Speech Example on Effective Communication: Uniting Professionals and Clients

General Purpose: Informative speech on the importance of effective communication with each other and clients

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Specific Purpose: To provide an in-depth understanding of how environmental, cultural, and professional shortage barriers influence effective communication between professionals and their clients.

Hello Everyone and welcome to "effective communication with each other and clients" I would like to thank you all for attending. When you signed in, you were given some pamphlets about barriers to communication, building rapport, feedback and advice, handling conflicts, and active listening. Please keep these pamphlets as we will be discussing these topics at length as we continue with our discussion today. You can also use the brochures as a reference or recall material after this discussion, so it is essential to keep them in a safe place.

One of the most important goals as a professional is to develop a strong, trusting relationship with clients. Effective communication is a crucial element when it comes to developing these types of relationships. According to Austin & Pinkleton (2015), 66% of Registered Professionals reported that there was not enough staff to properly handle client load. High Professional-to-client ratios are just one of the barriers affecting communication in the organization setting. However, many organizations still do not understand this perspective, and it is essential to note that as the organizational revenue increase, so are the customers or clients, hence it is necessary for corporate managers to update work input to balance with the clients. Environmental and cultural barriers also play a significant role in effective communication. Overcoming these barriers is essential to creating a desirable environment for clients and professionals (Evans et al., 2017). Therefore, this speech will address effective communication at the organizational level.

Appropriate staffing ratios can improve the quality of service given by professionals. When an organization has inadequate staff, then there are high chances that the organization will run into problems when it comes to handling requests from their clients or suppliers. However, excess staffing can also contribute to specific questions in that some staff members may lack what to do. Therefore, all organization needs to have proper and adequate members of staff. When organizations are staffed adequately, professional-to-client ratios are lower, resulting in positive feedback and satisfaction from clients (Daim et al., 2012). The amount of time a professional can spend with the client impacts the level of effectiveness in communication. According to MacDonald et al. (2010), the more time professionals can have with their clients, allows more opportunities for bonding. Eliminating high professional-to-client ratios in the organizational setting promotes bonding and building rapport with clients, resulting in effective communication.

Environmental barriers can have a significant impact on the quality of communication in one way or another. In the modern organization setting, there is a high concentration of machinery, lights, and background noises. The reason behind this is that most organizations across the globe have heavenly invested in modern communication technologies. The technologies include phone calls, video conferencing, and emails, among other forms of contemporary communication. Clients face distractions and disturbances while being attended to when there is a lot of noise or light from the background. As it is said, "a gentle tongue is a tree of life, but perverseness in it breaks the spirit." Therefore, having a comfortable environment for communication is an essential factor that all organizations need to consider. Such environmental barriers can lead to miscommunications and confusion between professionals and clients (Battle 2012). To reduce the number of environmental obstacles that affect communication, organizations should eliminate redundant environmental stimulants and promote a peaceful environment for clients to repose (Krum 2013). However, in case the communication center is located in a noisy place, it is essential to install noise breakers for effective communication. This should only apply in the situation where the communication channel and noise cannot be done away with.

Communication is impacted in the organizational settings because of an increasingly diverse population. Cultural differences are often associated with language barriers. Culture can affect the understanding of a word, sentence, or even perception of the world around us (Downs & Adrian 2012). To eliminate specific cultural barriers, it is essential to be culturally sensitive and respectful. Gaining knowledge about different cultures can break these barriers and allow for an understanding communication environment for professionals and clients. Therefore, professionals need to understand different values to be able to communicate with their clients effectively. It is essential to note that certain cultures do not support specific gender communication; in such cases, the organizations should always organize for the correct professional gender to communicate with their clients. Advancement in telecommunication technology has, however, established different ways that can be used to modify cultural soundness for effective communication between professionals and clients. Besides, there are programmable mobile phone applications and computer software that translates and interpret cultural hurdles hence allow for effective communication among professionals and clients in diverse cultural settings.

