Unit 02 Communication (M/616/9038) Assignment Sample

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LO1 Understand different forms of communication and their application

1.1 Explain different forms of communication and their application within the organisation

Communication is the process of the sharing of the information, thoughts and ideas among the different people using the different means. These means are chosen as by the sender and receiver of the message as per their convenience (Liu et al, 2022). There are several forms of communication that can be used in the organisations for the effective sharing of the information and ideas.

• Verbal communication: the information in this type of communication is shared using the spoken words or orally. This is a speech based process which leads to the interaction of the two people when they meet. It is the fast type of communication that delivers the messages and gets the feedback right away. It is used in the organisations in the discussions and presentation in the meetings, managers providing the instruction to the employees and explaining the policies and procedures to carry out the certain tasks, etc.
• Written communication: This is the form of communication which involves the process of sharing the thoughts and details through the written methods. This may include the emails, letters, reports, etc. in the organisation. This is effective in clear and better communication in the work and follows the professional language to convey the message (Rachmad, 2022). This also act as a proof of the details that can be assessed later when needed. For example, the financial reports of the organisation can be categorised under this form.
• Digital communication: this communication uses the means to share the ideas using the digital modes such instant message services, emails, work group chats, social media, etc. These are shared by using the electronic means that is via mobile, internet, video calling, etc. This is used in the organisation that are effective in easy and accessibility of information at any time when needed (Luo et al, 2022). For example, the use of video calling during the meeting with the other parties that are not physically present but can be contacted using this online method for meeting and discussion.

Samples and reference materials help students improve assignment structure and academic results. As a reliable assignment helper in UK, we guarantee originality and excellence. The Unit 02 Communication (M/616/9038) Assignment Sample explores verbal, written, and digital communication types, active listening methods, constructive feedback via CORBS model, managing tough discussions, and leading meetings proficiently. Strictly for educational purposes only.

Unit 02 Communication (M/616/9038) Assignment Sample

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1.2 Explain the use of active listening

Active listening refers to the complete engagement and attention when a speaker is delivering the message. It shows the way the listener is interact with the speaker and leads to the feedback in the desired manner. This is crucial for the practice of the effective communication process completion. There are various signs that shows the active listening is being practiced during the conversation between the two or more people.

• Body language: it plays essential role in the process of active listening which shows the attention of the listener through the identification of the body gestures. This gestures involves nodding, eye focus, facial expressions, etc. (Rachmad, 2022). For example, in the organisation this can be seen during the training session when the manager is explaining the process and the employees are listening by making the eye contact, nodding and reacting to the manager.
• Verbal nods: Verbal nodes in the active listening can involve the reaction to the speakers using the spoken words. These shows the involvement of the listeners in the process of the communication in the attentive manner. For example, the employees when the superiors before proceeding with the discussion asked if they have questions regarding the policies explained till now reacted as “yes, sir.”
• Summarising: this can help in identifying if the listener has understood the message delivered by the speaker well or not. This shows the active listening of the listeners to the speakers and level of understanding for the better communication process (Rachmad, 2022).
• Paraphrasing: this can be involved in the practice of the active listening to the process of communication. This effectively clarifies the doubts and errors in the understanding of the message that is being delivered by the sender. This shows the attentiveness of the receiver to the speaker and helps in the active listening in the process.

1.3 Explain how to provide constructive feedback

Constructive feedback during the communication are the suggestions provided in a way to help improve the behaviours and actions of the others. This gives the information on what went wrong and what is needed to be improve. It mainly aims positive results and foster the growth and development of the individual (Qin et al, 2021). This can be provided in a following manner:

• This does not target someone personally and can be provided in a general manner if possible and present some examples. Based on CORBS model, this helps in clear, owned and specific way of feedback. This also starts with praising the individual first before starting to tell them about their negative sides or the areas of improvement. Based on CORBS model of feedback, this will benefit in balancing the positive and negative during the process. For example, the superior may start with telling the employee that they did well on this project which led to the growth in the sales. However, in another project they lacked few details which impacted the overall performance and needed to pay attention so that it won’t be repeated. The manager can also mention providing additional support that can help improve the employee in a better way.
• While giving the constructive feedback, it is essential to choose the right time and place. Based on CORBS model, this is required to understand it for the better professionalism in the effective communication process (Rachmad, 2022). For example, the superior for this process can call the employee in cabin and not to share it in front of other employees. This is effective in improvement with positive approach as the employee in large people may take it as criticism rather than the feedback.
• The constructive feedback is needed to be followed with the approach to be seen it as two way communication process. Based on CORBS model, this works as per the regularity of the process. The manager in providing the feedback must listen to the employee and give time to express and clear their points on the same. It is effective to listen to other people’s perspective and follow up of the same can attain the desires improvement and change in better manner.

