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Managers' communication competence

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METALURGIA INTERNATIONAL vol. XVII no. 7

MANAGERS’ COMMUNICATION COMPETENCE

1
Dragana BJEKIĆ, 2Milevica BOJOVIĆ, 3Lidija ZLATIĆ, and 1Milena STANISAVLJEVIĆ
1)
Technical Faculty in Čačak, 2)Faculty of Agronomy in Čačak, 3)Faculty of Teacher Education in Užice
1,2,3)
University of Kragujevac, Serbia

Key words: communication competence, interaction involvement, conflict resolving style, manager education.

Prof. Ph.D. of Psychology Lecturer, MA in Philology Assist. Prof. Ph.D. Psychology Teaching ass. BA of Ecc
Dragana BJEKIĆ Milevica BOJOVIĆ Lidija ZLATIĆ Milena STANISAVLJEVIČ

Abstract: The paper focuses on communication competence as one of the most significant competencies enabling efficient realization
of managers’ professional activities. Distinctions between social and communication competence are elaborated. Two representative
components of middle managers’ communication competence, interaction involvement and conflict resolving styles, are examined in
the research. The research involves 60 middle managers of engineering professions (previously graduated at technical universities).
The results: managers manifest moderate level of interaction involvement. They mostly choose integrative conflict resolving style
while avoiding style is least applied. Positive correlation between attentiveness as interaction involvement component and integrative
conflict resolving style is determined as well as negative correlations between attentiveness and obliging conflict resolving style. The
model of educating communication competent managers is suggested in the paper concluding section.

1. INTRODUCTION: GENERAL CONCEPT OF expected to perform because of the position he or she holds
MANAGER’S COMPETENCE AND ROLES in an organization [6]. Henry Mintzberg [7], [8], [9] classifies
the roles that the manager must play into three categories:
How can we describe a competent manager? It is now a interpersonal, informational, and decisional roles. Managers
leading company strategy to apply competency models for play each of these roles to influence the behaviour of
identifying and developing capabilities of their manager [1]. individuals and groups inside (other managers and
The terms “competency” and “competence” have just employees) and outside of the organization (shareholders,
recently entered the psychology lexis, for a long period, only customers, suppliers, the local community).
such terms as aptitudes, skills or abilities being used [2]. The  Interpersonal roles. Managers assume interpersonal roles
changes of the discourse referring to education and training at to provide direction and supervision for both employees
the end of the 20th century influenced the increasing interest and the organization as a whole. These include roles of
in the constructs of competence and competency; they also figurehead, leader and liaison. As a figurehead, manager
influenced building relations with knowledge application and is a person who symbolizes an organization or a
skill development within education programmes so that department. He informs employees and other interested
knowledge application has become significant component of parties about what the organization mission is and what
competence. In the 1980s competence was considered as it is seeking to achieve. Manager is obligated to perform
ability/skill necessary to perform a certain activity according a number of routine duties of a legal or social nature like
to the requirements. In other words, competence is a person’s greeting visitors, signing legal documents, etc. As a
characteristic relating to the specific domain of activity. It leader, manager is responsible for the motivation and
means the system of knowledge, abilities, skills, motivational activation of employees. He should provide an example
dispositions and attitudes, all mutually and hierarchically to employees to follow, enable training, counselling in
related, which enable performing certain activity [3]. order to help them to reach their full potential. As a
The structure of managers’ professional competence liaison, manager coordinates the activities of people and
becomes more complex; manager effectiveness depends on groups both inside and outside the organization. He
manager roles and functions integration [4], [5] as well as maintains self-developed network of outside contacts
management levels. and informers who provide favours and information.
 Informational roles. This is a group of managerial roles
1.1. Manager roles which provide processing information necessary for the
normal functioning of the organization. These roles
While performing, the manager takes different roles in include roles of monitor, disseminator, or spokesperson.
which his/her communication competence is decisive. A As a monitor, manager seeks and receives wide variety
manager role is a set of specific tasks that a manager is of information to develop thorough understanding of

