JTW 106E/JUW 106E/JTW 117E - Business Communication

Prepared By:

Group Members Matric Card

Mohd. Azwan bin Md. Azali JG/12895/22

Muhammad Hanafei bin Azmi JG/12918/22

Muhammad Hadi Muiz Bin

Mohd Sharil Arif Bin Mat Saufian JG/12894/22

Prepared For:

Dr. Wan Afezah Wan Abdul Rahman

Lecterur

JTW 106E/JUW 106E/JTW 117E - Business Communication

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1. What is professionalism? Why is communication important to professionalism?

How frequently have you heard the phrase "communication is key"? We all

communicate every day, whether it is through spoken words, written letters, or nonverbal

cues. However, why is communication important to professionalism? Is it so crucial? Well

first, let's understand what communication is. It's the act of passing knowledge from one

person to another, put simply. Here are two different definitions of professionalism:

I. “The skill, good judgment, and polite behavior that is expected from a person who is

trained to do a job well” Merrium-Webster, n.d.

II. “‘Professionalism’ is commonly understood as an individual’s adherence to a set of

standards, code of conduct or collection of qualities that characterize accepted

practice within a particular area of activity” Universities UK et al. 2004.

Professionalism refers to the skills, competence and behavior of a person in a

particular profession. It aims at higher standards, remarkable performance, and better

relationships with customers and co-workers. In business, professionalism means meeting

one's obligations, doing excellent work, and asserting oneself as an expert. Comunications is

a process of exchange messages between two or more individuals while Bussiness

Communication is a process of sharing information between people within the workplace and

outside the company.

Whether you're sitting in a meeting, attending a job interview or emailing a client,

good communication skills are essential. They can make the difference between getting your

point across or being misunderstood, getting your dream job or not, and building strong and

positive working relationships rather than dealing with conflict and obstacles. According

(Communication Skills, 2nd ed, Leena Sean) communications can be defined as:

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 I. Transaction process that involves an exchange of ideas, information, feelings, attitude,

or beliefs or impression.

II. Multi-level process in an organization because it involves the organizational hierarchy

from the top to the bottom and across the horizontal levels.

III. Cultural interaction with people in groups for conversing and sharing ideas in social

gatherings and not talking shop.

In our daily life, communication enables us to connect with people, share our experiences

and strengthen our bonds. It gives us the chance to communicate our views, share

information, and express our emotions. From the moment we get up and turn on the radio,

read the newspaper, drive by billboards on the way to work, and pay attention to train

announcements, communication is all around us. Communication during the workday enables

task to be accomplished thoroughly, which eventually increase self value and the company's

professionalism. Communication abilities are highly prized in business. Leaders with poor

communication skills are frequently to blame for problems with productivity.

There are numerous reasons to work on to improve our communication in

professionalism. When can choose the right medium communication to delivered the right

massage. For instance, it would be okay in some circumstances to simply send a text message

or drop them an email, but there are other circumstances where face-to-face interaction or a

phone call would be preferable. Effective communication increases employability. Despite

what we may believe, not everyone has the ability to communicate. Candidates with strong

communication skills are in high demand from employers and management because they do

tasks more quickly, effectively, and efficiently. Our dream job or a promotion could be ours

if we improve our communication abilities. Without effective professional communication,

there is a considerable likelihood that we will come out as unprofessional. This leads to a lot

of unintentional errors, misunderstanding, or even losses. Hence, having effective

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communication skills makes it possible to minimise misunderstandings, which leads to a

workflow that is more accurate and effective. Your capacity to listen to others' views is just

as crucial as your capacity to convey your own. Creating a culture of open, honest

communication will help promote better teamwork, relationship-building, and group

cohesion. Effective leadership styles and communication skills go hand in hand.

A lack of communication skills can make team members feel uneasy and uninterested

in their work, but effective communication skills enable a team to work together to achieve

the intended goals. Strong communication skills benefit people in all facets of their lives,

from their professional lives to the transition to their personal lives, and all in between.

Communication is the foundation of all life transactions. Communication abilities support the

accomplishment of predetermined goals by providing a clear understanding of those goals

and enabling effective goal-setting and preparation in the proper setting (The Sciencetific

World, 2020). And lastly, we can be an example to others. You may engage your audience,

keep them focused on your message, and motivate them to accept your views by improving

your presentational skills. Since they provide the inspiration and drive that keep a group

moving forward, effective communicators develop into natural leaders both formally and

informally. It requires work, focus, and training to be an effective professional

communicator. Yet, after you have learned this technique, you will grow stronger, more self-

assured, and more effective at work. An essential soft talent that serves as the cornerstone for

a prosperous career in any profession is effective communication.

