Free download thesis: DIscussion and recommendations on how to communicate more effectively with foreign colleagues in foreign organizations and companies

TABLE OF CONTENTS


LIST OF FIGURES i
LIST OF TABLES i
ACKNOWLEDGEMENTS ii
CHAPTER 1: INTRODUCTION 1
1.1. Rationale of the study 1
1.2. Objectives of the study 1
1.3. Scope of the study 2
1.4. Methodology of the study 2
1.5. Structure of the study 3
CHAPTER 2: THEORETICAL BACKGROUND 4
2.1. The communication process 4
2.2. Communication types 6
2.2.1. Verbal communication 6
2.2.2. Non-verbal communication 6
2.3. Communication forms 10
2.3.1. Written communication 10
2.3.2. Oral communication 11
2.3.3. Visual communication 11
2.4. Communication styles 11
2.4.1. Aggressive communication 12
2.4.2. Passive communication 12
2.4.3. Passive-aggressive communication 13
2.4.4. Assertive communication 13
2.5. Principles of effective communication 13
2.6. Benefits of effective communication 15
2.7. Consequences of poor communication 16
2.8. Barriers to effective communication with foreign colleagues 17
2.8.1. Cultural differences 18
2.8.2. English language performance 19
CHAPTER 3: METHODOLOGY AND ANALYSIS 22
3.1. Methodology 22
3.1.1. Study design 22
3.1.2. Research Instrument 22
3.1.3. Participants’ characteristics 23
3.1.4. Brief on the survey questions 23
3.1.5. Data processing 24
3.2. Findings 25
3.2.1. Response rate 25
3.2.2. How Vietnamese staff communicate with their foreign colleagues 29
CHAPTER 4: DISCUSSION AND RECOMMENDATIONS ON HOW TO COMMUNICATE MORE EFFECTIVELY WITH FOREIGN COLLEAGUES IN FOREIGN ORGANIZATIONS AND COMPANIES 39
4.1. Phase 2: Sender encodes idea 39
4.2. Phase 3: Sender transmits message 43
4.3. Phase 4: Receiver gets message 44
4.4. Phase 5: Receiver decodes message 46
4.5. Phase 6: Receiver sends feedback 47
CHAPTER 5: CONCLUSION 50
5.1. Conclusion 50
5.2. Limitations of the study 50
5.3. Suggestions for further study 51
REFERENCES I
APPENDIXES IV
Appendix 1: Research Questionnaire IV
Appendix 2: Raw data for Questionnaire collected on 17 May 2008 VIII

LIST OF FIGURES



Figure 2. 1. Communication process 5
Figure 3. 1. Respondents’ sex distribution 25
Figure 3. 2. Level ranked by the respondents 27
Figure 3. 3. Response rate by frequency of communication ….29
Figure 3. 4. Factors considered before starting a conversation 30
Figure 3. 5. Ways of confirmation 33
Figure 3.6 Ways to draw attention 34
Figure 3. 7. Ways to ensure understanding 36
Figure 3. 8. Ways to receive feedback 37
Figure 4. 1. The communication process 40
Figure 4. 2. The communication process 43
Figure 4. 3. The communication process 44
Figure 4. 4. The communication process 46
Figure 4. 5. The communication process 47

LIST OF TABLES


Table 3. 1. Occupation of surveyed staff 26
Table 3. 2. Type of organization or company 26
Table 3. 3. Response rate by working duration 28
Table 3. 4. Channel and medium 31

