The Art of Communication as the Language of Leadership

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Table of Contents

Organizational Communication
Lessons Learnt
Communication ODP
SWOT Analysis Referring
Gap Analysis
Measuring Table
Recommendations for Improvement
References List

Organizational Communication

Organizational communication can be defined as the critical analysis and consideration of the importance of effective communication within any organized setup. It can be either formal or informal, where ideas are shared from one department to another (Li et al., 2021). For it to be effective, certain skills and relevant knowledge must be possessed by the employees. This is due to the daily interactions and consultations, which need the concept of sharing opinions. Through this, the main goals and objectives of the organizations can be achieved. This paper elaborates on the importance of communication in leadership regarding experiences at the workplace.

Regarding this research topic, I recall an experience I encountered while working in a particular organization dealing with graphic design. Our manager was very determined and believed that for any success to come through, an individual must be dedicated to achieving it. He believed that teamwork was the utmost act of work and encouraged all of us to share our knowledge and ideas without fear. He could organize meetings and spend most time coaching and mentoring us on the importance of applying effective skills when dealing with customers. Further, he emphasized that our daily interactions should be friendly and effective. Ideas and opinions could be shared freely even with the supporting staff who were ranked low in the company. To ascertain whether his employees were going in accordance with his expectations, he organized individualized meetings. He could measure each employee’s level of communication and the art of service delivery.

One day, as I reported to work, he summoned me to meet him in his office. The main agenda was to discuss how the art of communication is the language of leadership. During the meeting, he asked me about areas that should be worked on as a leader, especially in the manner of leadership. Keen attention was paid whenever he was talking, and he observed turn-taking. Since I knew of effective communication from my studies, I advised him on some of the strategies to be adopted to improve the mode of interaction.

Lessons Learnt

From this experience, I learned that for any organization to be successful, interaction skills are very critical. It improves customer satisfaction through improved service delivery. Due to the different characteristics individuals possess, coming to agreements on some issues can take time and effort. Therefore, the employees must be very flexible and be willing to adapt to the changing situations. Through this, they will be certain their customers and increased sales will be realized.

Mentoring and coaching session by the manager leads to improved skills acquired for workers since they are equipped with new knowledge. They, therefore, learn the current trends in communication where traditional modes have been eliminated. Digital devices have become common, and failure to use them effectively can lead to harm. For instance, social media platforms have become common, but when misused, they can spread false information, which may ruin the organization’s image. Further, cyberbullying and scamming can occur by unauthorized individuals using the names of genuine organizations.

The importance of tone, body language, word choice, and message clarification are critical aspects of communication. A polite tone is preferred when offering services to get a clear hint of input. Informal words which may insult an individual must be avoided since they may interfere with one’s emotions. Circumstances may arise, which can lead to quarrels, but the situation can be changed by the tone applied. Words such as sorry, excuse me, and pardon can be applied in such scenarios for clarity. Body language usage should be limited due to the differences in cultural diversity. They may present conflicting meanings since each culture has a different view of a particular body language. Message clarification in all circumstances is essential to ensure instructions are followed.

The above is especially applies when a client needs a particular design, and failure to follow the instructions given can lead to conflicts. Therefore, both the receiver and origin of the information should be articulated.

Communication ODP

Goal	Activities	Duration	Frequency	Costs	Training	Resources	Challenges	Key person	Feedback
Create a communication platform without ambiguity	1a) Mentoring in developing effective communication skills	Nine months	Twice a week	c.a. € 900/per person	Incl.	External mentors, team leaders, employer	Expensive since not all employers can afford it, and it is time-consuming	Team mentor	After the training
	1b) Practicing communication skills in through individual meeting	Two months	Once a week	n/a	n/a	Online websites	Due to the busy schedule, the manager might not find enough time to meet each worker	Manager	During the meeting
Adoption of the new modes of communication like Google Meet apps	1a) conducting Google meetings	Four months	Thrice a week	c.a. € 500/per person	Incl.	Google meeting apps, employed personnel.	Difficulties in learning the operation feature of the new app	Employed IT expert	Through the Google Meet app
	1b) creating Google Meetings and participant	1b) 1 week	Daily	n/a	n/a	Individual phones	Risks of illegal participants joining meetings through shared links	Team leaders	Through the app itself
Application of positive reinforcements to improve communication strategies	1a) individual presentations to access skill mastery	Three weeks	Daily	n/a	n/a	External employee	Difficulties in accessing the many employees	Company manager	After the presentation
	1b) Team presentation	Two weeks	Daily	n/a	n/a	Team leaders	Difficulties in getting specific times when all employees are free due to specialization	Team manager	During the presentation

A communication ODP is critical in any structure since it gives the main goals and objectives to be followed. Further, a list of activities to be done to achieve the desired outcomes and the resources required are set in place. Elimination of ambiguity can be eliminated by making a better decision on the choice of words to be used. Circumstances such as using contradicting phrases result in changes in the intended meaning. The stunning and cheeky facial expressions should be avoided as they may have negative implications.

