Communication

in Communication

Communication involves passage of information from the source to the receiver. Communication takes place in different ways. It can be through the world of mouth, documentation, or through electronic means like emails. In the organization, communcaoitn can therefore be defiened as any means through which information is passed from  one point to antoher using different  mediums. Commmuncaiton is the heart of operation of any organization. It is inherent in the manager's role as well, and takes up a  lot of managers time on the job. Management is  centered around interaction with the people around and this means that without effective communication, it would be difficult for the manager to carry out their duties effectively. Manager require to communicate now and then with those around them to ensure cohesion and coexistence in the workplace. In addition, effective intercultural communication is essential for internatial transactions. Without a clear understanding between people who hold differentla cultural backgounds, international business transactions would be difficult to transact. As the world become integrated, there has been increased diversity in the workplace. This has brought about difficults in workplace relations and emphasized the important of effective communication in maintaining this diversity.  Therefore, communication is the heart of the organictoin. It is the engine that drives the operation of the organisiotn on daily bases. Organization comprise of systems that coexist in harmony. These systems are run by people who interact now and then. If there is breakdown in communication, it would be difficult to bring these systems together and ensure that the organization work as one system.

To understand the importance of communication to managers and to the organization in general, this paper will assess different ways in which communication affects the operation of the organization in management and coexistence in the work place. However, it will first seek to have an in-depth understanding of what entails communication in the organization.

Communication

Communication is the prodcss which information is passed form one organizational department to the other.  There are many explicit and implicit definatins of ocmmulniction  that appear in literature but they all point out to one aspect of passage of infoormaiton from the source  to the receiver. It is a process that  is characterized by transfer of  information  which takes place through communication systems.  Commmunicaiton is a process that involves both the sender and the received who must be actively involved in the system.  In addition, communication  cannot be complete if there is incomplete passage of information which means the medium used must be suitable to both the sender and the receiver. For example, a manager must use the most appropriate medium of communication while communicating to the workers.  The manager must understand the most appropriate medium of communication while communication to different people.

Communication can be one-way in which no reply is required.  This can take different forms like a poster that is posted in the notice board.  This communication does not require to be replied to and in most cases, it just gives instructions. For example, a manager may issues an order like "TURN OFF LIGHTS" and posts it on the notice board. No one is expected to give feedback because it is a command.  However, even if people will not give official reply to such messages, they may write comments on it. The other form of communication is two-way communication. This is a form of commluncatoin which require to be replied to. This form of communication is given to targeted receiver only and they are supposed to give back their reply.

Communication in an organization can take  different directions.  The character of communication  varies greatly depending on whether this information is going  downwards, upwards, or sideways.  Vertical communication including  any communication that give orders or instruction or that proived and ask for inforation.  For example this form of communication can take the form of a manager communication with an employee. Vertical upward communication involves communication that describe results of action, provide information as requested, and make requests and appeals. An example of this communication involves employee communication to a manager. Horizontal or sideways communication involves communication that is meant to keep equals information of that action that has been taken or results which have been achieved. It may also discuss means of tackling problems in unison. This form of communication mainly involves communication between colleagues in the workplace.

There are different channels of communication that are used in an organization. The most commlonly used channel of communication is spoken word. Manager will spend a lot of their time speaking to their employes and other management staff. Spoken communication is advantageous in the sense that it elicits prompt reply from the receiver. In addition, both communication parties can clear any doubt lingering  in the information passed. The other  channel of communication is written communication. Written communication in recognized as official communication. Written communication is  also used when managers want to reach many people since it would be difficult to use spoken communication.  In official communication, the commonly used form of written  communication is memorandums. Electronic communication is  the most recent channel of communication that mainly involves passing information through electronic medium. Although this medium of communication is considred faster compared to written communicaiotn, it is expensive and a bit complex because both parties must have access to the used electronic device. However, with increased use of technology  device like phones and  computers, this channel of communication is becoming common. This channel of communication may involve telephone call, emails through computers, local networks, video conferencing, and others.

Apart from just passing the required information, the quality of communication is very essential. The quality of communication varies depending on the kind of information to be passed and parties to be involved.  This means that a manager must understand the quality of communication to be used depending on the individuals that the information is meant to. Therefore, there are different aspects of communication that must be considered in an organization.

Why is communication important to a manager?

Managerial communication mainly  involves communication in management context.  It is aimed at acheiveing the desire results  through passing information to other managers, supervisors, or to junior staff.  Managenment communcaiton takes differne forms from writing a memo, interview applicants, running a conference, preparing presentations, and many others. (http://findarticles.com/p/articles/mi_m1038/is_n3_v36/ai_13183249/)

Communication is important to a manager. Recent research shows that managers use between 50% and 80% of their time communication with different  peoopele and for different purpose.  This  may not be seen like a surprise since it has already been aforementioned that communication is critical in everything that goes on within the organization. Without structured communication, there can be very little  activities  that goes on within the organization.  This implies that without effective communication, there will be little or not performance in management, innovation, communication with clients, cordinations, and implementation of other important duties of management.  If there is not effective communication,  it would become  very difficult for the manager to manage expectations of individuals who are in  position  to make  important decision regarding their future.
Research also shows that most managers fails to communicate well. This affects the whole  organizaztoin because managers are supposed to provide headway for the rest of  the departments and junior staff in the organization.  They do not set up an organizational climate where communication  can effectively take place. This is not suprising because  manager who fails communicate effectively and fails to encourage effective organization communication may not learn about it  because very  few poepl are likely to talk about it. Essentially, poor communcatoin becomes self sustaining because  it eliminate the feedback loop through which managers are likely to get the  informaotni from other people.  Staff become loathe to communicate about tehr concners to mangers  as they find I uselss because managers may not take the message seriously. In other words, a manager may be fostering poor communication without knowing it A manager may see  symptoms of poor communication but unless they take a critical look at it, they may not understand that they are part of the problem. This implies that failure  by managers to sustain  effective communication in an organization destroys the basic facbric the hold the organization together and the organization may slip to failure without knowledge of the manager.

For managers, communication is a necessity rather then an exception. Managers are required to maintain constant communication vertically and horizontally. For managers, effective communication, regaredss of the form it takes must take into consideration the following three things:

It is important the players in the communction process have appropiraet skills and understand  who to communictin. This is because communication is not a simple process. Organizatoial communication  cannot be compared to casual communication since it requires guranteed accuracy of the information communicated.  Not many people inside and outside the organization have understanding  of  communciotn issues which means managers must understand who they are communicating  with  and the kind of informaotin that is being communicated.

Managers must also realize thate effective commlunication in the organization requires a culture that facilitates conditions for effective  communication. This imlies that managers acts as center of the communicaiotn process and they have to create such  an envirometn that everyone feels free to communicate. Managers who uses intimidation and employ their own  allies to spy on what other peoepl are saying throttles effective communication in the organization. They create an atomospher of fear  and people fear to communicate openly. Effective organization communication require an environemtn of trust, openness, reifocing good commulnication practices, and also shared reponsibiltiy, all which contribute to open organiatoin where people can communicate without fear.

 

Author Box
Henry Ford has 174 articles online

The author is associated with Writing Services. The author will assist you with College Essays Examples.

Add New Comment

Communication

Log in or Create Account to post a comment.
     
*
*
Security Code: Captcha Image Change Image
This article was published on 2011/07/29