EFFECTIVE COMMUNICATION AND ITS IMPORTANCE IN ORGANIZATIONS

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EFFECTIVE COMMUNICATION AND ITS IMPORTANCE IN ORGANIZATIONS

Introduction

Effective communication is essential for any organization that wants to prosper and do exemplary well. It is a two way street and it needs to be both top-down and from down to the top for it to be effective. In an organization it can be made effective by listening to team members. As a leader, one needs to be a better listener more than they talk. This way they are able to get a different perspective of a situation or hear out the team and improve their confidence and morale. Simple words work best because everyone cannot be on the same page with vocabulary and simple words will convey the message better and reduce misunderstandings. Communication is the key to the success of an organization, with people, as a particular country’s citizen and it is essential for all forms of interactions whether formal or informal. A person’s ability to communicate with others comes from experience and experience has been proved to be an effective teacher. (McLean, 2017)

Summary of articles

Open meetings-effective COMMUNICATION AND ITS IMPORTANCE IN ORGANIZATIONS

They provide one on one interaction between people that is essential because people get to feel, hear and see what is being communicated and they can ask for clarification. They are an excellent way for co-workers to offer each other support. It is said that 55% of face time people are able to read non-verbal cues and open meetings are an excellent way to enable people to understand each other’s perspectives by even keeping a good eye contact. Many people also feel that it is safer to share confidential information that would otherwise not be safe to share in emails because it is unique to the company. It is an ideal ground for everyone to share and be heard as well. It is important for leaders because they get to clarify the mission and where everyone else is headed. It is an opportunity to rally people towards the same goals. A physical meeting especially in troubled a time is an excellent way to keep people in focus. They are an excellent opportunity to learn as well as make improvements. (Stapleton, 2017) Select a meeting format for the company and stick to it so that it becomes familiar, avoid very long meetings, choose participants with care, give notice on time, have an agenda, a time keeper and take notes. (Rush, 2017)

Written and phone messages-effective COMMUNICATION AND ITS IMPORTANCE IN ORGANIZATIONS

They can be used to communicate short and urgent messages without necessarily interrupting people from their work stations. Written messages can be in form of emails, memos and notes. They have been proven to be easily misunderstood as people tend to read in between the lines. For it to be effective, it should be carefully written. (Miller, 2016) Phone calls are also essential in communication especially when your staff is scattered over a wide area. Tone is an important aspect in communication and its use should be taken into consideration. Bad tonal variation especially when correcting a wrong will be taken too harshly. Tone often sets mood and just the right amount of good moods creates a boost in morale. One should aim at creating a suitable workplace where the juniors are not afraid to voice their concerns. (Trends, Team & Belonwu, 2017) “The words we write are very real representations of our companies and ourselves. We must be sure that our e-mail messages are sending the right messages about us,” explained Janis Fisher Chan, author of E-Mail: A Write It Well Guide-How to Write and Manage E-Mail in the Workplace, in an article appearing in Broker Magazine. (Inc, 2017)

Perfect role model-effective COMMUNICATION AND ITS IMPORTANCE IN ORGANIZATIONS

It is easier to teach people by doing than to teach them by telling them. Work hard as a leader and the rest of the group automatically emulates your actions. A good role model will self-reflect, have a clear view, discuss and agree, gives their expectations, walks the talk and helps team members achieve goals, all which are an important aspect of communication and achieving results. (Macaulay, 2010)

Use visuals

Place pictorials on walls to remind workers on what they need to focus on when they are working. Power point presentations are effective for some people who react better to sound and picture than reading. Presenting information for them in such a manner means that you effectively reach them. Visual communication has now been made easier by blogging, live-tweeting, video streaming and social media accounts (Kitschke, 2016) Having this forums for the company can go a long way in improving communication.

Communication impacts on the organizational performance-effective COMMUNICATION AND ITS IMPORTANCE IN ORGANIZATIONS

It improves productivity because overall improvement is noted and employees are better with communication thus producing more. It builds long lasting relationships what you say and how you say it matters. Being kinder and more understanding naturally attracts people towards you and strong connections are made. It has a positive effect on absenteeism as employees want to be part of a positive work space and less sick leaves and excuses to be absent will be on the decline.  It increases job satisfaction as employees will be empowered by upward communication and open feedback channels from management. They are also happy when their bosses are intensively communicating so they know what to improve on and what to congratulate themselves on.