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organization and environment. In order to perform this Administration, Global Awareness and Self-Management. Self-
role, he reads periodicals and reports, maintains personal management competency is the most indispensable attribute to a
contacts. As a disseminator, manager transmits manager competency model. Concerning the opinions of which
information to employees in order to influence their detailed competency is most required, it is rather varied due to
work attitudes and behaviour. As a spokesperson, different management level:
manager promotes the organization so people inside and  competency model of senior manager considers the
outside the organization respond positively to it. He following competency elements: negotiation, creating a
transmits information to outsiders on the organization’s supportive environment, managing team dynamics;
plans, policies, actions, results, etc. understanding the organization and taking strategic
 Decisional roles. They are closely associated with the action;
method managers use to plan strategy and utilize  competency model of middle managers considers the
resources. As an entrepreneur, manager searches the following competency elements: informal
organization and its environment for opportunities and communication, personal drive and resilience, self-
initiates improvement projects to bring about change. He awareness and development;
creates ideas, observes chances and starts new activities.  competency model of first-line manager considers the
As a disturbance handler, he manages the unexpected following competency elements: information gathering,
event or crisis that threatens the organization and he is analysis and problem solving, budgeting and financial
responsible for corrective action. As a resource allocator, management, understanding the industry and cultural
manager is responsible for the allocation of openness and sensitivity.
organizational recourses of all kind. He needs to decide Communication competence is considered essential to
what the best way is to use people and other resources to managing, both in terms of its theoretical role in management
increase organizational performances. As a negotiator, and in observations of the communication behaviours of
manager reaches agreement with other managers of managers [12]. One of the investigations of manager
groups claiming the first right to resources, or with the communication competence (Maxwell, according to [8]) ranks
organization and outside groups such as suppliers or the manager’s ability to communicate efficiently first in
customers. importance, with a rate of 38%, and the other components are
lower: creation - 31%, management knowledge - 19%, and
1.2. Structure of manager competence relations - 12%.
Manager ICT competencies or manager e-competence is the
There are several useful manager competency models [1], important part of manager competence, too. However, manager
[10], [11]. The manager competency model [1], [10] contains ICT/e-competencies are not considered in this paper as particular
6 clusters of manager competency and there are several competencies. E-competencies (or ICT competencies) are partly
detailed managerial competencies within each cluster of the integrated in other aspects of communication competence or are
manager competency model (Table 1). Description of tools for their realization. At the same time, much attention has
manager competence is divided into three classes ([1]: senior been paid to these competencies both within specific researches
manager, middle manager, and first-line manager. on managers’ profession and within researches on many other
professional groups having managerial functions as teacher
Table 1. Condition attributes profession is [13].
of manager competency model [1]
Clasters 2. MANAGERS’ SOCIAL AND
1. The Communication Competency COMMUNICATION COMPETENCE
Informal communication
Formal communication Some authors’ point of view that “management is the art and
Negotiation skill of performing the tasks by using other people, not
2. The Planning and Administration Competency performing the task by themselves” [7], emphasizes social
Information gathering, analysis, problem solving interaction as constituent element of manager presence and
Planning and organizing projects functioning; therefore, communication is a process by which
Time management social interaction and management functions are realized. To a
Budgeting and financial management manager, communication is the means to persuade, inform,
3. The Teamwork competency motivate and lead the individuals - group or organization
Designing team members – toward the group target. The realization of group
Creating a supportive environments targets requires group activities and cooperation where
Managing team dynamics communication is the process which shapes and directs
4. The Strategic Action competency cooperation. Unsuccessful cooperation within the group worsen
Understanding the industry the interaction and hence the human relationships; on the other
Understanding the organization side, successful communication improves them.
Taking strategic action Many reviews of the skills used by a successful manager
5. The Global Awareness competency determine the following four groups of skills: technical,
Integrity and ethical conduct interpersonal, conceptual and communication skills, where
Cultural openness and sensitivity communication skills are “the most important skills for optimal
6. The Self-Management competency business management at all levels” [7]. Developed
Cultural knowledge and understanding communication system is necessary both within the organization
Personal drive and resilience and between the organization and environment so that the
Self-awareness and development organization can act as united, integrated unit directed at
common goals [14], [15].
Reducing the prior manager competency model, Wu et al. [1] As with the teachers [16], [17], professional manager
derived four competency clusters: Communication, Planning and competencies are determined by social and interaction

