Posted at 12.12.2018
In workplace a good communication is more successful compared to others and even an organization having a highly effective communication with employees, customers, stakeholders, etc creates a good trust and position. Communicaiton is also an essential element of control. A good head is definitely good with communication as they are clear and self-confident and has the power to persuade.
Communication process in an organisation
Business communication is the communication used to support the product, service or an organization with the purpose. Running a business, communication helps us to manage and make the best usage of the resources and manpower available.
Various stations of marketing communications like internet, radio, television, prints, etc are used to convey the message running a business. Communication is core of business. Communication is performed either in formal or casual way depending on type of meaning or information to be delivered.
Communication is the lifeblood of any company or business. It really is needed for making strategies proposals, exchanging information, exchanging ideas, executing decisions, conducting sales, etc.
Let's review the essential elements of communication process in the organization for the flow of subject matter or information. The basic elements required for the process are the sender (encoder), route, medium, recipient (decoder) and the responses mechanism. With the use of these elements a clear and formal route of communication should be proven by the management.
Let us consider a hypothetical situation where a manager must pass a bit of information to financing office for the change in the repayment system. He decides about what information to be delivered also to whom to send and via which medium.
He uses the direct channel of communication to send the info to the financial section. Financial section select e-mail as the medium of communication and complete it to the staff.
Change in repayment system
Sender Route Medium Receiver
Figure. 1. Feedback
Sender: is the communicator.
Receiver: is the individual who gets the information/note.
Encoding: is the process of transferring the info into an understandable form. For instance: in cellphone microphone converts audio into electric powered impulse which are then transmitted through wire connections.
Decoding: is the process of understanding the encoded meaning and interpreting in the right way. For example: humans do not understand the electric powered impulse and so the decoder changes it in to the understandable form.
Channel: is the way by which the message is been dispatched. It could be verbal or nonverbal.
Types of communication within an organization
Internal communication is the communication within the business whether in formal or informal way. Effective internal communication means a flourished business. Under inside communication types there comes:
Upward communication: it's the movement of information from the employees to management and from the subordinates to the superiors. It's important as it'll keep carefully the high authority up to date regarding employee's job satisfaction and thoughts and also on the company.
Downward communication: it's the movement of information from the top organisational management towards the subordinates, employees, etc. It's important as it will allow high authority explain and inform about the job duties, roles and procedures of the business.
Horizontal communication: it's the flow of information or coordination between the employees working at the same level and it is very essential as well to keep the coordination.
External communication is the communication with the people beyond your company. For example: communication with customers, suppliers, etc.
Channels of Communication in an organization
The three directions of inner communication upward, downward and horizontal are the formal marketing communications.
Formal communications are usually in written; for example guideline books, memos, guidelines, forms, manuals, techniques, etc.
Formal communication occurs along the type of authority founded by the management.
Example: resume cover letter or resume.
The communication that takes place beyond your formal channel is recognized as casual communication.
Informal communication occurs due to the personal dependence on the organization's associates.
It is made around the public relationship between your organization participants.
Informal communication is usually oral and so its accuracy cannot be measured.
Grapevine is an informal communication.
Grapevine is usually the unrevealed private information. It's the casual broadcasting of information, gossip or rumour from one person to some other. In corporates it generally occurs between the employees of similar stage.
Example for formal & casual communication
At UNISON the extension of policy takes place through formal types of procedures by the upwards members where in fact the policies are reviewed by the users in their branches and then the delegates from different branches unites Total annual Conference and finalizes the insurance plan.
UNISON stocks skills and facts through publication to empower the individuals who are dealing with your day to day issues and problems. Through casual communication with the representative and worker, members believe that these are being backed. Through this they take accountability of many problems and work towards fixing it.
Importance of communication within an organization
Effective communication is a very significant element for management-employee relationship to exchange the information and decisions. Effective communication can decrease misunderstanding and misinterpretation. Most of the management problems arise due to lack of communication. The more effective communication is the far better work could be achieved.
Communication helps in motivating and increasing the morale of the employees within an organization.
Good communication helps in maintaining good romance with the employees and by motivating and employing the ideas and suggestions from the employees can make them feel their importance in the business.
Communication performs an important role in changing individual's attitude.
Good communication helps in controlling the behavior of organization's users.
Barriers to Effective Communication within an organization
Communication is the procedure of conveying information or subject matter to a person or band of person in case the message conveyed is clear and unmistakable then it is recognized as effective communication.
