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301005 Professional Practice And Communication

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301005 Professional Practice And Communication

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Course Code: 301005
University: Western Sydney University

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Country: Australia

Q1. Do you think that the practice of professional communication at workplace is important for professional growth? If yes, justify your answer with an example.
Q2. Define the terms ‘assertiveness’, ‘aggressiveness’ and ‘submissiveness’. Distinguish the difference between ‘assertiveness’, ‘aggressiveness’ and ‘submissiveness’. How do assertiveness skills benefit you in the work place environment?
Q3. Consider following situation.
Situation: Suppose you are working as a senior purchase officer in a large organisation. You feel that your section supervisor Thomas is ordering excessive amount of stationary and duplicating some orders. How would you approach Thomas with your concerns? Thomas is sometimes aggressive and sometimes defensive. You must reach to an acceptable solution accretive way.
Your opening statement to Thomas at a meeting in his office is “Thomas I need to speak to you about the latest purchase requisition”.
Answer following questions:
1. How will you present your view in assertive manner?
2. What feedback you will provide to Thomas to achieve win-win outcome?
3. What level of conflict have you and Thomas reached?

1. Communication is the means of success in the workplace and in the maintenance of relationships (Broadbent 2013). I believe experience of an individual hones ones capability to communicate. Communication represents one of the most vital skills possessed by an individual (Castells 2013). It is a skill necessary not only in the day-to-day life but also in the workplace, profession and business. For instance, depending on the nature of the profession, whether one is working as a part of the team or interacting with the customers or the other individuals, I have often found that  situations that seems difficult to handle gets sorted through effective communication. Some people are simply born with the communication skills. One such example has been Steve Jobs known for his business communication and negotiation skills.
In professional life, one cannot be successful without communication skills. Pearson et al. (2013) thus defines communication as the method of understanding and sharing of meaning since communication allows a person in sharing meaning in what he or she might say both in the written and in oral forms. I have experienced that my communication skills helps me in understanding others not only in terms of words but also voice tone and non-verbal gestures. It also helps me in understanding the format of the written documents of the others along with providing clues about their individuality, priorities and values. In addition communication also only helped me in representing my own self and my employer. It is through an effective professional communication that I can make an impression on the employer and instructor. Professional communication represents different forms of listening, writing, responding and speaking carried within and beyond workplace electronically or in person (Beebe and Mottet 2013). Proficiency in professional written and oral communication is ranked consistently in the ten most desirable skills in the surveys undertaken by the employer on a yearly basis.
I will now provide an insight into some of the tools of professional communication. Written communication is one of them that include every aspect that are viewed or printed on the screen or the paper (Leijten and Van Waes 2013). It is the oldest communications means useful for undertaking communication across time or distance. The second is the email communication which is one of the commonly used tools of professional communication (Holtbrugge, Weldon and Rogers 2013). For instance, market research carried out in 2013 has put forward the figures of daily email sent at 182.9 billion on any particular day. Intercultural communication is the third tool that represents communication between and amongst the groups and individuals across ethnic and national boundaries (Martin and Nakayama 2013). Having a proper understanding of the communication type can lead to effective interaction with the communicators of the other business. Intercultural communication can however lead to problematic situations for the business communicators when they consider the communication of the dominant culture as superior thereby forgetting to appreciate or learn the norms of other people (Neuliep 2017). Whether it is intended or not any form of the professional communication helps in reflecting a personal brand.
Thus, professional communication skill helps in portraying professionalism and thereby contributing to growth (Berkenkotter and Huckin 2016). My ability to undertake clear communication will help in tackling written and the oral situations. The communication skills thus hold importance in a professional life. Therefore, positive improvements in communication skill will not only ensure positive influence on the employment prospects but also improve the ability in making a difference to the world.
