Declaring Originality: My Work, No Plagiarism

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(i) Material from published sources used without proper acknowledgement; or

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Background/Context and Transcript

The following is an interaction between two business partners discussing spending and investment decisions in their company. I am James.

Key: G = Gregory, J = James (I am James)

James1: Gregory, I appreciate your suggestions. However, I do not think that we can afford to spend money on non-essentials right now. (Looking at Gregory with the stun face)

Gregory1: Okay (Mockingly, adjusting his sitting posture), that makes sense. There is one more business to discuss. I noticed from last month expenses that we spent $400 on a Madison's Consultancy! (Making direct eye contact with me above his glasses, which are hanging on his nose).

J2: (Mumbling) Oh! Ah! That is my consultant!

G2: What! (Direct eye contact, raised voice and eyebrows).

J3: Yes! We need his services. (Low and weak tone, avoiding eye contact, shrugging shoulders).

G3: Really! And you did not think it was important to discuss it with me? (Looking surprised and annoyed, looking above the eyeglasses).

J4: Look, I am sorry. I should have talked to you about it. He is coming in today. You will talk to him and see that he is important for the business. (Looking apologetically, turning to make eye contact).

Reflection on an Interpersonal Interaction

Effective Communication

Verbal and nonverbal interaction that takes place between two or more people who are interdependent is referred to as interpersonal communication. Effective interpersonal communication is necessary for the communicating parties to understand each other's messages. Effective communication involves both verbal and non-verbal behavior. In my communication with Gregory, I used some communication skills and behaviors that contributed to effective communication. For example, on line J1, I used a direct message and was specific and concrete in informing Gregory that the business cannot afford to spend money on non-essentials at the moment. Within the context of the conversation, Gregory understands what non-essentials expenditures are to the business. Based on his understanding, he does not enquire farther and instead identifies what he believes is a non-essential expenditure in the previous month's expenses. Speaking directly is an effective communication skill because it helps in letting others know what I mean exactly (DeVito, 2019). It does not leave room for interpretation of the message that I am sending to my partner in business.

In the conversation with my business partner I used "I" messages. For instance, in line J4 I used the "I" message to express my apology for not informing my business partner about hiring a consultant for the business. I also used it to assert that I regretted not having informed him in advance. Using the message, I took responsibility for not informing him above the consultant and hope that when he meets the consultant later in the day he would understand why the business needs one. I also used the "I" message in line J1 where I appreciated the suggestions provided by my business partner. Using the "I" message in that instance was important in expressing my personal appreciation for his efforts. Therefore, when I presented a contradicting idea later in the line, he is likely to have not been offended because he knew that I had understood and appreciated his ideas. According to DeVito (2019), "I" messages enable the communicator to take full responsibility for their thoughts and feelings. It is important to emphasize the communicator's thoughts and feelings.

Ineffective Communication

Ineffective communication results in misunderstanding and failure to pass the message that one intended to convey to the other party. In my communication with Gregory, there are some elements of effective communication. For instance, in line J3, my behavior concerning avoiding eye contact and shrugging shoulders may send the wrong message to Gregory. He can interpret the shrugging of shoulders to mean that I do not care about how he feels given that I did not inform him about hiring a consultant. The subsequent apology after the shrugging of shoulders and avoiding eye contact may become ineffective because my behavior sent the wrong message.

Gestures are an important aspect of communication. Shrugging of shoulders sends different messages to the person that one is communicating with. According to O'Toole (2020), Gestures convey feelings, attitudes, and ideas. In the context of what we were, talking about with Gregory in line J3, my shrugging of shoulders can be interpreted as an uncaring attitude towards Gregory's concerns. As a business partner, Gregory has the right to know of every move that is made in the business. Whereas he is my friend in private, when we are communicating in business, our communication is expected to be official. Therefore, the shrugging of shoulders sends the wrong message and may indicate a lack of respect to the business partner.

Avoiding eye contact during communication is a sign of evasive behavior that may indicate to the other party that I am not being honest or that I am ashamed of my actions. In this case, avoiding eye contact with Gregory when he asks why we have the services of a consultant who he thinks we do not need and yet we have limited expenditure to essentials only, I avoid eye contact. The behavior makes interpersonal communication ineffective as it may indicate dishonesty (O'Toole, 2020). It makes it difficult for Gregory to believe my sincerity or perceived concern for the business's expenditure during hard times.

Eye contact is considered a sign of honesty and forthrightness. Therefore, when someone avoids eye contact their honesty is questioned especially in the United States and in many western cultures. Avoiding eye contact with Gregory while talking to him was ineffective in the conversation because it could signal to him a lack of interest from me. The avoidance of eye contact may indicate a desire to avoid the conversation or to end it (DeVito, 2019). However, that is ineffective communication because it is not my intention to avoid or to end the conversation with my business partner. The avoidance of eye contact is because I feel embarrassed because I did not consult the business partner before seeking the services of consultant in our business.

Skills to Improve the Interaction

The body language plays a significant role when having a one-on-one conversation with another person. I could have improved the ineffective parts of my conversation with Gregory by minding my body language in certain instances during the conversation. For instance, in line J3, I avoid eye contact with Gregory while informing him that we need the services of a consultant in the business. The avoidance of eye contact sends the wrong message to the other party regarding what I was telling them (Lane, 2016). I should have remained relaxed, sat upright, and made eye contact with Gregory while explaining to him why we need him as a business consultant. Simply telling him that we need a consultant the way I did in line J3, was not enough to make the communication effective.

In line J3, it is indicated that I responded to Gregory in a weak and low tone. According to Lane (2016), the low tone of voice may indicate that I am not confident in the statement that I am making. It may also indicate that I am not sure that it is accurate. In the context of the conversation, the low tone indicates that the services of a consultant made after all, not be necessary at the point and time of the conversation given the indicated hard times in business where expenditure is expected to be limited to essentials. Therefore, the communication could have been made more effective by using a moderate and firm tone to express my conviction that the business needs the services of a consultant.

Reflection on My Communication

The verbal and nonverbal aspect of Gregory's communication that indicated to me that my communication was ineffective can be located in line G2 of the conversation. The verbal and nonverbal reaction to my communication indicates surprise and inquiry for more information. I had mumbled in the previous line in J2. It was not effective communication. I should have spoken more clearly and in reasonable detail. Lane (2016) notes that effective communication should be clear and concise. The choice of words should communicate exactly what the speaker wishes to convey.

Contextual Factors Influencing the Interaction

Contextual factors are very important in influencing interaction. Aside from being my business partner, Gregory is also a close friend. We have known each other for several years. Therefore, as much as our communication was business-related, our friendship and familiarity with each other influences our communication. Our friendship can improve our communication because of the familiarity we have towards each other (Lane, 2016). Having known each other for some time, I know the choice of words that I can use to express an idea to Gregory in a manner that he understands. Another contextual factor that can improve communication is the fact that we are coworkers and business partners. As co-workers, we have been communicating for a long time and have become familiar with each other's style of communication. Competent communication is important for our business.

References

DeVito, J. A. (2019). The interpersonal communication book. Harlow: Pearson.

Lane, S. D. (2016). Interpersonal communication: Competence and contexts. Milton Park, Abingdon, Oxon: Routledge/Taylor & Francis.

O'Toole, G. (2020). Communication: Core Interpersonal Skills for Healthcare Practitioners. Amsterdam: Elsevier.