Business Development & Business Communication description paper in Workplace – Role of a manager & Importance of Communication
Question asked?? Write about an EFFECTIVE COMMUNICATION AT WORK PLACE – HOW IMPORTANT IT IS?
Solutions the paper frames is::
Over the recent time in the organization, it has been noticed that there are lot of issues taking place due to lack of good and effective communication. Messages and information between the departments are misinterpreted, which causes a lot of delay in achieving the deadline provided to the department. The essay focuses on how crucial effective communication is in any organization and the adverse effects of lack of communication.
People form group or organizations and contribute their efforts towards the success of organization by defining and dividing various activities, responsibilities and authority. Communication is the first major characteristic of an organization. An organization comes into existence and then continues because people are in a position to communicate with one another. Communication is an attempt to affect a transfer of messages, ideas or opinions between minds. The success of a manager depends to a great extend on his/her ability to communicate with his subordinates.
In every workplace, the performance of all managers working under various levels greatly depends on successful communication. That is, the first executive function is to develop and maintain a system of communication in an organization. The system of communication is a two-way process where there is a sender who initiates the communication and a receiver who response to the information provided by the sender. That is, two-way communication takes place when the receiver provides feedback to the sender. Communication in a work place helps management in making their employees to understand the objectives, plans and policies of the organization. Moreover, effective communication in work place is important in executing a plan or a program and also controlling such activities (Bamard, 2012).
Effective communication is a two-way flow of information. Two-way communication takes place when the receiver provides feedback to the sender. A good communicator always attempts to transmit his/her ideas or information to create favorable impressions in the mind of the receiver. Effective communication involves more than a mere receipt of message by the receiver; it creates understanding, acceptance and action. Understanding of the message by the receiver is a very important part of good communication system (Hudson, 2012).
The effectiveness of a manager depends how it communicates with the higher authorities and its employees. However, due to barriers and obstacle in communication, the effectiveness of a manager declines. Communication is often affected by the problem of noise. Noise is any factor that disturbs, confuses, or otherwise interferes with communication. Noise can occur at any stage of communication process. Noise needs to be controlled since it can interfere with the understanding of the message. Hence, it is important in communication process that one has to be very careful in situations where there is noise to avoid misunderstanding and distortion in communication.
Every supervisor in the organization wants to be in good books of their top management. They provide only that information to their top managers, which are of their interest and suits them. They will never disclose their mistake to the top management. As a result, there is lack of co-operation between the supervisor and subordinates, thereby, initiating a real big time problem of organizational politics. The remedy for such a barrier is to build a strong rapport with subordinates and listening to subordinates with an understanding attitude and reducing the fear of failure. Also, the organization needs to design a good feedback system, which will help in bridging the communication gap between employers and employee.
Moreover, all persons in the organization do not have the skill to communicate well. Skill in communication may come naturally to some, but an average person may need some sort of training and practice by way of interviewing, public speaking, etc. One must speak in the language which the other person can easily understand. Moreover, the person starting the conversation must organize his/her thoughts carefully. Studies have shown that 90 per cent of the fear and problems encountered in the speaking-listening situations may be attributed to inadequate or faulty preparation. Thus, if a person speaks in an organized manner, it creates better understand in the mind of the listener (Gibson & Donnelly, 2012).
Further, certain people, who think that they know everything about a particular subject, also creates obstacle in the way of effective communication. Persons suffering from the mirage of too much knowledge become rigid and dogmatic in their attitude. They close their minds tightly to new ideas that are brought to them. Hence, for establishing effective communication, it is important that one should allow others to be open and flexible in accepting the ideas brought by a person and should also share the knowledge with its cohorts.
The organization has staff, which comes from different background and culture. As a result, there are differences in understanding messages and information because of different authenticity and educational backgrounds. Same words may suggest different meanings to different people. Hence, it is important for establishing effective communication in the organization that both sender and receiver should choose the same meaning of the words they select.
Sometimes, organizations announce changes which seriously affect employees. Thus, changes affect people in different ways and it may take some time to think through the full meaning on the message. Hence, it is important for the management not to force changes before people are in a position to adjust to their implications.
Communication problems are complex in large organizations. Managers face difficulty in maintaining effective communications to pass messages accurately without distortion to their subordinates. Effective communication is a broader process than merely passing orders and keeping oneself informed about the activities going in various departments of the organization. Organizational communications should satisfy the needs of organization and its members.
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