Business communication essay help on: Team in organization

 Range of process of communication used within a team in the organization The assignment will talk about my organization which is a financial institution or a bank. In this type of a business organization, traditional along with corporate strategies are being used which would help in order to attain a competitive edge & advantage. Such type of strategies will be able to increase the vision, mission as well as the objectives for the same.

The range of processes of communication used within a team in the organization is internal communication and this helps to build commitment in the team which also helps in shared values with the people. Along with the internal communication, the organization also focuses on external communication because they believe that multiple acts have been set up these days and this helps organization to contribute in the continuous success. Talking about Royal Bank of Canada, the team in this organization spends most of its time on logical, strategic as well as tactical side of communication. They have diverse team and they manage and build cohesion and diversity in the team. They also implement strategy in the organization such as to increase the collaboration and trust as well as to maintain the effectiveness in the team which also helps them in managing the different cultural backgrounds. These organization builds high quality and comprehensive services which helps to maintain and to facilitate the business growth and business environment.They have multi-cultural team who are highly committed and highly focused on the needs of communication. Two-way communication is associated with team in this organization. On the other hand, there is informal communication which is also not controllable by the management. They have highly standardized process and they believe in flexible communication process. They also set each activity and resources and thus they support each other’s activity and resources. They manage process electronically and also increase the transparency in the organization.

Communication barriers and weaknesses of team

There are various barriers & weaknesses which shall be kept in mind while working in a team. It must be taken into consideration that, when two people talk within an organization there is a tendency of differences which might arise within the same. When barriers arise within two individuals, the purpose of communication remains  unsolved. Some of the barriers or weaknesses faced while working in a team have been discussed in section of the assignment. Firstly, physical barriers might arise within the organization due to the existing nature of the business. For example, in case of at financial institution half of the staff members are located in one building & the other one in another. This will lead to mismanagement between the staff members thereby leading to failure of the management. This type of a barrier will lead to communication difficulties within an organization. Distractions within the organization such as lightening problem, noise in the background, etc will affect the concentration of the people working within an organization (Smith, 2010).Secondly, attitudinal barrier might arise within the organization which might lead to high levels of problems between the staff members. Some of the factors due to which attitudinal problem might arise would be poor management, personality conflicts, refusing to communicate. These attitudinal problems might arise due to lack of motivation, dissatisfaction from the work, low levels of training & development, etc. Thirdly, perceptual barriers might arise between the people working in a team. Use of language which is sarcastic, obtuse or dismissive shall not be done. This will give a negative impression to the person you are talking too. Fourthly, language barriers might arise when people work in teams. With an increase in the levels of diversity in the organization language barrier might arise between the individuals. This barrier might lead to high levels of miscommunication amongst the individuals (Webb, 2012). Language and communication is the major key for the organization development and its growth, thus different culture from different backgrounds and different states possess different language and different styles of communication. As in the corporate sector especially in banking sector, multi-nationals or other organizations, strong language and communication matters a lot and this create and builds the first impression. Thus, lack of these gestures and facial expressions referred to as great weaknesses (The PRCoach.com, 2002). These language barriers create lot of confusion and misunderstandings. Lastly, cross cultural communication is one of the major barrier and weakness of this team which creates lot of confusion and misunderstandings in the team and creates loss and damage in the relationship. These language differences create lot of communication problem and become a barrier in the path of goals and proper communication. Thus culture is the most important issues for the communication.

Recommendations for improvementClear as well as precise communication shall be practiced within the organization. This will help in order to maintain effective communication between the management & employees. Proper training & development sessions shall be practiced which would help the employees to be prepared for the various sessions.

It must be kept in mind that, in an MNC people belong from different geographical regions & have to deal with different types of people. Therefore, need of training & development sessions would be required by the employees working within the same. The training & development sessions shall be organized in such a manner which would train the employees in both verbal as well as non-verbal communication. Such type of communication techniques would act highly beneficial for the employees to manage work & workplaces at one go. This training should be based on both written as well as verbal which will increase the goals and achievements and will decrease the pressure, tension and stress in the organization (Webb, 2012)

Along with the training, support and existence will also provide them with great achievements and major improvements. The organization should use different sources of channels, multiple channels to support the employees and to improve the level of communication and management. Training in different culture will surely help the organization to become the global leader worldwide.

Assignment 2Effectiveness of interpersonal communications within the organization

Evidence for written and oral communications

Let us take an example of one bank and the bank is HDFC Bank New Delhi, Chandni Chowk area where the branch manager is Sandeep Puthre who belongs to New Delhi and did his schooling from Delhi and working in Delhi.

The deputy manager is Yogesh Debuka belongs to Jamshedpur, Jharkhand region who have completed his education from Bangalore and working in this branch from 4 years but there is a communication gap and communication issues because branch manager has been used to the same culture from his birth but deputy manager needs some sort of assistance as their styles of communication are different, they have different language, they are based from different location and they have different facial expressions and styles of language thus they have different presentation styles and different ways to manage the meetings, presentations and conferences and they also have different sort of networking (The PRCoach.com, 2002).