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characteristics of professional performance. The managerial of defining communication competence is difficult, some
communication process becomes more and more complex as the definitions are constructed in terms of control over the
complexity of the company activities and that of the manager’s environment through effective interactions [29].
responsibilities increases. Managers’ communication According to number of models of communication
competence in different social contexts is relatively different, too competence [3], [16], [27], [30], [31], [32], description of a
[18], [19], [20]. Their work communication depends on their communication competent manager is developed. A
personal demographic and professional characteristics, too [21]. communication competent manager (according [27]: is adaptable
In the context of professional development of various social and flexible; is involved in conversation – he/she manifests the
professions (teachers, managers, social workers, psychologists, involvement in conversation by behavioural manifestations
medical workers, etc.) the meaning of the term “communication (gestures, visual direction) and by cognitive activities
competence” does not differ from the term “social competence” (concluding, repeating key sentences, paraphrasing); has skills to
in everyday use [22]. This everyday use, which became the part manage conversation (to regulate interaction and control social
of professional terminology in projecting professional situations, define and change the aims of conversation);
development, requires determining the relations between considers the social relations and makes a plan of the
communication and social competence [23]. engagement; has developed empathy; is effective in
Social competence, or interpersonal competence as its communication process – sustain the aims of conversation and
synonymous term [24], has become dominant psychological personal aims; has expectations coordinated to the situation; is
construct in examining interpersonal relations since 1980s. It is ready to team work; is learning continually about communication
conceived as practical efficiency of an individual functioning in process, and is gaining insights about communication situation;
social context. Social competence means the interaction of he/she is aware of his/her own behaviour; continually develops
individual characteristics, social requirements and situation communication skills, train and test exchange of messages;
features. As the product or effect of social competence the continually masters the use of different communication means.
following issues are most frequently dealt with: professional The system of interpersonal relationship and personal
achievement or success, academic achievement, quality of social characteristics of communicator and recipient affects
interaction in relevant social groups. Social competence is not communication as the manifestation form of social interaction.
only the term used in social sciences, but is also included in Social psychology researches (the field of social perception,
strategic documents of international institutions and group psychology, etc.) confirm the significance of social
organizations as one of the most crucial competencies of intelligence, empathy, verbal intellectual abilities, self-respect
contemporary civil community (documents of European and respect to others, emotional balance, extroverted-introverted
Commission on most important competencies [25]). dispositions, aggressiveness, flexibility to communicate
Social competence is subject to experience and learning; it successfully.
also means modification of present behaviour forms and
development of new more functional ones on the basis of 3. EMPIRICAL RESEARCH OF SOME
personal insights and the effects of social feedback.
From the review of evaluation measures of social
MANAGER COMMUNICATION
competence by Spitzberg and Cupach [24] and Rebecca Rubin et COMPETENCIES
al. [26], [27], we can emphasize the tendency to study social
competence by studying sign communication and symbolic Communication competence is most directly recognized in
forms of behaviour manifested in interpersonal context. the contexts of direct interpersonal communication during
Communication competence has become dominant construct in conversation and of interpersonal conflicts. Some authors [33],
the researches dealing with the features of human functioning in [34], [35], [36], [37] selected and developed various instruments
social context [22]. for measuring two components of communication competence
Communication competence is narrower, but widely manifested in such situations: (a) interaction involvement and (b)
overlapping construct with the basic construct of social conflict resolving style.
competence [24]. It is considered to be the central aspect of Interaction involvement, as a skill of communication
social competence [22]. However, it would be wrong to put competence, explains interpersonal communication as a
equation sign between these two constructs, which is the transactional relationship involving the elements of self, others,
frequent case in current research approaches. and situations. Cegala et al. [33] derived three components of
A more contextually sensitive definition of communication interaction involvement: attentiveness, perceptiveness and
competence within organizations would extend the original responsiveness. Therefore interaction involvement can be
Spitzberg and Cupach model [24] and define organizational viewed as a multidimensional construct involving the awareness
communication competence as the evaluative impression of the of self-behaviour and awareness of other people behaviour.
quality of interaction moderated by organizational norms and Interaction involvement is a complex concept: it is “the extent to
rules. Communication competence in organizations involves which an individual participates with another in conversation”
“knowledge of the organization and of communication, ability to [33].
carry out skilled behaviours, and one's motivation to perform Highly involved people integrate feelings, thoughts and
competently” [12]. experiences with the ongoing interaction; their consciousness is
Cyphert and Wurtz [28] considered communication directed toward the self, others and conversation topic; their
competence as wide concept. Where specific communication speech can be marked as consistency and understanding; they
competencies are defined, they can be categorized as one of four have focus on the message meanings and importance; they are
general types of competence [28]: (a) knowledge/information of more effective to take information. Description of interaction
specific communication practices, resources or content material, involvement components [33], [34]:
(b) mental skill/capacity to perform specific communication  Attentiveness is the extent to which an individual heeds
behaviour, (c) attitude/value that support or motivate targeted in the immediate social environment. It denotes to what
communication behaviours or practices, (d) performance/ extent a certain individual tends to pay attention to the
behaviour that is observed by assessors. Although signs in the immediate social environment, particularly in
communication competence definitions vary widely and the task relation to the collocutor – hence it involves the

