The Effect of Interpersonal and Communicational Skills on Management Functions

The Effect of Interpersonal and Communicational Skills on Management Functions
Terms of reference The deadline of this report is Friday 28th January and the purpose of it is to consider interpersonal and communicational skills and how they may and may not help to meet management functions. 1.4 1.5 Methodology/Procedures To begin the investigation in this area I took part in a role-play on which we were to show the use of our interpersonal and communicational skills. After the role-play I went away with a sheet listing all the different types of skills within the categories of interpersonal and communicational skills and using my general knowledge I am to gather the information for this report. 2 The Middle -????- 2.1 Introduction I am to find out what the main functions of management are and then to explain clearly how they can be met more effectively with the use of interpersonal and communicational skills I am also going to outline when these main functions can be met without the use of interpersonal and communicational skills. 2.2 Report/Findings Interpersonal Skills Co-operation Negotiation Resolving conflicts Agreeing targets Agreeing budgets Interviewing skills Communication Skills Formal and informal Verbal and non-verbal Listening Seeking clarifications Responsiveness Eye contact Body language Use of business language Adapt communication to audience Presentational skills Invite commitment Task related Skills Knowledge Experience of industry Effectiveness of industry Ability to observe and raise standards Meanings Interpersonal skills ? best achieved through relationships with people, like joining a group or team and working together. Co-operation ? when two or more people work together jointly to do something. Negotiation ? a discussion intended between a group of people to produce an agreement overall. Resolving conflicts ? solve or end a problem of active disagreement between people with opposing opinions Agreeing targets and budgets ? group of people to come to an agreement, so everyone must negotiate till each individual is satisfied.
Interviewing skills ? communicate verbally to find out non-bias information gain more understanding by asking people questions with no closed answers. Communication skills ? communication skills are all about removing the risk of misunderstanding so that the message gets to it?s destination as intended. Formal and informal ? Make something official or non-official. e.g. Formal dress for a business meeting or something of high class and/or importance. Informal dress for meeting friends as there is no importance to look smart or official. Verbal and non-verbal ? Verbal communication is when you make speech with another person and non-verbal can be done by body language and/or sign language. Listening ? Pay attention to someone or something in order to hear them. Seeking clarifications ? Looking for something clearer or easier to understand by giving more details or a simpler explanation. Responsiveness ? Being responsive is when you make a positive and quick reaction to something or someone. Eye contact ? Looking at the person, or people, talking to show you?re participating and paying attention to the conservation. Body language ? Using your body and hands to express yourself. Presentational skills ? Having the ability to stand in front of a group of people and give information about something particular and show them ideas for a particular product or scheme. Invite commitment ? Accept and allow someone?s willingness to take participate and give up their time to help with something. Task related skills ? knowing about the task and/or workplace and being able to participate. Knowledge ? understanding of and information about a subject which has been obtained by experience or study. Experience of industry ? knowing about the industry, the history of it and what goes on in the industry. Effectiveness of industry ? discuss if the industry is of help to its surroundings, manufacturers and customers and why it may or may not be. Ability to observe and raise standards ? watch carefully the way something happens or the way someone does something and then to make improvements on any errors. There are five main functions of management and these are: 1) Planning 2) Organising 3) Staffing 4) Directing 5) Controlling A business can accomplish their aim and objectives by fulfilling these functions of management. To achieve these management functions a business will have to use interpersonal and communicational skills, and by using these skills the business can reach the functions much more effectively. To allow good communication in the business there are three main strategies. Being assertive in your listening and speaking will mean that your intentions are clear to others and you understand others clearly and correctly. Accepting criticism from other people in the business must be received positively and not taken to heart otherwise this may cause outside conflict. Questioning others is one of the main skills in communicating so making sure your questions are non-threatening or impersonal will allow good communication. Planning ? A set of decisions to decide what you are going to do or how you are going to do something. When the business continues to develop their aim and objectives so using interpersonal skills and communication skills will make planning more effective as it will not be biased to one persons idea only. The areas of planning are: Marketing plan ? producing a schedule of marketing activities based upon decisions of the marketing mix. Production plan ? explains how the business will create the goods or services it intends to sell. Business plan ? to clarify the idea of the business that is intending to start up, to help the business gain finance and to monitor the progress over time to help run an efficient organisation in future. Particular types of skills that would help with planning are: Co-operation Negotiating Agreeing targets Seeking clarifications Presentational skills Knowledge Experience of industry The co-operation of one or more people will allow the planning to be more effective as there will be more people on hand to do different areas of planning. Negotiating is necessary between the different areas so that a business can come to an agreement on the targets that are to be set in order to let the planning run smoothly. Seeking clarifications will make the targets and planning easier to understand for the whole business so errors are less likely