Learner's Guide, 1999). The conflict is evident if one considers the fact that males possess the complete opposite tendency.

Men are often more direct and to the point. These two contrasting attributes are a fertile breeding ground for misunderstandings of all sorts. Women also do not hesitate to mix business with personal talk where men are more anxious to get to the details of the business at hand. For women this seems to be a double edged sword. On the one hand, the personal talk brings down some barriers and lets each one get to know the other so everyone is comfortable.

This works in their favor in situations where they are meeting a group or individual for the first time. But on the other hand, after they become acquainted, women have trouble separating their personal feelings and allowing them to enter into their business talk as well as their daily business activities. After the different sexes, different ethnic groups emerge as the next most noticeable distinguishing characteristics of individuals. People of different race Running Head: Effective Communication 3 have lived and worked together for many years but not without a fair share of problems. The United States have long been labeled as the "Great Melting Pot", and with good reason. American culture is by far the most diverse culture in all of the world.

Not only are Americans exposed to new and different ethnics groups more often, but different ethnic groups and cultures are experiencing each other for the first time in America as well. As people become more mobile on an international level, they experience a vast array of behavior. These behaviors will even vary as one moves across the country. Take for example the difference in just the northern and southern states and their preconceived notions each holds of the other. There are people in northern states that believe people of the southern states do not wear shoes or have running water in their households. Because of this false image, they automatically assume that southern people are of a lower intellect.

People of southern states tend to believe that northerners are rude and uncaring which is also a misconception. These types of preconceived notions are also present for every race and culture on the planet and they differ from culture to culture for each other. It is very difficult but even more important for today's Running Head: Effective Communication 4 leaders to put these preconceived notions to rest. One must remember that just because a person looks Korean, that it is possible that they have never even been to Korea.

They could very well be a forth generation American and therefore hold the same values and views as most all other Americans (Adler & Elmhorst, 1999). If this is true, they may be offended if someone was to treat them noticeably different or assume that they did not know how to do something. Even though a person has not voiced these thoughts, their actions can communicate these thoughts just as effectively. This is just one of the many types of subtle communication in which all people notice. It is imperative that leaders treat their subordinates and co-workers based on merit rather than assumptions made on their looks or backgrounds. A multicultural workforce is an asset only if each individual is treated equally and fair as the others.

As team members witness their leader treating everyone with equality and fairness, they will be more inclined to emulate these actions with one another. This will in turn help the group to value diversity and develop creative problem solving skills (Pierce & Newstrom, 1996). Running Head: Effective Communication 5 Different sexes and cultures are a couple of mindsets that leaders of today will have to struggle with, but what of the proper communication techniques that may be utilized? Perhaps by using the proper techniques, a leader will be able to cope with a more diverse workforce much easier. Effective listening is probably the single most skill in which will insure clear communication.

Studies have shown that people spend well over one third of their time listening (Adler & Elmhorst, 1999). However, people tend to go into an automatic listening mode where they start to make conclusions based on assumptions that they feel they already know. People are constantly agreeing and disagreeing with a speaker's comments and basing their conclusions on this list of agreements and disagreements (Pierce & Newstrom, 1996). Leaders must possess the ability not only to hear exactly what the speaker is saying, but extracting what the speaker is trying to say.

They must keep themselves from making any type of judgment until they are sure they understand the message the speaker is trying to portray. They must be able to separate the feelings of the speaker from the statement they are trying to get across. The best method for insuring that they understand the intended message clearly is to paraphrase Running Head: Effective Communication 6 what they have just heard. By paraphrasing, one of two things can happen. The speaker will agree with the paraphrased comment or correct the phrase with some clarification if needed (Adult Learner's Guide, 1999). Verbal techniques are not the only types of abilities that good leaders need to portray.

Being able to communicate non verbally is just as important as verbal communication also. Body language and expressions are a very important trait of communication. If a person sits in a conference with their arms crossed and their chin tucked down, this is a pretty good indication that they are not agreement with what the speaker is saying or they are unconcerned with the subject all together. Things such as this may not be a good way of communicating but a good listener or observer will key in on crossed arms, rolling of eyes, huffs of breath, nods of heads, or the many other nonverbal clues an audience may give.

By cluing in on these types of things, a speaker may see that there is a need to go back and clarify a statement or ask for a listener's thoughts in order to get their point across or correct a misconception the audience may have. All to often people make decisions but are afraid to ask for clarification. If a speaker reads some body language that Running Head: Effective Communication 7 expresses disagreement, they may ask for comments on the statement, allowing the listener to express a need for clarification. Speakers often times embed nonverbal gestures in their spoken language also. By using the word "you", a speaker tends to point a verbal finger at the person they are speaking to. This comes across as a personal attack and the person being spoke to automatically goes into the defense mode.

By selecting words more carefully, a speaker can be less threatening and more receptive. One such way to achieve this is to use the word "I" whenever possible, especially when trying to give some constructive criticism (Adler & Elmhorst, 1999). By doing this, the leader takes the focus off of the individual and replaces them with their thoughts and feelings and what caused these thoughts and feelings. This helps the listener see the situation unfold in their mind and have a better understanding of what their actions may have caused. By using this type of approach, people do not feel the need to be defensive and justify their actions. If leaders use this tool effectively, they may see that their subordinates and work Running Head: Effective Communication 8 associates will adopt this type of talk and once again promote a healthy work environment.

The implementation of these and many other effective communication skills will surely be one factor that creates the most effective leaders in today's business. Today's leaders can only succeed if they serve as a coach and train their subordinates as well as their fellow employee's. They must first be able to lead by example and demonstrate that effective communication is a vital key in a happy and successful workplace. They must be able to convince others to set their feelings aside and deal with issues at hand and as the workforce becomes more and more diverse, this will become a larger challenge. Today's leaders must understand that the varying methods needed to communicate are just as diverse as the environment in which they are needed.

Not all techniques will apply to all people, but by listening to individuals and hearing what they are truly saying, a true leader will be able to communicate effectively with anyone on their team as well as encourage effective communication throughout their team. Only when this type of communication is obtained can a workplace truly operate without the usual shortcoming and pitfalls that trouble so many of today's workplace environments

Bibliography

Adult Learner's Guide, (2nd Edition). (1999).
Adler, Ronald B. & Elmhorst, Jeanne Marquardt (1999).
Communication at work: principles and practices for business and the professions, (6th Edition). St. Louis: McGraw-Hill. Pierce, Jon L. & Newstrom, John W. (1996).