Breeds trust

It improved task performance by confidence and reliability of a person you have worked with before. Face to face interactions create trust because tone and body language can easily be analyzed. Lifelong friendships are created in the process and you make reliable friends you can fall back to in times of need.  (Johnson, 2017)  Through personalizing interactions, giving thanks and being clear helps improve interactions. Engaging them in work and non-work improves enthusiasm to work. Communication breeds trust by creating an environment in which trust can thrive, it increases credibility, help stakeholders stick together and measuring progress becomes easier. (Beslin & Reddin, 2004)

It represents the company

Communication whether written or verbal is a true representation of what material your company is made of. It will present your organization either in good light or in a bad one. It helps to convey a positive message for people looking to invest in your company. If you can present your message well then you can sell your ideas to others. High-powered business executives sometimes hire consultants to coach them in sharpening their communication skills and therefore become better salesmen. In September 2004, the National Commission on Writing for America’s Families, Schools, and Colleges published a study on 120 human resource directors titled Writing: A Ticket to Work…Or a Ticket Out, A Survey of Business Leaders.  (McLean, 2017) The study found that “writing is both a ‘marker’ of high-skill, high-wage, professional work and a ‘gatekeeper’ with clear equity implications,” said Bob Kerrey, president of New School University in New York and chair of the commission. “People unable to express themselves clearly in writing limit their opportunities for professional, salaried employment.”   (McLean, 2017)

Conclusion

It is interesting to note that businesses actively seek out good communication skills. We may often take it for granted that it is a skill we acquire at childhood, but unfortunately for some people it is a skill hardly mastered. It is the number one skill that a company looks out for when recruiting people that will represent them in various situations. It is so important that institutions of higher learning are taking it upon themselves and putting it in the curricula for each course. Companies are also actively seeking training sessions for both their employees and management on effective communication skills to improve on production. Oral and written communication expertise has constantly been ranked among the top ten desirable skills by employer surveys yearly.

References

Beslin, R., & Reddin, C. (2004). HOW LEADERS CAN COMMUNICATE TO BUILD TRUST •. Iveybusinessjournal.com. Retrieved 1 December 2017, from https://iveybusinessjournal.com/publication/how-leaders-can-communicate-to-build-trust/

Inc, I. (2017). Written Communication. Inc.com. Retrieved 1 December 2017, from https://www.inc.com/encyclopedia/written-communication.html

Johnson, R. (2017). What Are the Benefits of Effective Communication in the Workplace?. Smallbusiness.chron.com. Retrieved 13 November 2017, from http://smallbusiness.chron.com/benefits-effective-communication-workplace-20198.html

Kitschke, Z. (2016). Why Visual Communication Is the Most Important Skill for Journalists in 2015. HuffPost. Retrieved 1 December 2017, from https://www.huffingtonpost.com/zach-kitschke/post_9445_b_7456664.html

Macaulay, S. (2010). Are you a good role model. Som.cranfield.ac.uk. Retrieved 1 December 2017, from http://www.som.cranfield.ac.uk/som/p14216/Think-Cranfield/2010/February-2010/Are-you-a-good-role-model

MCLean, S. (2017). Business Communication for Success 1.0 | FlatWorld. FlatWorld. Retrieved 13 November 2017, from https://catalog.flatworldknowledge.com/bookhub/15?e=mclean-ch01_s01

Miller, R. (2016). 4 Different Types of Workplace Communication and How to Improve in Each Area. Sandler.com. Retrieved 13 November 2017, from https://www.sandler.com/blog/4-different-types-workplace-communication-and-how-improve-each-area

Rush, M. (2017). Effective Business Communication in Meetings. Smallbusiness.chron.com. Retrieved 1 December 2017, from http://smallbusiness.chron.com/effective-business-communication-meetings-2883.html

Stapleton, S. (2017). 10 Reasons Why Team Meetings Are Important. SimonStapleton.com. Retrieved 13 November 2017, from https://www.simonstapleton.com/wordpress/2012/04/18/10-reasons-why-team-meetings-are-important/

Trends, S., Team, 2., & Belonwu, V. (2017). 20 Ways to Communicate Effectively With Your Team. Small Business Trends. Retrieved 13 November 2017, from https://smallbiztrends.com/2013/11/ways-to-communicate-effectively-in-the-workplace.html