to be made and the targets will be easier to follow. If each area produces a presentation of their plans for the business then the board of directors will be able to get a brief overview and understanding. Each individual must have some knowledge and experience of the industry to allow any successful planning and communication to happen as one area may have to explain to other areas certain information to come to an understandment. It is important to have the knowledge and experience otherwise there could be major errors within the business and communication would begin to fail as there would be conflict between the workers. The use of skills in the planning section of management is very important as there are various areas of planning and each person within the business will have a different knowledge and understanding of each area. Without the use of skills then the wrong people could be assigned to a particular area causing false information to enter the business. With no communication skills the planning of a business would not be able to be achieved successfully as each area of planning is different to the next so different people would have to be assigned to different areas. For the overall planning of a business to be a success, all areas must be brought together so this would require communication. Organising ? When organising a business, co-ordination and control are required as if there was no control whatsoever then the business would just fail. One person cannot organise a business by himself or herself, so making sure there is a large group situated over the whole of the business will help to keep it organised. Interpersonal and communicational skills would be best for organising a business. Particular skills that could be used are: Verbal Co-operation Negotiation Agreements Responsiveness Invite commitment Communicating with all the other organisers will help meet the organisation function more effectively as the business will run a lot smoother and everyone in the business will know what is happening, and what they have to do to keep the business running. Keeping a steady frame of mind is good communication and when a problem crops up, each area leader should get together and talk through the problems and come to some sort of agreement. Each area manager should invite any commitment and advice from the other area managers rather than blowing them off because they could find the information helpful. Monitoring ? Staffing is very important in a business and this function must be met to its maximum effectiveness, as with no staff there is no business, as a business cannot run by nothing. Monitoring covers recruiting, hiring, and training. The person who recruits and trains the new staff must make sure they use their interpersonal and communicational skills correctly as they are trying to bring people into the business not send them away, which would happen if there was poor communication. People who are applying for the job must also have good use of interpersonal and communicational skills because they do not want to give the interviewer a bad impression. Directing of a business involves motivation and influence of the workers behaviour in the workforce. The director must have good communication with all of his employees otherwise he or she will not get any respect and the business may possibly go out of control. The director however cannot be too overpowering nor can he or she be too soft. Making sure the workers are put in their place firmly but with the satisfaction of a good atmosphere is good communication and the business will run smoothly. However the director cannot just sit back and expect to make his or her employees do all the work whilst he or she just does nothing. Controlling of staff performance is crucial to a business as they need to make sure that their staff is working to the best standards that is required of them. To help meet this function effectively the staff performance should be measured on a regular basis and then the bosses should either praise their workers or arrange a time to talk to their workers to see where they are slacking slightly. The head of departments must be careful when communicating at this point as if they are too straight forward and critical they could end up losing their staff rather than try to improve their performance. Using interpersonal and communicational skills can help a business meet their management functions rather effectively in various ways but then there will be times when using communicational and interpersonal skills will not help the management functions such as when a job is set for an individual to do, then any kind of communication or interpersonal activities will mean that this individual job is being interfered with. Also as each person is different, everyone?s skills will vary so this could cause quite a lot of conflict in a business if one person happened to be outgoing and boisterous and another was quiet and kept things on simple terms. 3 End of report -?????? 3.1 Conclusions Making oneself clear and assertive when in discussions will help to achieve the aims and objectives of a business and also making good use of their communication and correctly within the five management functions will help them be met more effectively. Taking part and taking an interest in what is happening in the business helps to encourage the functions of the business to run more smoothly. It is best that all interpersonal and communicational skills are used only when most appropriate and also that the person does not become too over confident when interacting with others. Also making sure that you keep a steady frame of mind when dealing with others is a good form of communication rather than flying off the handle at someone instead of trying to come to an agreement. More often than not communication is needed greatly within a business to help achieve the aims and objectives but there will be on the odd occasion where it is not needed such as individual work. Even then the management functions can still be achieved effectively providing all that is needed has been done. 3.2 Summary Looking at the different functions of management separately and discussing how communication in each of these functions should be approached, and also how they may be best not approached has helped me to come to a conclusion on the effectiveness of interpersonal and communicational skills towards the function of management.

The Effect of Interpersonal and Communicational Skills on Management Functions 9.8 of 10 on the basis of 4392 Review.