In order to practice an effective interpersonal communications between the branch manager & the deputy manager, the following steps shall be taken into consideration. It has been discussed in this section of the assignment. Firstly; the main focus shall be on the message, secondly; magnifies the attention of the listener’s, thirdly; penetration of the barriers and lastly; practice active listening skills. These four aspects shall be used in order to practice effective inter personal communication (Webb, 2012). Proper training & development sessions shall be taken into consideration which would help in order to improve the effectiveness within the same. The organization shall try & implement cultural language training. This will help to provide the deputy manager as well as the branch manager with several communication styles. The different communication styles will have a positive impact over the functioning of the bank & hence practice effective interpersonal communications between the two.

One of the major recommendation will be to provide the deputy & branch manager with proper sessions for management and various styles of communication which will give them proper knowledge and information about the likes and understanding of the clients.

Innovative interaction should be based and managed in this organization which can help in removing the conflicts. There should be multi-cultural collaboration in the team and in the organization because it will help the team when they will interact with each other and to create better understanding.

Respect for each individual and multicultural atmosphere should be created by an organization to motivate the people and to encourage the employees. This should be the rule and policy of the organization. Thus the paper discussed the justified plan for improvements.

Use of SMART Objectives i.e. Specific, Measurable, Aligned, Realistic & Time Bound will help in order to have an effective communication management within an organization. SMART objectives will help in order to emerge as targets which will help in order to engage in feedback, focus, effective learning & portray action. This will help in order to have development within the work plans as well as provide an in depth guidance system which will help in order to have better staff & supervisor performance review discussions.

While planning the SMART objectives, it must be seen that what is expected to be created & how it will be recognized. For example in the above case, Sandeep Puthre who belongs to New Delhi and did his schooling from Delhi and working in Delhi whereas on the other hand the deputy manager is Yogesh Debuka belongs to Jamshedpur, Jharkhand region. He completed his education from Bangalore and working in this branch from 4 years but there is a communication gap and communication issues because branch manager has been used to the same culture from his birth. But deputy manager needs some sort of assistance as their styles of communication are different, they have different language, they are based from different location and they have different facial expressions and styles of language thus they have different presentation styles and different ways to manage the meetings, presentations and conferences and they also have different sort of networking.In this case the SMART objectives shall be in such a manner which will help Sandeep Puthre to overcome the communication issues. Specific issues shall be taken into consideration which will help in order to see what the issues are, why they have arisen & what would be possible outcomes of the same.  The specific issues discussed shall be in measurable terms. This means that, when the issues arise they be related to the larger strategic goals which will provide desired outcomes i.e. a hassle free communication. In order to rectify the issues within HDFC Chandni Chowk branch, a realistic as well as an attainable goal shall be formulated. This will help in order to reach a standard performance which will help to achieve the long term goals in future. Relevance of the goal to be achieved shall be seen while framing the SMART objectives. The questions which shall be kept in mind would be whether it is the right time to formulate the objectives is the right person involved in it, is it worthwhile to do the same or not. The last aspect which shall be taken into consideration while preparing the SMART objectives is to keep in mind the time bound criterion. A fair deadline shall be fixed which will help in order to focus upon the completion of the goals before or within the time frame. The time bound goal will intend to establish a sense of urgency.

 Assignment 3:

 Internal and external workplace communications management

Planning agreed improvements to workplace communications

 Communication refers to one of the crucial aspects while working in a team. There are two ways with which communication takes place within the enterprise i.e. internal & external workplace management. In case of internal workplace communication, the organization shall take into consideration the flow or hierarchy within which communication take place. Communication within an organization will take place between the employees & management (Steyn, 2002). This will help in the achievement of new ideas, innovation process to be followed & product innovation. Therefore, the organization shall focus upon the type of communication while working within an enterprise. The types of communication are as under:

Internal Workplace Communication:

Þ      Top to Bottom: Top level management is very powerful and they should be given the first right to take the decision and to make the structure of communication also powerful. While communicating from top to bottom management hierarchy, a formal interaction will be taken into consideration.

Þ      Face to Face interaction: The companies shall practice face to face interaction sessions within the enterprise. This will help in order to practice an effective interaction session within the organization. Some of the methods of face to face interaction which shall be practiced within the enterprise are memos, emails, messages, mass meeting, etc.

External Workplace Communication: In case of external communication, there are lots of conflicts and communication because there are numerous customers so the organization should hire various type of employee. To handle external communication, various types of employees can be hired who can understand the needs and wants of the customer, who can successfully measure the expectations and thus can surely help them to achieve it (The PRCoach.com, 2002).

Training & development sessions shall be provided to the employees who will help them to be proficient amongst all the spheres of the business organization. This will help the employees to attain exposure within the organization as well as get acquainted with different knowledge which will be beneficial for the employee as well as the employers. This will help in order to possess better understanding regarding the process followed within the organization. This will help in the fulfillment of the goals as well as minimize the misunderstandings. One of the examples for external workplace communication is, employee should get learning in each work in the same workplace such as they should get equal knowledge in accounts section, in logistics, in cash counter, in reception handling, in team leading, in managing the targets because this will make them very responsible so as the work will be easy for the organization to control.