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comprehension of communication behaviour of the of communication participants based on listening and


others. perceiving;
 Perceptiveness is an individual’s sensitivity about what  responsiveness (cognitive responsiveness) – tendency
meanings should be applied to the others’ behaviour and to react mentally to the social circumstances and adapt
what meaning the others apply to their own behaviour. by knowing what to say and when to say it.
 Responsiveness relates to an individual’s certainty about  Conflict resolving style – dominant manner to resolve
how to respond in a social situation. This is the tendency interpersonal conflict; Rahim [34] differed five conflict
to react to the particular social circumstance and to resolution styles and created instrument to measure
modify reaction by knowing what and when to say. styles (ROCI-II); Pokrajac and Kardum [39] confirmed
The skills of non-violent communication and conflict four conflict resolving styles: integrating, dominating,
resolving are the components of the manager’s communication obliging and avoiding style.
competence. The manager should be mediator in social
interaction. He/she is interested in constructive conflict resolving Research instruments:
and increasing awareness of the strategy of resolving  IIS – Interaction Involvement Scale [27], [33]
interpersonal conflicts. constructed to assess components of interaction
There are two dimensions of the resolving interpersonal involvement (A, P, R). The self-assessment scale
conflict styles, and four basic styles [39]: integrating, consists of 18 items to assess one’s interaction
dominating, obliging and avoiding style; the special aspect is the involvement – one’s behaviour and emotion in
compromising style. Managers resolve conflicts differently, conversation process. The five-level scale is used in the
according to their personal characteristics. investigation.
Rahim developed inventory for measuring conflict resolving  ROCI II – Rahim Organizational Conflict Inventory II
style ROCI-II (Rahim Organizational Conflict Inventory II) [35]. [35], [36], [39], measures independent dimensions of
The ROCI-II, as one of the more recently developed instruments; interpersonal conflict managing styles: integrating,
it is distinguished by its emphasis on individual predispositions, negotiating, dominating, avoiding (indulgence). It
its belief in maintaining a balance in the amount of conflict in the consists of 27 items for the self-assessment of styles of
organization, and its concern for effectiveness in managing managing interpersonal conflicts.
conflicts [38]. The scale treats communication implicitly as a set  SDE inventory – Inventory of socio-demographic and
of strategies used to achieve interpersonal goals and as a way of educational characteristics.
equalizing the amount of conflict in the system. Description of For data processing, measures of descriptive and
conflict resolving styles are [36]: correlation statistics in SPSS were used.
 Integrating (high concern for self and others) style
involves openness, exchange of information and The sample: 60 university educated engineers on the
examination of differences to reach an effective solution positon of middle-level manager in different types of
acceptable to both parties. It is associated with problem organization (industrial companies, schools, agencies etc).
solving, which may lead to creative solutions. The average of the working time is 15 years. The subjects
 Dominating (high concern for self and low concern for answered individually.
others) style has been identified with win-lose
orientation or with forcing behaviour to win one’s 3.2. Results of the empirical research and discussion
position.
 Obliging (low concern for the self and high concern for The managers manifest moderate level of interaction
others) style is associated with attempting to play down involvement - aspect of conversation and verbal
the differences and emphasizing commonalities to satisfy communication (Figure 1). The level is relatively low for
the concern of the other party. managerial process and activities.
 Avoiding (low concern for self and others) style has been
associated with withdrawal, buck-passing, or
sidestepping situations.
 Compromising (intermediate in concern for self and
others) style involves give-and-take whereby both parties
give up something to make a mutually acceptable
decision.