1.4 Describe how to hold challenging conversations and raise concerns

Challenging conversations involves the conflicts in the communication process based on the differences in the emotions, opinions, thoughts, etc. There are several challenging conversations that take place in the organisations. These involves addressing the poor performance or conduct, dealing with the personal problems, disciplinary, grievances or conflicting situations. The handling of this requires to prepare in advance, empathetic behaviour, clear communication, facts and approach to find solutions (Huang and Tan, 2023). This can be hold in the following manner:

• Preparation: this is essential initial activity that is to be done while holding the challenging conversations and raising concerns. It involves understanding the purpose, gathering the information and facts, planning for the time and appropriate space and understating the other’s perspective.
• Choice of right time and place: this can be effective in holding the challenging conversation and raising concerns by choosing the right time and location that is focused on avoiding distractions and smooth process of the conversation.
• Active listening: this helps in showing the engagement of the listener to the speaker, clarifies the questions and understand the feeling of the others. This helps in avoiding the misunderstanding in the message being communicated and transferred (Getchell et al, 2022). For example, the manager can show empathy to the employees issue regarding the work to handle the concerns and prevent them from growing.
• Solution finding: the purpose should be focused on finding the solutions rather than just delaying or avoiding it. This can be done by team collaboration and open mindedness that welcomes others ideas as well.
• Managing the emotions: it is necessary to maintain the calm and manage the emotions during the challenging conversations to prevent the situation from getting more difficult.
• Follow ups: it is necessary to document, continuously monitor the progress on agreed actions for the better handling of the challenging conversation and raised concerns in the organisation.

1.5 Explain how to prepare for, and how to chair, meetings

The below are the following ways to prepare for the meeting:

• Identification of the meeting objective: it is essential to identify the objective of the meeting as the activities are arranged in order to achieve the desired outcome.
• Inviting the attendees: there must be clarity on the list of those who are required to attend the meeting and based on that the invitations must be sent.
• Arranging the venue: the arrangement of the venue based on the type of meeting such as seminar hall for large audience, meeting room with rounded table, etc. This ensures that the meeting arrangements meet the requirement and need and also fulfil the purpose (Shi et al, 2021).

The ways to chair the meeting are provided as follows:

• Ensure time of start: this is necessary to ensure the time at which the attendees are needed to arrive. This clearly mention the maximum time to arrive and the final time of the start of the meeting so that no one can miss it.
• Agenda is covered: it is needed to start with the discussion on what the meeting is about that gives the clear idea to the attendees and meet the purpose of the meeting in the effective manner.
• Ensure attendees contribution: it is essential to provide the opportunities for the contribution of the attendees during the meeting (Weng and Qin, 2021). This can be done by the speaker by providing the time to answer the question of the attendees and also welcoming their viewpoints.
• Management of the conflicts: the focus is needed to be placed on the management of the conflicts through which the purpose of the meeting can be met in the effective way.

Agreeing on the actions: the meeting should end by reaching to the conclusion and decision making where it focuses on taking the actions further which are agreed by all present in the meeting.

LO2 Communicate effectively

2.1 Use different forms of communication

The below are the following ways to prepare for the meeting:

• Identification of the meeting objective: it is essential to identify the objective of the meeting as the activities are arranged in order to achieve the desired outcome.
• Inviting the attendees: there must be clarity on the list of those who are required to attend the meeting and based on that the invitations must be sent.
• Arranging the venue: the arrangement of the venue based on the type of meeting such as seminar hall for large audience, meeting room with rounded table, etc. This ensures that the meeting arrangements meet the requirement and need and also fulfil the purpose (Shi et al, 2021).

The ways to chair the meeting are provided as follows:

• Ensure time of start: this is necessary to ensure the time at which the attendees are needed to arrive. This clearly mention the maximum time to arrive and the final time of the start of the meeting so that no one can miss it.
• Agenda is covered: it is needed to start with the discussion on what the meeting is about that gives the clear idea to the attendees and meet the purpose of the meeting in the effective manner.
• Ensure attendees contribution: it is essential to provide the opportunities for the contribution of the attendees during the meeting (Weng and Qin, 2021). This can be done by the speaker by providing the time to answer the question of the attendees and also welcoming their viewpoints.
• Management of the conflicts: the focus is needed to be placed on the management of the conflicts through which the purpose of the meeting can be met in the effective way.
• Agreeing on the actions: the meeting should end by reaching to the conclusion and decision making where it focuses on taking the actions further which are agreed by all present in the meeting.

2.2 Apply effective communication techniques when providing constructive feedback, holding challenging conversations and raising concerns

There are several techniques that can be used to provide the constructive feedback, holding challenging conversation and raising concerns.