The following tips shall be taken into be consideration in order to improve the communication skills within an organization. They are as follows:

Þ      Act as an active listener

Þ      Provide feedback

Þ      Ask for feedback

Þ      Be honest

Þ      Be tolerant

Þ      Ask questions

Þ      Invite questions

Þ      Demonstrate empathy

Þ      Put yourself in the other person’s shoes

Þ      Be cognizant of your tone, expression, and receptiveness

Þ      Communicate purposely – Focus on your real message

Þ      Consult others when planning to communicate

Þ      Have a sense of humor

Þ      Ensure that your actions support your communications

Þ      Look for a common goal

Þ      Clarify your own ideas before communicating

Development of a Plan:

In order to practice an effective as well as efficient communication a plan of action shall be kept in mind. This communication plan will help in order to figure out all the problems, queries & ensure better communication between the colleagues or superiors or sub-ordinates. The communication plan shall keep in mind the following aspects such as:

Þ      Don’t be afraid but be honest: It shall be taken into consideration that, while communicating with the management, the employees shall not be afraid but act honest. This means that the management along with the employees shall have a level of communication which would

Þ      Set clear & realistic goals: The set goals shall be realistic & relevant. This means that, unrealistic goals shall not be set which would create unnecessary pressure upon the employees. Communication between the employees & the superiors shall be crystal clear. This will help in order to have a better bonding between the same.

Þ      Regularly discuss the goals: The realistic goals which have been set by the organization shall be discussed upon regular basis. This means that, proper understanding of the same shall be provided to the employees. This will help them to be motivated & work towards the accomplishment of the same.

Þ      Be a friend & a boss, but know your limits: The top level management should act more as a friend rather than a boss. But, the management at the same time should know where to draw a line. The relationship shared by both the parties shall be formal & does not mislead any of the parties.

Þ      Empower the employees: Regular empowerment of the employees shall be done. This will help to motivate them & let them work towards the accomplishment of the goals.

The following points shall be taken into consideration while designing the communication plan for any enterprise.

Implementation of the planThe plan could be well implemented when the employee along with the organization would took place for the initiatives because this will create support, co-ordination and encouragement in the workplace and this will create great opportunity for the people.

The organization should provide equal opportunity to each of the member which can distribute the workloads as well as it will also help the people to interact with different departments and different functions of the people because this will create different ideas and will provide different information to each people and this will also help the people in solving issues (Webb, 2012).

Greater involvement and decision making of upper and top management teams will create great accountability thus there should also be the high involvement of the employees in the organization who will provide them with valuable ideas and great suggestions to make the decision powerful and to help the organization in creating and maintain good ideas and new implementations (NIB, 2008).

Best HR practices such as training and development sessions should be arranged by the human resource management teams to improve and to implement the system and process which will help in resolving the issues and conflicts. Implementation of new policies rules and procedures such as “training for all”, “employee should get learning in each work in the same workplace such as they should get equal knowledge in accounts section, in logistics, in cash counter, in reception handling, in team leading, in managing the targets because this will make them very responsible so as the work will be easy for the organization to control” (Mediate.com, 2010), employees should get different and each kind of exposure in the same organization which will provide the people different types of background and different types of knowledge and they will become good at all which will be good for both the employee as well as the organization because employee will easily understand the nature and process of the organization and organization will easily fulfill their goals and achievements without any conflicts and misunderstandings.

 Appropriate measures to monitor and evaluate success:In order to monitor as well as evaluate the levels of success, different approaches shall be kept in consideration. This will help in order to measure the performance of each & every member who is involved within the environment. Proper feedback session s shall be taken into consideration. This means that, proper rewards & recognition shall be given to the individuals who have contributed towards the success of the enterprise. Fair recognition will help the organization to provide high quality as well as better performance of the enterprise in the future years to come (Fenell, 2012).

Proficiency level should be measured by the human resources according to their rules and policies and thus they also need to rate the level of performance of each individual and employee who are the part of their organization,  they also need to develop the confidence rate among these employees who really are performing well and achieving great sense of performance rate which will also create competency level between the team and will also improve the communication across different departments and different functions, and this will also help in improving key points, values and initiatives in the organization (Inagtaki, 2007).

Reflective learning statementBased upon my work role a fair analysis of the strengths & weaknesses relating to the unit has been described in this section of the write up. Communication has been referred to as one of the crucial roles within the organization. Effective communication within the enterprise can be studied with the help of two aspects i.e. internal & external. The major weakness which is involved would refer to lack of training & development (T&D).

Therefore, in order to improve the work life, proper training & development sessions shall b. e provided. This will help in order to strengthen the core areas as well as overcome the weaknesses faced by the same. Proper training sessions will be regarded as one of the major advantages as it will provide high levels of exposure to the people involved. Scope of improvement is always there as we belong to the learning stage & thus, fair improvement strategies shall be taken into consideration which will help to overcome the weaknesses.

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