3.1. Methodology

The research (as a part of wider comparative longitudinal


study – [3, 16] investigated two aspects of middle level
managers communication competence.
M
The variables are: Fig. 1. Interaction Involvement of middle level managers
 Interaction involvement - characteristic of the person
who makes the personal interaction with the other person They assessed particular components of interaction
(the manner of participation with another in involvement by applying self-assessment scale. According to
conversation); it consists of three components [33]: the obtained results these aspects of their communication
 attentiveness – awareness of communication behaviour competence are moderately high in their professional
of the other person in interaction process (awareness performance (Table 2); they recognize them in their own
of the signs in social environment); behaviour - they are aware of attentiveness, perceptiveness
 perceptiveness – knowledge of the meanings which and cognitive responsiveness in their own behaviour.
person contribute to its own behaviour and behaviour

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Table 2. Managers’ interaction involvement Table 4. Correlation of Managers’ conflict resolving style and
Conflict Possible M on the Interaction Involvement (r-Pearson coefficient)
M SD
resolving style results scale 1-5 Conflict Interaction Involvement
IIS - Interaction resolving Attenti- Percepti- Responsi- Sum
18-90 69.73 5.85 3.87
involvement style veness veness veness
Attentiveness 6-30 22.78 3.03 3.80 Integrating 0.37** 0.15 -0.13 0.16
Perceptiveness 4-20 15.37 1.69 3.84
Responsiveness Dominating 0.13 0.12 -0.16 0.19
8-40 31.58 3.17 3.95
Obliging -0.29* 0.10 -0.23 -0.25
N=60 M – Mean, SD – Standard Deviation
Avoiding -0.08 0.22 -0.14 -0.06
Considering the significance of non-violent N=60 ** p<0.01 *<0.05
communication in manager profession and of selection of
adequate conflict resolving strategy and style, middle level Generally there is no correlation between interaction
managers opt for integrating conflict resolving style as the involvement (total scale score and particular components)
primary one (Table 3). and conflict resolving style. Correlation analysis determined
that there are positive correlation between integrating conflict
Table 3. Managers’ conflict resolving style resolving style and attentiveness (r=0.37, p<0.01). At the
same time, there is negative correlation between obliging
Conflict
Possible M on the conflict styles and attentiveness (r=-0.29, p<0.05). This
resolving M SD
results scale 1-5 means that managers, who tends to take care more of
style
communication signs in their immediate environment,
Integrating 7-35 28.25 3.52 4.04 especially of the communication signs of their collocutors,
Dominating 7-35 22.18 4.39 3.17 and are focused on having knowledge of other people
Obliging 7-35 22.07 5.54 3.15 communication behaviour, are at the same time more ready
Avoiding 6-30 16.53 3.60 2.76 to choose integrating conflict resolving style, which means
N=60 M – Mean, SD – Standard Deviation high concern both for others and self. Also, at higher level of
attentiveness managers choose obliging conflict resolving
So, middle level managers are aware of functionality of style more rarely because it requires low concern for self and
integrating conflict resolving style and are positively oriented high concern for others.
towards its application, though this research based on self-
assessment does not offer the insight how much they really 4. INSTEAD CONCLUSION: EDUCATION OF
applied it. Middle level mangers are concerned highly for self COMMUNICATION COMPETENT
and others and they are open to new social situations, ready MANAGER
to examine effective solution acceptable to both parties.
Flexibility as an important personal feature is in the core of Communication competence is unavoidable aspect of
such behaviour since flexible persons are ready to modify manager professional competence. However, some
their own behaviour by knowing the circumstances; they components of manager communication competence are not