The application of modern technologies plays a critical role in improving the means of interaction. Platforms like Google Meet, Facebook, and Twitter have features that enable people to interact worldwide. This brings the world into a global village where freedom of expression is practiced (Mohd Aman et al., 2021). Current market trends and new customers can be reached easily when they can order goods and services online. Physical meetings are no longer used as individuals have a better option. Production costs incurred reduce due to less workforce usage and preference. Digital machines make work easier and faster. Environmental pollution has become low due to modern means of dumping waste. This creates a conducive working environment where quality service delivery and increased output is the ultimate goal.

Threats such as competition from developed organizations can lower the number of sales made. Therefore, any organization must continue its existence by developing coping strategies (Weng & Xin, 2022). Organizational culture is another aspect that influences the mode of operation. The brand strengths can be maintained by offering promotions frequently as a mode of retaining customers. This will increase their urge to obtain services as the incentive appeals to them continuously. Considering customers’ cultural differences and preserving them is a goal that leads to success. Individuals who may feel their rights are disrespected develop a negative attitude. Through this, they may spread a negative environment to the community, which may go against their activities.

The training of staff members to be proficient with the current trends requires enough resources. Computers used may be insufficient, giving employees challenges in doing practical work. Skill proficiency becomes a limitation since there are unequal opportunities. In some cases, the devices used have yet to be updated to digital forms and cannot work as expected. This calls for the need to purchase new items, which are very expensive. Negative morale on the adoption of IT in communication is a threat that leads to insufficiency. Some individuals prefer the traditional modes, which have more disadvantages. Mentoring programs should be organized where they are informed on the importance of adopting technology.

Feedback to access the achievements made can be in different forms. Firstly, online questionnaires can be filled out where random questions concerning the mode of teaching are answered. They are customized and can be used to attain the most confidential information. Negative leadership scenarios can be pointed out; giving managers hints on what improvement is needed. Online presentations where PowerPoint features are utilized are adopted for accessing the skill proficiency.

External mentors in counseling emphasize the sharing of ideas in different forms. Teamwork between the employees is created as they are advised on the need to work together. Coordinated interaction creates a conducive working environment that favors every individual. Differences in opinions are accommodated, making the division of labor easier. Team managers learn from other leaders about better means to use to make their organizations successful. Organized workshops can create opportunities for demonstrating unique talents and abilities.

SWOT Analysis Referring

A SWOT analysis is a communication strategy that organizations use to improve their communication strategies. It looks at the existing markets’ strengths, weaknesses, opportunities, and threats, which may affect its operation (Wu et al., 2022). Being aware of the upcoming challenges enables the development of necessary actions to be taken. Organized training can be made to prepare the employee’s mentality and adapt to existing change. Through this, even modern technological advancements are applied to increase the quality of services.

Strengths refer to the strongholds within an organization, which make the production process easy. Clearly set objectives and goals give direction to the employees by acting as a guide. Workers with experience leads to improved customer service hence higher output. A leader with efficient leadership and communication organizes coaching sessions, which educate the team on handling customers. Use of modern and updated technological devices reduces labor work hence cost-efficient. Opportunities refer to platforms available for improving the working conditions. Impacting knowledge to newly admitted works makes them adjust with the new trends. Mentors and team leaders also facilitate sharing of concepts and creativity is the realized outcome.

Weaknesses refer to the areas, which need improvements for better progress. Insufficient time for coaching creates challenges where most workers have communication difficulties. Customers change in service preference and insufficient money to purchase digital devices are some of the weaknesses. In some cases, adoption of new technology becomes a challenge to some members since they prefer traditional methods. Threats refer to the external forces like higher taxation, technological shifts, and competition that hinder the operation of production activities.

SWOT Analysis

Strengths

Clear set goals and objectives governing the organization
Hardworking employees with more experience
Improved customer service delivery
Team manager with effective communication and leadership skills
Improved technological devices and IT experts
Continuous coaching on appropriate skills for communication

Weaknesses

Little time for mentoring and coaching activities
Negative morale of workers to operations leading to the adoption of the available technology
Customers change in preferences with the current advancements
Poor communication skills by some employees
Insufficient finances to equip the organization with technological devices

Opportunities

Education on the new online communication platforms for timely information distribution
External support from mentors and other team leaders

Threats

Stiff competition from developed companies
High taxation levels from the government
Technological shifts and advancements