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2. What steps can you take to improve your intercultural conversation skills, both as a

speaker and as a listener? (Chapter 3).

1. Study other cultures and languages

Intercultural communication training is incredibly important to breaking down cultural

barriers and build awareness of cultural norms, as well as enhancing self-awareness and

communication skills. There have two roles that need to focus so that this intercultural

conversation skill can improve to both as a speaker and a listener.

Firstly, to improve our intercultural conversation skills, as a speaker we need to have

a combination of knowledge, practice, and a willingness to learn and adapt. We also to

always study other cultures and languages so that we can understand them well. Before we

can understand them well, we need to educate ourself about their different cultures even

though it will be taking time to learn about the cultures that we be interacting with. Learning

their culture is including learning about their customs, traditions, values, and communication

styles. With these skills it will be help us to understand their perspectives and avoid

unintentionally offending them and it also help us to make them feel comfortable when they

interacting with us.

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 Communicative misunderstandings can often occur between two people from

different countries due to an ignorance of opposing attitudes of particular social norms.

Words, gestures and rules of engagement have a tendency to be misinterpreted, such as how

you should express politeness. Example of cultural misunderstanding, in some countries, such

as Sweden, it’s customary to keep some distance between one another when speaking if

you’re meeting someone for the first time. Touching the other person is often frowned upon.

In Germany, initial conversations are usually formal and polite – addressing someone with

the Mr/Miss/Ms prefix followed by their surname.

Another example, we can see in Iran and parts of the Middle East, giving a thumbs up

during a conversation or in a crowd is considered the equivalent of giving ‘the middle finger’.

While slurping our food in Western countries is considered rude but in Japan, it’s an

indication that you’re enjoying your food. In Philippines, beckoning someone with your

fingers is seen as a gesture fit only for dogs and, in some cases, culprits can be arrested.

2. Respect preferences for communication style.

Intercultural conversation skills will put ourself as a listener. To be a good listener we

need be more open-minded person and learn about different perspectives, cultures, and ways

of thinking. Apart from that, paying close attention to what the speaker is saying, reflect them

by asking a question or reflect back what we have understood to ensure that we understood

them correctly. We also need to avoid making assumptions based on stereotypes or previous

experiences.

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 As listener we can always approach each conversation with an open mind and seek to

understand the person's individual experiences, perspectives, practice empathy, understand

and share the feelings of another person. It's an essential skill when it comes to intercultural

conversation. We always need to try put ourself in the other person's shoes and see the world

from their perspective. It will help us to show respect for the person's culture, beliefs, and

values.

As a speaker and listener, we also have to avoid judgmental comments or behaviour

that could be perceived as disrespectful to each other. Both speaker and listener can always

ask for feedback from each other to help us understand how well we are communicating and

whether there are any misunderstandings that need to be addressed.

Second point of view, both speaker and listener need to respect style preference or

respect cultural differences. To be respectful of cultural differences, we need to avoid making

judgments about what is "right" or "wrong” to each other. Always remember that different

cultures have different ways of doing things, and what may seem normal or appropriate in

one culture may not be the same in another. We also need to avoid interrupting no matter

speaker or listener is speaking. This is because it can be disrespectful particularly if we are

interrupting to each other to criticize or dismiss their style preferences. Instead, we need try

to let them finish what they're saying before responding.

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 Along with that, avoid being judgmental or critical of someone's style preferences,

even if you don't necessarily agree with them. Remember that everyone is entitled to their

own opinions and preferences, and it's important to respect those differences.

In addition to what has been said, show a genuine interest in someone's style

preferences by asking follow-up questions and engaging in conversation about the topic. This

can help to build rapport and show that we respect each other opinions. With these two points

of view, when we practice in our daily life, it will make us more confident and liked by all

parties who are dealing with us.

3. Write clearly

One of the most significant advantages of writing in intercultural communication is

the ability to clarify meaning. Writing allows one to take the time to think through their

message, choose their words carefully, and organize their thoughts. This can be especially

useful when communicating with people from different cultures, as the language used in

intercultural communication must be clear and concise to avoid misunderstandings.

To improve intercultural communication skills through writing is to use simple

language. Using complicated or technical language can be confusing, especially for people

who are not fluent in the language. By using simple, easy-to-understand language, writers can

ensure that their message is clear and accessible to everyone. We are encouraged not to use

slang or idiomatic phrases in writing. Our readers come from different languages and

cultures. They might not have any idea if we write idioms that are related to our country.

Writers must be mindful of cultural differences. Different cultures may have different

customs, values, and ways of communicating. By taking the time to learn about the culture of

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the person they are communicating with, writers can avoid using language that may be

offensive or confusing.