I have seen higher power business executives to hire consultants for coaching them in sharpening communication skills. The personal qualities or the skills that the employers look in a potential employer includes communication skills, stronger work ethics, teamwork skills, analytical skills and initiative. Knowing this it is observed that the one of the means of being successful in the professional world is by increasing the abilities of writing and speaking. An individual with a means of excellent communication is truly an asset for the organization. Despite the career plan, the ability of expressing oneself in writing and in speech will enable the individual in achieving his career goal.
2. Assertiveness represents the ability of speaking for one self in respectful and honest manner (Alberti and Emmons 2017). It is considered as one of the healthier means of communication. An assertive person can express oneself in an effective manner and stand up for establishing their view point while paying due respect to the beliefs and the right of the others. Thus, assertiveness can not only boost one’s self esteem but also help in earning the respect of the others
Aggressiveness is characterized by unprovoked attacks, offenses and invasions.  In other words, it is characterized by the tendencies of yielding to the authority and the will of the others (Durbin and Bowlby 2013). It is in fact an energetic and bold pursuit of a person with a connotation of derogatory usage and ruthless desire of dominating. Thus, the aggressive behavior refers to a collective or individual social interaction representing a hostile behavior with the intention of inflicting a harm or damage.
Submissiveness refers to the willingness or the readiness of yielding according to others wishes. Submissive behavior of an individual refers to the shying away from what is really meant and thereby not seeking in achieving the needs when someone possesses a conflicting need (Rios et al. 2015). In fact a submissive person is often referred as the shrinking violet who usually avoids in troubling others either because they are afraid of them or have the fear of hurting others.
Let me provide a closer look into the differences between the three assertiveness, aggressiveness and submissiveness. Assertiveness refers to the logical behavior which is usually not driven by the emotions. Some people have it naturally while the others acquire it as a learned behavior (Bishop 2013). The characteristics of assertiveness include being direct and clear in whatever a person says. It means stating the feelings and needs in a simple manner and standing up for the rights without violation of others rights. Aggressive behavior refers to the fight response and is an in built program developed throughput life (Svare 2013). If a person learns that he or she can achieve things through the usage of an aggressive behavior then they will continue in developing it on a continuous basis. This behavior acts as a detriment in defining the relationship with the other people. Individuals with aggressive behavior tend to encourage the others in doing things through manipulation or flattery. It also involves ignoring the feelings and needs of the other either by default or an intentional manner. It also means achieving rights for themselves which they do not provide others. I am sure that the readers have familiarity with the flight or the fight responses. This refers to the in-built program that helps one in dealing and surviving with the different situations.  Submissive behavior refers to flight response and represents a natural behavior depending on the upbringing and might be developed throughout life (Carre et al. 2013). Submissive people usually avoid stating the feelings and the need and whenever they do they communicate in apologetic manner. They also ensure giving rights to the others and never claim for their needs.
The present day scenario represents a competitive workplace so effective communication acts as the basis for a successful interaction on a daily basis and for ensuring career growth. It is therefore necessary for putting across the point without any fear. In fact, the assertive people represent those who get whatever they demand for since they not only speak up but also make sure that they are heard. Compared to this, less assertive represents those people who do not seem to be dynamic about how they expect the things. In other words, they are quite doubtful, weak and irresolute. Therefore, assertiveness acts as the balance point where one can find both negotiation and solution thereby allowing a person in putting across the point without being shy or afraid. For being assertive, one needs to have a clear picture of a message that he/ she tries to convey. Being assertive at the workplace is beneficial as it leads to enhanced self esteem and self confidence along with a better team as well as personal performance. It not only leads to enhanced stress management but also negotiation skills. An assertive nature at the workplace not only leads to the creation of a safer environment but also towards better interpersonal relations. Further, it also leads to the culture of innovation along with constructive change (Marsick and Watkins 2015).
3.i. Thomas I need to speak to you regarding the requisition of the latest purchase. I need to talk to speak to you for few minutes if that is not much of a trouble. We need to sort out a plan for the weeks’ purchase. So tell me the time that suits you rightly. Certain things have created a hard time for me in focusing tasks which needs immediate completion. Perhaps, both of us can meet over lunch for discussing every little detail regarding the huge amount of stationary orders and their duplication.