Gap Analysis

Focus areas	Desired future state	Current state	Identified gap	Action plan
Application of information technology in communication	Proficient computer skill possession by all employees	A large number of employees unable to in cooperate technology into communication	High illiteracy levels on IT usage among employees	Teaching workers how to use digital platforms of communication like google meet to conduct meetings online
Leadership	Educate all members on the importance of leadership skills and the need to be leaders in all circumstances	A position where the manager is seen as the main leader who should make policies and implement	Incompetent leadership skills among the team delay some action plans.	Team mentoring and coaching on leadership traits in the workplace
Communication barriers	Workers to be in possession of effective communication skills	Most employees well equipped with appropriate modes of interaction	Some individuals lack strategies they can apply while interacting with customers

Measuring Table

Measures	Time	Resources	Impact / Success
To apply modern communication platforms in conducting activities like meetings online.	An organized meeting can be made with the IT expert to plan on the skills to be learned and a favorable time to practice.	Online Google Meeting to make a checklist of the required resources and availability of the workers for training	After two months, face-to-face interactions will be made by the tutor to countercheck the skill acquired.
	Organize a weekly online meeting to familiarize themselves with the features of the platforms	Extra time was created for follow-up and more practice on the trained knowledge.
	In a period of three weeks, skill acquisition can be tested through presentations.	Feedback is done by organizing individual presentations to verify skill mastery.
Application of proper and effective communication skills in the workplace	Training can be conducted by the manager to access the worker’s position in communication.	Organization of a training session where demonstrations will accompany practical work.	After a period of one month, questionnaires will be distributed and filled out to verify the achievement of objectives.
	The individualized meeting between the manager and workers to identify gaps in speech.	Face-to-face sharing of ideas and noting the weaknesses in each individual.
	Team presentations illustrating effective communication skills and their application in the workplace	PowerPoint demonstrations on formal and informal communication strategies
Integration of modern means of using improved arenas for communication	The external tutor will be allowed to demonstrate the use of online communication platforms	Online websites contain guidelines and clips illustrating the operation of the Google Meet app.	By the end of the training, individuals should be able to use other means of communication learned and apply the relevant skills.
	Individual creation of Google Meetings and explaining how it operates.	Videos where guidelines have been organized in a manner that is easy to read and follow.
	Personal presentations to other employees on the importance of adopting the new modes.	3. laptops in the organizations fitted with guiding resources to enable continuous practice

Recommendations for Improvement

In case of communication deficiencies, certain recommendations must be implemented to improve the situation. Their impact may not be felt overnight, but it can be improved with dedication and hard work. Whenever possible, a business mentor may be involved to offer guidance and counseling on what strategies should be adopted. Investing in communication can be one of the greatest achievements in any organization as it creates order and resilience, which eventually is realized in the general output.

Giving Audience Undivided Attention

During meetings with the staff members, the manager must pay full attention to their ideas. In some situations, they may be pointing out mistakes they may be afraid of discussing at individual levels. Further, phones should be kept out of reach to avoid the creation of disturbances. Eye contact with the audience should be maintained to ensure each individual is focused and present in the meeting. The individuals should be given chances to ask for clarifications in areas of doubt to avoid bias.

Making Follow-Ups in Writing

Organized speeches should be presented in written form to act as backups. The audience should be encouraged to note important points since they may not remember everything said. This facilitates future references where coaching may be needed. In the case of new members, the notes can be used for training and mentoring on the important communication strategies. Mistakes made I future can be well charged from this evidence where rules and regulations had been made clear.

Been Selective in Body Language

Communication cooperates with nonverbal cues, which vary from one community to another. A relaxed mood and facial expressions should be adopted while communicating with employees (Ebbesen & Froemke, 2021). Arms should be maintained by the sides rather than crossed over the chest. This is a defensive posture that may leave the audience in doubt. Engaging the audience through the question-and-answer method keeps it active and lively. Through the interrogation, hidden aspects that are relevant to the manager can be revealed.

References List

Ebbesen, C.L. and Froemke, R.C. (2021) “Body language signals for Rodent Social Communication,” Current Opinion in Neurobiology, 68, pp. 91–106. Web.

Li, X. et al. (2021) “Relationship between emotional intelligence and job well‐being in Chinese registered nurses: Mediating Effect of Communication Satisfaction,” Nursing Open, 8(4), pp. 1778–1787. Web.

Mohd Aman, A.H. et al. (2021) “IOMT amid covid-19 pandemic: Application, architecture, technology, and security,” Journal of Network and Computer Applications, 174, p. 102886. Web.

Weng, M. and Xin, J. (2022) “On the English translation and its communication effect of Cultural Intangible Heritage in Zhejiang Province from the perspective of communication theory,” Advances in Social Science, Education, and Humanities Research. Web.

Wu, C., Wu, L. and Jin, P. (2022) “Effect of SWOT analysis combined with the medical and nursing integration emergency nursing process on emergency treatment efficiency and prognosis of patients with acute myocardial infarction,” Emergency Medicine International, pp. 1–6. Web.

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