Principles of Professional Communication

Question: Explain the principles of professional communication. Answer: Introduction Clear and proper communication is one of the most important aspects of a successful professional life. Improper communication in the field of business and commerce may lead to serious problems in the business dealings. A firm involved in the business dealings may suffer great financial and reputation loss due to lack of proper communication with their partners or clients. The report deals with the analysis of a case study which depicts communication breakdown of a person named Mark Neggo. The person Mark Neggo was supposed to give instructions to his secretary for creating a report of nineteen pages that describes the progress of a section's work for the past four months. As he was in a great hurry, he wrote a note of his request to his secretary (Felgoise, et al., 2015). The purpose Going through the letter which Mark Neggo has written to his secretary one can interpret that Mark himself is aware of the requirements that he wants from his secretary. The note which he has written depicts his poor communication skills. The sender of the letter Mark Neggo had a clear purpose of sending this note to his secretary, but he was quite unsuccessful in delivering his message to his secretary. Mark had a very clear idea of what he wants his secretary to understand out of it. The poor communication skills that have been depicted clearly in Mark's letter to his secretary may mislead the persons concerned to do the needful. Hence, one can clearly understand that the purpose of the letter was very clear to the sender Mark Neggo, but the purpose may not be clear to the people receiving the instructions due to faulty communication depicted in the note (Leder, et al., 2013). The Channel The sender of the letter Mark Neggo chose one of the best methods of communication to convey his message to his secretary. The improper communication which the letter depicts makes it difficult for the receiver of the letter to interpret it and do the needful. Other alternative methods of communication which Mark could take help of include oral communication, telephonic conversation or sending an email. There are some advantages which written communication has. Properly written communication is most suitable to convey long messages and to make legal documentation. On the other hand, an oral communication including telephonic conversation or face to face conversation can be time-saving as well as cost saving. The person initiating the communication can get the immediate feedback of the person at the receiving end (GolMohamadi, et al., 2015). The message The letter which Mark has written to his secretary contains a lot of information and instruction that he wants his secretary and the persons concerned to follow. All the instructions and information that Mark has provided in the letter are presented in a very incoherent manner. Mark did not present the instructions in a proper sequence for his secretary to understand them and follow accordingly. The ideas that Mark presented in his letter is not written in a simple and concise format for his secretary to understand and act upon it accordingly (Sutt, et al., 2015) The message in the letter is also not very well structured to meet the needs of the sender Mark. Mark did not present his letter keeping in mind the receiver's frame of reference. The reference frame is not displayed in proper order. Feedback The sender of the letter, Mark, has provided ample scope for his secretary to send his feedback on the requests and proposals that he has made to him through his letter. In the note that Mark has written he has asked his secretary to meet him before he goes out to the Head Office in case he has any doubts, queries or suggestions regarding the order. Mark can interpret what his secretary would feel regarding the orders provided to him by Mark. Therefore, he has provided the scope of further suggestion to his secretary to understand and know what he feels regarding this order made to him (Meister, et al., 2015). Conclusion The report highlights the fact that proper communication, be it written or oral, is one of the most important aspects that must be carefully dealt with. Faulty communication fails to convey the message to the recipient which the sender wants to deliver (Kam, et al., 2016). To avoid any such difficulties people should take care of their communication skills and improvise them if they are not up to the mark. References: Aarts, B., Chalker, S., Weiner, E. (2014).The Oxford dictionary of English grammar. Oxford University Press. 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