Let me tell you one thing, that as a senior purchase officer in this huge organization I prefer working with better resources who will be able to the job efficiently and in a proper manner. This I say because the latest input that I have regarding you from other people has been very negative. I need to understand the problem regarding your performance. On knowing this, we can sit down for a consultation with the specialist from other departments. I believe this would help you in getting an insight into the impact on profitability of the organization and thereby put a control on the excessive amount of order along with its duplication.
3.ii. The final goal of providing a feedback lies in achieving a win-win outcome (Wang et al. 2015). My goal as a manager will lie in making Thomas understand how to achieve a better performance along with guiding him to a better job. My goal will therefore lie in empowering the person so that he is able to achieve the agreed objectives without resulting in intensive negative stress. So I will need to be very careful about the repercussions of my thoughts and actions. Besides, before starting the feedback meeting I will need to think and pause about the person I am communicating with. This will result in a fruitful meeting where the person will not only feel energized but remains ready to show off his/her capabilities. Further, I will present my ideas to Thomas with immense conviction by keeping myself under immense self control. This will help him in perceiving me as a person who wants to create consensus that are clearly oriented towards the achievement of the goals and objectives. In fact this will also help Thomas in suppressing anger and prevent him from putting any barrier to the decision.
3.iii. Conflict refers to opposing actions and ideas of varied identities thereby resulting in a state of antagonism (Sherif 2015). It is in fact an inevitable part of the life as each individual possess their own ideas, opinion and beliefs. Most of us possess our own means of looking at the things and thereby think execute things that we feel is proper. Thus, we find ourselves in varied conflict scenarios that might involve groups of people, other individuals or a struggle within one’s own selves. As a result, conflict also influences our decisions and actions and it can be classified into interpersonal conflict, intrapersonal conflict, intragroup conflict and the intergroup conflict (Rahim 2017).
Thus, the level of conflict reached between me and Thomas is interpersonal. This happened since we are two different individuals with varied personalities that resulted in incompatible opinions and choices. Consequently, it’s a natural occurrence that not only helps in the personal growth but also in the development of relationship with the others. For managing this type of conflict between both of us necessary adjustments needed to be made. However, if the conflict gets too destructive then it is vital for a mediator intrusion for resolving it.
Alberti, R. and Emmons, M., 2017. Your perfect right: Assertiveness and equality in your life and relationships. new harbinger publications.
Beebe, S.A. and Mottet, T.P., 2013. Business and professional communication: Principles and skills for leadership. Pearson.
Berkenkotter, C. and Huckin, T.N., 2016. Genre knowledge in disciplinary communication: Cognition/culture/power. Routledge.
Bishop, S., 2013. Develop your assertiveness (Vol. 10). Kogan Page Publishers.
Broadbent, D.E., 2013. Perception and communication. Elsevier.
Carre, J.M., Campbell, J.A., Lozoya, E., Goetz, S.M. and Welker, K.M., 2013. Changes in testosterone mediate the effect of winning on subsequent aggressive behaviour. Psychoneuroendocrinology, 38(10), pp.2034-2041.
Castells, M., 2013. Communication power. OUP Oxford.
Durbin, E.F.M. and Bowlby, J., 2013. Personal aggressiveness and war. Routledge.
Holtbrügge, D., Weldon, A. and Rogers, H., 2013. Cultural determinants of email communication styles. International Journal of Cross Cultural Management, 13(1), pp.89-110.
Leijten, M. and Van Waes, L., 2013. Keystroke logging in writing research: Using Inputlog to analyze and visualize writing processes. Written Communication, 30(3), pp.358-392.
Marsick, V. and Watkins, K., 2015. Informal and Incidental Learning in the Workplace (Routledge Revivals). Routledge.
Martin, J.N. and Nakayama, T.K., 2013. Intercultural communication in contexts. New York: NY: McGraw-Hill.
Neuliep, J.W., 2017. Intercultural communication: A contextual approach. Sage Publications.
Pearson, J.C., Nelson, P.E., Titsworth, S. and Harter, L., 2013. Human communication. McGraw-Hill Companies.
Rahim, M.A., 2017. Managing conflict in organizations. Routledge.
Rios, K., Fast, N.J. and Gruenfeld, D.H., 2015. Feeling high but playing low: Power, need to belong, and submissive behavior. Personality and social psychology bulletin, 41(8), pp.1135-1146.
Sherif, M., 2015. Group conflict and co-operation: Their social psychology. Psychology Press.
Svare, B.B., 2013. Hormones and aggressive behavior. Springer Science & Business Media.
Wang, M., Burlacu, G., Truxillo, D., James, K. and Yao, X., 2015. Age differences in feedback reactions: The roles of employee feedback orientation on social awareness and utility. Journal of Applied Psychology, 100(4), p.1296.

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