Lack of communication skills is also one of the issues that hinder effective communication between professionals and clients. In the public sector, whether you are a service provider or communicating with people in the workplace, we all need practical communication skills. We may be speaking with people from many diverse backgrounds, and we need to be able to communicate with them in a way that they understand, and they feel safe to tell their stories. Communication can only be termed capable of the two parties feel comfortable with one another. This allows for the complete sharing of information between the two parties. However, if one party or both are not comfortable, then there will be limited information to be shared between different parties. Practical communication skills comprise of a set of talents that one can use to understand what he or she needs to communicate and how to communicate it to the other person. Communication skills create a balance of thought and concord, which enhances trust among communicating parties. Trust builds openness and, when achieved, will ensure that clients do not hold opinions on contravening issues in the organizational settings (Evans et al., 2017). The organization can benefit from this through client feedback, which is a critical aspect of solving most of the organizational issues in modern firms. Moreover, trust and openness among professionals and clients are one of the perspectives that create organizations with the highest sense of effective communication.

Building a Rapport is one of the items reckoned in your pamphlets, and its importance in establishing effective communication between professionals and clients is unprecedented. Engagement matters as our intention in these situations are to share our experiences, be open and honest in the hope that we can build a good rapport with the client. Building a good rapport with your client is a useful tool for making a good communication relationship. It is similar to trust, if you have a good relationship, the trust will follow, and this enables clients to open up and share their stories. Once the bond is established, you and your client can move on to sharing your ideas. Inside the pamphlet, you will see ideas and information that will help you build a good rapport with your clients. One barrier to creating an affinity may be communication barriers. These barriers could include language barriers, hearing disability, sight, and other disabilities, cultural barriers, gender barriers, information overload, and much more. The pamphlet will outline different restrictions on communication and ways of overcoming them. To communicate effectively, be aware of the various barriers and develop your communication skills to the point that you have a good understanding of obstacles and how to overcome them (Downs & Adrian 2012). For example, create cultural soundness in the organization. Or else, impart practical communication skills among professionals to develop an insight on how professional-client relationship is formed. As an organization, create a set of professionals that can communicate to clients with hearing disabilities. Enhancing such an inclusive communication environment will help the organization to build a good rapport with clients, which then will improve effective communication in the organization.

Organizational conflict is another barrier that can hinder effective communication between professionals and clients. Conflicts make it impossible for parties to interact. Lack of interaction between professionals and between professionals and clients impedes the sharing of information. Please have a look at the pamphlet on how to handle conflicts because sometimes conflicts arise from poor communication and lack of understanding. These types of disputes, in most cases, can be quickly resolved. According to MacDonald et al. (2010), working through conflicts allows people to exchange information and hear the different thoughts and ideas of other people. When handling disputes, we must keep a bright and open mind to effectively resolve the conflict where all people concerned are happy with the result. It is always a good idea to handle disputes as they happen, do not wait for issues to snowball and get out of hand. Be clear and concise; discuss one topic at a time, be respectful of personal differences (Austin & Pinkleton 2015). When the conflict has been resolved, ask all parties concerned about how effectively the disputing matter was resolved and ask for feedback. Giving feedback at the same time listening is not always an easy task for many people. Daily demands and pressures often overtake our work leaving us with low energy and time to focus on direct reports we receive from different clients (Barker & Gower 2010). However, solving organizational conflict will help create openness through user feedback, which then translates to effective communication between professionals and clients.

Active listening is another pillar to building effective communication between professionals and clients. Active listening does not mean sitting and listening to someone for hours. Active listening is a skill that allows us to fully concentrate on what is being said, noticing facial expressions and body language. When clients feel that they are heard, they tend to relax and open up. The pamphlet on "Active Listening" will give you information and skills on how to improve your listening skills. Some of the active listening skills discussed on the pamphlet include disclosing a similar experience to show understanding, asking open-ended questions, waiting to publish your opinion, idea or view, and brief verbal affirmations. For instance, I understand, thank you, sure, I know, and I see (Okun & Kantrowitz 2014). Moreover, asking particular questions to seek clarification of a given topic, establishing rapport, and non-verbal cues that show that a person understands the speaker such as leaning forward and nodding indicates active listening and effective communication between parties. Paraphrasing to show the client that you have followed and demonstratin...