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Effective Communications Paper

Student: Norman Staub Jr.

Class: CJA/304: Interpersonal Communications

Instructor: Erin Kirpatrick

School: University of Phoenix

Date: July 19, 2014

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Effective Communications Paper

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Introduction:

Effective communication in any workplace is essential and crucial to successful

endeavors and completion of day to day tasks. This is especially certain within criminal
justice organizations. This paper, will discuss the processes of verbal and nonverbal
communication, including associated components of each, the differences between
listening and hearing regarding communications. Also covered will be the formal and
informal channels of communication that may be used within criminal justice
organizations and implemented strategies used to overcome communication barriers
therein.

The Process of Verbal and Nonverbal Communication and the Associated

Components of Each:

The process of communication involves transmitting an idea through a medium

which then receives the message and acknowledges the idea, and in turn provides
feedback to the message sender. The first step of the transmitting ideas suggests
creating one or several thoughts and having a desire to express them. Secondly in the
process is choosing a method of communication for the thought or idea. Expression
may be completed with the use of verbal or nonverbal communication or combining the
two. No matter which method is used knowing you audience is imperative audience, so
you can make a decision on which type and tone to use in delivery of the message.
Tone, concerning especially oral communication can create a drastic difference to the
receiver in terms of the initial reaction of the message. Once a receiver is delivered the
message, they create individual interpretations which may or may not be how the
message was originally intended to be received. Developing an understanding of the
idea or message relies strongly on interpretation of the person receiving the message.
The completion of the process occurs when the receiver provides feedback to the
message sender. This can be done by providing clarification of what was understood
and whether they agree or disagree with the message itself. These steps are part of the
communication process; essentially a failure of completion for one step and the
communication becomes ineffective. [ CITATION Ken13 \l 1033 ]
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Differences Between Listening and Hearing in Communication:

Hearing is the capability to hear the audio of the message being received and
enunciation of the words, but it cannot ensure whether the message was indeed
understood. By using the aids such as tone, facial expressions and body language
understanding a message may be easier. However actually listening to what is being
said and understanding the message completes this process. Active listening is
important to effective communication. Active listening skills helps a listener to not only
hear what is being heard by their ears but also taking the time to absorb or understand
the information that is being spoken to them.

Formal and Informal Channels of Communication in Criminal Justice

Organizations:

The channels of communication native to criminal justice organizations

demonstrate how the information flows from one person or group to another.
Communication and the channels of delivery include both formal and informal methods.
Formal channels of communication consist of subjects such as orders, directives and
written memorandums that follow a chain of command. Communication of this type or
scenario usually flows downward from the highest level of the totem pole, such as a
police chief down to its subordinates. Communication of this channel type has both its
advantages and disadvantages. The advantages of using a formal channel promote
uniformity within the department. All officers, despite their rank, receive the same
information. The disadvantage of using formal channels is that it sometimes stops the
free flow of communication. If this channel type of communication is the dominant type
used it there is not much room allotted for officers to exchange freely any information
within their department. That is to say that patrol officers usually are not encouraged to
communicate amongst their peers but rather just receive instruction from their superiors.
The possibility of hindering then arises within the department because without
encouragement officers may not help one another communicate with each other and
possibly provide or exchange crucial information that might help them execute their
responsibilities. Informal channels of communication include “unofficial routes of
communication within a law enforcement agency. Channels like these exist but do not
appear on any organizational chart, and most likely aren’t sanctioned officially by the
department.” (Wallace & Roberson, 2009). Communications of this type allow a free
flow of information within all those employed in criminal justice organization. The
direction of communication usually does not go up or down the ladder of chain of
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command. It opens up and encourages communication between officers and the

different departments that make up the law enforcement agency. It promotes the
sharing of information amongst peers that may ultimately contribute to successfully
completing their duty of serving and protecting the community together as a team.

Different Barriers to Effective Communication in Criminal Justice Organizations:

Many barriers can exist to inhibit effective communication. Barriers may include
emotional, physical and semantic barriers. Ineffective listening may also be construed
as an important barrier as well. Emotional barriers may include officers having low self-
esteem. An officer with low self esteem in question perhaps may refrain from
communicating anything because he lacks self-confidence and has developed a fear of
being ridiculed or put down by his peers. There are agencies that have confronted this
type of barrier by providing peer support groups so that they can work together to break
these feelings of insecurity and promote a sense of trust. Physical barriers also can
develop a breakdown of communication.

Physical barriers where messages cannot be transmitted may be the cause of faulty
equipment. For example defunct radio transmitters prohibit officers from communicating
with one another because the radio transmitters are not working. Another may be the
computers in the vehicles or in the office are down. Stopping this from happening is
officers should have readily available and working technological equipment to assist
successful communication between officers. Other types of physical barriers are
perhaps the distance between officers when they are communicating. Shortening the
distance can help provide a feeling of camaraderie and trust.

Semantics involve the selection of words you choose to aid you with your
communication. If the wrong word is chosen obviously, the communication will not be as
effective and the entire message can be misread. Ineffective listening also plays its role
in hindering the communication process. If a individual is not fully engaged in the
speaker perhaps because the topic does not interest them, , or development of your
own biases or set opinions on what is being said have been established in which you
with a closed mind, this can lend to ruining the communication between you and the
sender.
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Strategies That may be Implemented to Overcome Communication Barriers in

Criminal Justice Organizations:

In order to implement strategies to overcome the above mentioned barriers,

understanding what type of barrier is preventing the flow of communication must be
found first. After pinpointing this barrier you can proceed to try and remove those
barriers. Each barrier may preset its own unique set of obstacles to fully overcome its
opposition to successful communication. Emotional barriers could be diminished by
working on self-improvement such as providing counseling for depression or self-
esteem issues to officers. Law enforcement agencies can provide help with finding the
right person to talk to or by providing a peer support group you can join to help deal with
these types of emotional barriers. Physical barriers are overcome by ensuring
equipment of all types used within the department is adequately functioning and
therefore the lines of communication can remain open. If the physical barrier involves
distance between officers, then that distance needs to be shortened so that the
communication between these officers allows for better exchange between them.
Another way to shorten distance is if within the offices budget to add more officers so
they may be more closely grouped together. Barriers involving semantics can be
improved upon by studying grammar and word selection either independently or
provided by the organization itself. Identifying what type of barriers are preventing the
exchange of information and finding appropriate solutions to overcome these challenges
will ensure a better and more effective way of communicating.
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Conclusion:

Nobody can deny that communication is a vital part of life. The exchange of ideas and
messages cannot be conveyed between people in either a personal or professional
setting without proper communication. The process of communication works and
identifying the barriers that breakdown communication when faced with problematic
situations need to be solved quickly. Especially in the criminal justice field where the
demand of communication is an essential skill sets.

Within the walls and confines of the criminal justice system communication and
ensuring it is successfully transmitted are crucial to agony success. The execution of
proper communication is essential to the fulfillment of law enforcement duties. On a day
to day basis officers and agents come in contact with victims, suspects, and fellow
officers and must be readily able to communicate with a plethora of environments and
scenarios essentially on instinct, you could even say like a hair trigger
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.
References:

Cherry, K. (2013). Understanding Body Language. About.com, pp. 1-9.

Wallace, H. &. (2009). Written and Interpersonal Communication: Method for Law
Enforcement (4th ed.). Upper Saddle River, NJ: Prentice Hall.