remarkably depend on their emotional and cognitive sufficiently developed and modified according to the
openness, ability to assess the circumstances, readiness to demands of professional performance. Interaction
change and evolve, and on autonomy achieved so far. To be involvement and conflict resolving styles, also examined in
flexible in communication, an individual should always be this paper, are components of communication competence
aware of the situation, self and others. Awareness involves which should be strengthen.
having knowledge of environment, responsibility for making Developed empirical and frequent experimental
choices, acceptance of and ability to contact. investigations of the professional performance and
Dominating conflict resolving style and obliging conflict communication competences confirmed the following: there
resolving style (with negotiating behaviour) are chosen on is the causal link between the learning and training of
the same level. Managers choose avoiding style at adequate communication behaviours, and the effectiveness in
remarkably lower degree than the previously mentioned ones. professional performance [16]. Since communication
In the research [16], comparing conflict resolving styles competence is formative for the entire manager’s successful
between teachers (which is also the profession with professional performance, it is necessary to strengthen these
managerial elements) and engineers-managers, the obtained competences in a systematic way by organizing suitable
data show that there are some differences between middle training programmes for in-service managers as well as
level managers (engineers on the manager position) and future managers-students of management during their initial
secondary school teachers (engineers who work in secondary education.
vocational school): managers choose avoiding conflict Current educational issues lead to the improvement of
resolving style much more rarely than their colleagues in the communication competence syllabus/curriculum in manager
secondary school. pre-service education and the programmes in in-service
Cegala’s research [34], which showed that highly education.
involved persons felt more positive and less negative during a The contents and courses in the fields of communicology
competitive negotiation than low-involved persons, suggests have been involved in the process of manager education since
correlation analysis of interaction involvement and conflict the mid-20th century. Learning communication skills became
resolving style. Therefore their correlation is examined, the segment of their improvement initiated by the needs of
measured by self-assessment (Table 4). business systems; and only later it was included regularly in
education process. These contents became the part of
university education in the mid-1900s [40, 41], having
autonomous courses under the title “communication”

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emphasizing the skill element. At the end of the 20th century,  evaluative aspect - development of competencies of
when communicology became the independent science, the communication evaluation: evaluation of different
courses got the title “communicology”, while many other communication process (especially team communication,
courses are called “communication skills”. The PR communication, marketing communication).
“communicology” course focuses much more on getting
knowledge of the system of the science, communication Acknowledgement: The paper in its final phase is developed
theory, types of communication and then on communication as a part of the project 179026 “Teaching and learning –
skills. The courses whose title refers to specific problems, goals and perspective”, funded by Ministry of
communication field focus on acquiring practical knowledge Education and Science of Republic of Serbia.
and communication skills.
Fundamental assumptions on which programmes for
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