• Active listening: this can be applied in the situation when the speaker is the employee who is a team leader sharing the concern with the manager on the increased workload on the team and employee absenteeism. This can be a conflicting situation when the manager can react to it by actively listening and paying attention to the speaker (Brucks and Levav, 2022). This shows that the manager is serious on the concern, understands that it is an issue and ready to find the solutions of the problems. This can help the team manager to handle the situation in an effective manner and by paying attention so that the appropriate solutions can be provided.
• Questioning: this shows the active participation of the listener in the communication process when the speaker is sharing the information. This can be applied during the time of team meeting when the manager is providing the feedback to the employees on performance (Li et al, 2022). The listeners in a professional manner can raise the query or question on any doubt they have with this and not just to listen. At the same time, the manager also give time to the employee on any doubt or issue they have by asking them about the same.
• Rapport building: this can be used as a technique of effective communication when giving the constructive feedback. The manager can work on establishing the trust among the employees which makes them feel that the feedback given is not a criticism but the guide for improvement. The worker takes it more in positive manner and trust the manager and work on the same.
• Empathy: this can help in the challenging conversation and raising concern and can be applied for better communication (Lan et al, 2021). There can be situation when the two colleagues in the team are having the conflict and other instead of getting angry showed the empathy and understanding of other emotions which led to the resolution of the issue in a better manner.

2.3 Chair meetings effectively following organisational procedures

The meeting can be chaired in the own organisation in an effective manner by following the procedures:

• Preparation for the meeting: the preparation of the meeting starts with the identification of the aim of the meeting. For example, the manager wants to conduct the meeting for communicating the new sales targets in the team that also focus on providing the ways on how to achieve it. This helps in the arrangement of the materials, setup and other requirements that are needed at the time of meeting (Fey et al, 2023).
• Conduct during the meeting: it can be done by facilitating the effective discussion that uses the visual tools, real world examples, demos, presentation and gain the attendee’s attention. This need to be use the professional and general tone and not pointing out specifically to someone. There must be focus on the time and discussion is needed to be based on two way communication process.
• Follow up: The follow up is needed that can reflect on the actions that has to be taken based on the discussion in the meeting. The manager can use the different feedback technique such as surveys, rating method on the new implemented policy on increased sales target and can find if there is any issue and doubt faced by the employee. This is effective in the successful completion of the meeting which achieved its target (You and Zhang, 2021). It also need to check the actions that have been taken on the regular basis and also plan to conduct the next meeting when needed.

References

Books and Journals

• Brucks, M.S. and Levav, J., 2022. Virtual communication curbs creative idea generation. Nature, 605(7908), pp.108-112.
• Fey, C.F., Hu, T. and Delios, A., 2023. The measurement and communication of effect sizes in management research. Management and Organization Review, 19(1), pp.176-197.
• Getchell, K.M., Carradini, S., Cardon, P.W., Fleischmann, C., Ma, H., Aritz, J. and Stapp, J., 2022. Artificial intelligence in business communication: The changing landscape of research and teaching. Business and Professional Communication Quarterly, 85(1), pp.7-33.
• Huang, J. and Tan, M., 2023. The role of ChatGPT in scientific communication: writing better scientific review articles. American journal of cancer research, 13(4), p.1148.
• Lan, Q., Wen, D., Zhang, Z., Zeng, Q., Chen, X., Popovski, P. and Huang, K., 2021. What is semantic communication? A view on conveying meaning in the era of machine intelligence. Journal of Communications and Information Networks, 6(4), pp.336-371.
• Li, L., Zhao, H., Liu, C., Li, L. and Cui, T.J., 2022. Intelligent metasurfaces: control, communication and computing. elight, 2(1), p.7.
• Liu, A., Huang, Z., Li, M., Wan, Y., Li, W., Han, T.X., Liu, C., Du, R., Tan, D.K.P., Lu, J. and Shen, Y., 2022. A survey on fundamental limits of integrated sensing and communication. IEEE Communications Surveys & Tutorials, 24(2), pp.994-1034.
• Luo, X., Chen, H.H. and Guo, Q., 2022. Semantic communications: Overview, open issues, and future research directions. IEEE Wireless Communications, 29(1), pp.210-219.
• Qin, Z., Tao, X., Lu, J., Tong, W. and Li, G.Y., 2021. Semantic communications: Principles and challenges. arXiv preprint arXiv:2201.01389.
• Rachmad, Y.E., 2022. Cognitive Communication Theory.
• Rachmad, Y.E., 2022. Communication Adaptation Theory.
• Rachmad, Y.E., 2022. Communication Optimization Theory.
• Rachmad, Y.E., 2022. Emotional Communication Theory.
• Shi, G., Xiao, Y., Li, Y. and Xie, X., 2021. From semantic communication to semantic-aware networking: Model, architecture, and open problems. IEEE Communications Magazine, 59(8), pp.44-50.
• Weng, Z. and Qin, Z., 2021. Semantic communication systems for speech transmission. IEEE Journal on Selected Areas in Communications, 39(8), pp.2434-2444.
• You, C. and Zhang, R., 2021. Wireless communication aided by intelligent reflecting surface: Active or passive?. IEEE Wireless Communications Letters, 10(12), pp.2659-2663.

Online

• Geeks for geeks, (2024). What is Communication? Online. Available through: <https://www.geeksforgeeks.org/what-is-communication/>
• Slack, (2025). Effective business communication for workplace success. Online. Available through: <https://slack.com/intl/en-in/blog/collaboration/effective-business-communication-techniques>