Next. writers must avoid slang. Slang may be common in certain cultures, but they

may not be understood by people from other cultures. By avoiding jargon and slang, writers

can ensure that their message is clear and easily understood. Tt is essential to proofread and

edit one's writing. Mistakes in grammar, spelling, and punctuation can be confusing and

detract from the message being conveyed. By taking the time to proofread and edit one's

writing, writers can ensure that their message is clear and easily understood.

4. Speak and listen carefully.

One of the most important skills in intercultural communication is speaking and

listening carefully. In this essay, we will explore how speaking and listening carefully can

help improve intercultural communication skills.

To improve intercultural communication skills through speaking and listening

carefully, it is important to take several steps.

First, it is crucial to speak clearly and slowly. People from different cultural

backgrounds may have different accents or may not be fluent in the language being used. By

speaking clearly and slowly, speakers can ensure that their message is easily understood.

Different cultures may have different communication styles, customs, and values. By taking

the time to learn about the culture of the person they are communicating with, speakers can

avoid using language that may be offensive or confusing.

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 It is important to be respectful and avoid making assumptions. Assumptions can be

harmful and can lead to misunderstandings. By being respectful and avoiding assumptions,

speakers can ensure that they are communicating effectively and building strong

relationships. Listening is just as important as speaking in intercultural communication. It is

essential to pay attention to what the other person is saying and to ask clarifying questions if

necessary. This can help avoid misunderstandings and ensure that both parties are on the

same page.

Plus, communication can be slow and challenging in intercultural communication, but

patience is essential. By being patient and taking the time to understand the other person,

speakers can build strong relationships and achieve common goals.

5. Use interpreters, translators or software.

Intercultural communication is becoming increasingly important in today's globalized

world. As people from different cultures come together to work, study, and live, effective

communication is essential for building strong relationships and achieving common goals.

One of the most effective ways to improve intercultural communication skills is by using

interpreters, translators, or software.

Firstly, using interpreters can help overcome language barriers. An interpreter is a

person who translates speech from one language to another in real-time. Interpreters can help

people communicate effectively even if they don't speak the same language. By using

interpreters, people can avoid misunderstandings and build stronger relationships.

Secondly, using translators can help overcome written language barriers. A translator

is a person or software that translates written text from one language to another. By using

translators, people can communicate effectively through written text even if they don't speak

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the same language. This can be particularly helpful in professional settings, such as business

or academic environments.

Thirdly, using software can help overcome language barriers in real-time. There are

many software options available that can translate speech or written text in real-time. This

can be particularly helpful in situations where an interpreter or translator is not available. By

using software, people can communicate effectively with people who speak different

languages.

Using interpreters, translators, or software can help build cultural awareness and

sensitivity. By using these tools, people can learn more about other cultures and languages.

They can learn to recognize and respect cultural differences, avoid misunderstandings, and

build stronger relationships.

In conclusion, using interpreters, translators, or software is an effective way to

improve intercultural communication skills. By using these tools, people can overcome

language barriers, communicate effectively through written text, communicate effectively in

real-time, and build cultural awareness and sensitivity. Effective communication is essential

for building strong relationships and achieving common goals, and by improving intercultural

communication skills, people can build stronger relationships and achieve success.

6. Help others to adapt to the culture.

One of the most effective ways to improve intercultural communication skills is by

helping others adapt to the culture. In this essay, we will explore how helping others adapt to

the culture can help improve intercultural communication skills.

Firstly, it is essential to understand that adapting to a new culture can be challenging.

People may experience culture shock, which can make it difficult to adjust to a new

environment. By helping others adapt to the culture, people can create a welcoming and

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supportive environment. This can help reduce culture shock and make it easier for people to

adjust to their new surroundings. It’s also help others adapt to the culture can help build trust

and respect. By showing interest in other cultures and being willing to help others adapt,

people can build stronger relationships. This can help foster a sense of community and create

a more inclusive environment.

Furthemore, by helping others adapt to the culture can help promote cultural

awareness and sensitivity. By learning about other cultures and helping others adapt, people

can become more aware of cultural differences. This can help avoid misunderstandings and

promote cultural sensitivity. Creating a welcoming and supportive environment, people can

encourage others to communicate and share their ideas. This can help promote effective

communication and build stronger relationships.

In conclusion, helping others adapt to the culture is an effective way to improve

intercultural communication skills. By creating a welcoming and supportive environment,

building trust and respect, promoting cultural awareness and sensitivity, and promoting

intercultural communication, people can build stronger relationships and achieve success.

Effective communication is essential for building strong relationships and achieving common

goals, and by improving intercultural communication skills, people can build stronger

relationships and achieve success in today's diverse world.

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