ACKNOWLEDGEMENTS

I would like to express my gratitude to all those who have given me the possibility to complete this graduation thesis. In preparing this thesis, I have had generous Giúp and advice from my teachers, my colleagues, my family and my friends. I would like to express my great thanks to all of them. The thesis would be nothing without them.
I am greatly indebted to Mr. Marco van Grinsven, the Country Representative of Caritas Switzerland office for his encouragement, interest, suggestions, comments and also his willingness to Giúp in need.
I wish to show my sincere thanks to the Vice Director of Pan Nature organization, Mr. Nguyen Viet Dung for his instructions on designing the questionnaire as well as analyzing the data.
I have furthermore to thank all staffs of the foreign organizations and companies, who shared a lot of ideas with me and helped me to complete the survey questions.
My special thanks go to Ms. Duong Bich Hang, the lecturer of the English department at Foreign Trade University. With her enthusiastic and invaluable instructions, corrections, comments, and criticism on my draft and her immediate response to my own questions related to the thesis, I have been able to direct my writing to the right way and finalize this thesis.
Not only my teacher but also my family and my friends are those I would like to thank so much for their support, sharing, encouragement, interest and their compliments to me.
Despite all efforts, shortcomings are unavoidable. I am myself responsible for them and I would highly appreciate your Giúp to make this paper better.

CHAPTER 1: INTRODUCTION

1.1. Rationale of the study
Communication is the essential need of human. It has incessantly improved and developed during our whole life. Communication helps us to acquire and increase knowledge from the outside world and strengthen relations between people, especially those from different cultures and countries. In workplace, many organizations are losing valuable business opportunities because they have failed to recognize the fundamental importance of effective communication. It is communication breakdown that is at the root of conflicts or misunderstanding among colleagues. Staff’ success also depends not only on professionalism and diligence but their individual relationships and communication skills as well.
In Vietnam nowadays, the country is integrating into the global village. More and more foreign companies and organizations have been sprung up like mushroom. Therefore, communication skills with foreign counterparts play an important role in enhancing the efficiency and effectiveness of their work. Vietnamese staff’s ability to communicate with foreigners has become a subject of discussion; however, few studies on it have been carried out. That is the reason why I chose the topic for this thesis as “How to communicate effectively with foreign colleagues in foreign organizations and
1.2. Objectives of the study
The study aims to:
• Provide an overall idea about communication
• Investigate how Vietnamese staff communicate with their foreign counterparts
• Find out how to communicate more effectively with foreign colleagues
Research questions of the study include the followings:
• What is communication process?
• What are communication types?
• What are communication forms?
• What are communication styles?
• What are principles of effective communication?
• What are benefits of effective communication?
• What are consequences of poor communication?
• What are barriers to effective communication with foreign colleagues?
• How do Vietnamese staff communicate with their foreign colleagues at workplace?
• What are the best ways to communicate with foreign colleagues in foreign organizations and companies?
1.3. Scope of the study
I carried out a small-scaled survey with 77 respondents. This survey focused on investigating the oral/spoken communication performance of Vietnamese staff with their foreign colleagues in foreign organizations and companies in Hanoi only due to time limitation. Such factors as social status and gender were included in the questionnaires. Basing on the findings drawn from 77 informants, the writer made some tentative conclusions about what are the best ways to communicate with foreign colleagues.
1.4. Methodology of the study
This thesis was written based on both primary and secondary data. A wide range of materials regarding communication and relating researches were studied such as the published books and web documents. The research methods I used were descriptive and quantitative ones. A survey on how Vietnamese staff communicate with their foreign colleagues was conducted in some foreign organizations, other limited and private companies, International Agency and Institution of Environmental Technology. A survey questionnaire was carried out to collect data. Description, analysis, and statistics were used in processing and interpreting data. Details of studying methods will be further presented in chapter III.
1.5. Structure of the study
The study consists of 5 chapters:
 Chapter 1: Introduction - provides an introduction of rationale, objectives, scope, methodology and structure of the study.
 Chapter 2: Theoretical background - presents an overview of studies on communication. In this notion of communication, the process of communication and communication types, forms and styles are presented. Besides, principles of effective communication, benefits of effective communication, consequences of poor communication and barriers to communication are also included in this chapter.
 Chapter 3: Methodology and analysis - is concerned with a description of studying methods and the results as well as the analyses of the survey.
 Chapter 4: Discussions and some recommendations on how to communicate effectively with foreign counterparts in foreign organizations and companies – looks at the discussion about the survey and puts forward some tips to have a better communication with colleagues from other countries.
 Chapter 5: Conclusion – discusses conclusion and limitations of the study as well as suggests some directions for further study.



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