One of the key problem encountered by many organizations is the effective communication, practically 50% to 70% of the meaning is loosed while conveying the emails from sender to the recipient. Few obstacles to effective communication in an business are as below:
Physical barrier- is one of the major barriers to effective communication. Physical obstacles in work place includes:
Large working areas
Closed office doors
Separate areas for employees with different status
Separate working areas
Background noises, environment
Language barrier- incapability to talk in the language that is used by both sender and the recipient is the largest communication barrier. When a person uses jargons or any incorrect words while speaking or writing then it could lead to misunderstanding or misinterpretation for the note. The greatest go with we can pay to some other person in global market is to communicate in their vocabulary.
Perceptual barrier- everyone have their own way of looking at world and hence that is one of the condition while communication with others; due to this reason everyone interpretate the communication in their own way.
Emotional hurdle- it mainly includes fear, anger, mistrust, hostility and suspicion. And scheduled to these components of emotional obstacles you generally have problem in understanding and listening to the note conveyed. For instance; fear between your manager and employee. Here the fear makes the employee think slowly but surely and he become small minded.
Lack of subject matter knowledge- sender or recipient whom so ever before is lacking the data on the concept which is to be sent/received won't be able to express/read the communication clearly therefore misunderstanding would take place.
Stress- it is again of the major barrier encountered by the employees in any organization. Immense pressure or stress helps it be problematic for a person to comprehend the communication conveyed and so it leads to communication distortion. At the time of stress, the mental frame of mind depends on our goals, experience, beliefs and values therefore we fall short to comprehend the fact of communication.
Cultural hurdle- this communication barrier occurs because of the working of employees of different culture, place or religion in an group. Also there are a great many other elements to cultural barriers like age group, social position, economical status, values, guidelines, ethics, standards, pondering pattern, priorities, etc.
Gender barrier- this hurdle arise due to difference in the way of communication of women and men and so both feel uneasy to talk with each other because of the difference in their communication style. For instance women normally speaks 25000 words every day while men talks 7000 words each day and thus this shows how precise men are while the women likes the details. Men mainly try to communicate in logical way while women links it both reasonable and psychological way while communicating. Hence men won't be able to understand what women want to state and vice versa.
Incorrect medium selection- incorrect medium selection for communication can distort the message sent.
Overcoming communication barriers in an organization
Perception elimination- right applicant should be picked for the job. Ensure the order over written and spoken terms. Proper training should be conducted to overcome any problem. Insurance policies should be clear with every staff.
Use simple terminology- emphasizes on using clear and simple words; i. e. jargon free.
Reduce/eliminate noises- identify the cause responsible for sound and eliminate that source.
Listen positively- hear carefully and attentively with proper understanding of the meaning and raise questions to get the quality to the subject matter.
Emotions- you need to have a control on the thoughts during communication as misinterpretation could take place. Use effective body gestures combined with the verbal communication. Be accessible and available to avoid mistrust, dread, suspicion, etc.
Feedback- constructive opinions should get preventing the negative feedbacks.
Medium selection- appropriate medium should be chosen with respect to the type of the meaning. For simple meaning oral or face-to-face communication should be used and for sophisticated communication written communication should be utilized.
Organization structure- simple structure should be utilized. There must be optimum volume of hierarchical level.
Culture- find out about acceptable kinds of communicating and being attentive in your partner's culture.
Example for a negative communication in an organisation
"A major illustration of bad communication occurred in the entire year 2001 at medical software company the Cerner Company, where the CEO delivered an irritated email to the complete team scolding employees for coming in late and going out of early on, and threatened to consider revenge by firmly taking away benefits. The email was uploaded on the web, resulting in a huge drop in the business's stock price. "
Hence, the above example shows how much important is the medium of communication and control of emotions in an organization.
Mass communication in an organzation
"Mass communication is non-personal route of broadcasting a note to common public. " It could be through print press and electronic advertising. Print marketing includes newspaper, magazine, etc and electronic media includes radio, tv, internet, etc. You will find three chief reason for mass communication: to inform, to entertain and to persuade.
Problem with mass communication
Very poor and poor feedbacks are received.
Feedback is usually delayed and absent.
Actual give and take is nearly not possible for responses.
Noise is again an issue for mass communication like other communication, it could be environmental, semantic or mechanical.
Misinterpretation is also the barrier in mass communcation as it is generally a the best way communication.
In business firm prior to making any written or spoken communication make a specific picture of what things to be communicated, to whom to talk and through which medium to converse as it can help in clear and effective communication. Also the barriers to communication should be worked out when choosing the medium of communication.
Hence, to make a powerful communication all the obstacles should be studied into consideration and work upon the available obstacles and then should perform with the communication.