A business has to be efficient in all aspects in order to be successful, for instance, customer satisfaction has to be ensured. Similarly, a business should be aware and actively respond to current market trends.
Among different aspects to a business, communication is one of the key aspects. Effective communication is necessary to ensure that requirements are understood and hence accurately responded. The paper below provides a detailed insight into the importance of effective communication in a workplace.
What is Communication and Its Role in the Workplace
Communication, as we know, is the sharing of information among two or more individuals, business functions or organizations. More precisely, it is the inter-change of thoughts, ideas and opinions.
Key departments in an organization, for instance, production, marketing, finance and human resources among others can obtain guidance on their purpose and functions from goals and objectives set for them by the company management, but even then communication is essential to provide linkages and facilitate the whole process.
Communication at the workplace is considered to be internal one since it focuses on the communication between the management and other organizational staff. The core purpose of internal communication is to provide the internal stakeholders of an organization (i.e. employees and investors) with a clear understanding of the organizations purpose.
For employees, the organizations purpose can be used to further elaborate the purpose and objectives of their respective jobs.
Communication Functions
Communication involves the transmitting of an idea from the sender to the receiver. Appropriate communication is only possible if the receiver thoroughly understands the information sent to it and in the same manner as was intended by the sender. It is this cycle of understanding which integrates the employees of an organization. Moreover, communication functions are also instrumental in providing following benefits
It helps in controlling the behavior of employees
Enhances motivation among employees to achieve the task.
It can also help employees emotionally express themselves
They can also provide the necessary information which is crucial when making decisions.
Effective Communication in the Workplace and Its Importance
Effective communication in a workplace plays a key role in providing a proper understanding to employees of their purpose, objectives and functions. A clear understanding will therefore result in a positive and efficient performance from the employees which will subsequently result in efficient performance of the whole organization. There are different formal informal ways of communication
Quarterly Strategic Meetings
Management Committee Meetings
New Employee Orientation
Annual Meetings
Coffee HourLunchDinner session with MD
Family get-to gathers(Smith Mounter, 2008)
Providing an Employee a Clear Understanding of His or Her Role
As mentioned earlier, roles and responsibilities have to be appropriately communicated to employees. Ineffective communication with employees can cause significant problems
Misunderstandings can surface they can be of various nature and could potentially complicate matters for the organization.
It can also negatively affect the morale of the employees hence decreasing their their output which would eventually affect the performance of the whole organization (Holtz,2004).
Efficient communication on the other hand will provide
An accurate and clear understanding of the goals and objectives and hence overcome any ambiguity expected.
The employees will be more focused in their efforts and hence there will be less procrastination.
Job satisfaction is very important for employees. Although a handsome salary is a major part of that satisfaction but a clear understanding of ones objectives can create significant interest in a job for any individual. This is particularly true of talented personnel which are a bit too concerned with the clarity of their objectives.
Improvement in employees performance will ultimately enhance the performance of the whole organization.
Importance of the Communication Medium Chosen
Communication mediums are the means through which communication is made possible. There are two types of communication mediums, namely informal and formal.
Informal mediums
Informal mediums used for the purposes of internal communication are discussions or dialogues between employees and management. Informal medium is normally used where issues to be discussed are of an informal nature. Informal medium is important because
They can be helpful where matters to be discussed are of a confidential nature and no evidence can be kept of it.
Similarly, it is essential in circumstances where the matter to be discussed is quite complex and will not be made clear to the receiver of it unless properly discussed.
Formal mediums
Although formal mediums have a greater role to play in external communication, they still have an important role to play in internal communication. These channels comprise of five categories
Non-verbal This communication channel if used effectively by managers can help in interpreting their requirements to the employees.
Face-to-face In face-to-face communication as imperative from the name itself both the sender and receiver communicate in person. It is an important communication method since it provides various information channels through eye contact, voice, body language etc. Face-to-face communication is an appropriate medium when it is used to do the following
Delegate tasks to employees
For providing coaching or training to employees.
Performance appraisals
Furthermore they are an effective means of communication since they can provide immediate feedback.
Telephone Although communication via telephone is not as effective as face-to-face communication. It is also an important medium of conversation and can be particularly useful where exchange of information has to be quick and both sender and receiver of information are not at the same place. It can also be very helpful in saving travel time (Greener, 2001).
Written This mode of communication is important where records have to be kept of the information provided, particularly for legal purposes.
Electronic The advancement of information technology over the years has made this medium very important for both communications at workplace and outside. Some examples of electronic communications are email, intranet, webcasts, podcasts etc. The electronic mode of communication is therefore quite essential in the modern work environment (Bnet ,n.d).
Grapevine
Grapevine is an informal transmission of information, not controlled by management which is perceived by most employees as being more believable and reliable than formal communications. Grapevine is largely used to serve the self-interests of those who use it. Usually results from
Desire for information about important situations
Ambiguous conditions
Conditions that cause anxiety
Importance in Resolving Workplace Conflicts
In reality, it has been seen that even with the best method of communication, conflicts do arise at a workplace for one reason or the other (Associated Content ,n.d).
Proper communication of reporting lines to employees is equally important to the effective communication of their roles and objectives.
Its importance can be seen from the fact that if reporting lines are not made clear to employees, they will have little or no idea about the companys policy in the wake of a dispute. This would make the employee in question desperate and it is quite possible heshe might take some drastic steps which would be embarrassing for the whole organization to say the least.
Companys policy should be appropriately communicated as well, since it has been seen that lack of knowledge of the company policy also raises disputes among the working staff and management.
Important Role in Reducing Adverse Consequences of Rumors
Proper communication at the workplace can also help mitigate the adverse consequences of rumors that surface within an organization. It can be beneficial in the following ways as well.
Help in determining appropriate schedules for making key decisions.
Help in elaborating any decisions taken and behaviors of individuals that may appear non-consistent or confidential.
It can also help in determining the negative side, as well as the positive side, of current decisions and projected plans.
In the modern day business environment when competition is cutthroat and fierce, it is the need of the hour, that in order to compete effectively an organization has to ensure that it maintains effective communication with external and internal stakeholders.
In order to maintain harmony at the workplace and make the work environment more productive, it is considered essential that effective internal communication is ensured.
Effective communication at the workplace can have significant benefits as discussed above with the most prominent being those that it can increase the productivity of an organization.
Among different aspects to a business, communication is one of the key aspects. Effective communication is necessary to ensure that requirements are understood and hence accurately responded. The paper below provides a detailed insight into the importance of effective communication in a workplace.
What is Communication and Its Role in the Workplace
Communication, as we know, is the sharing of information among two or more individuals, business functions or organizations. More precisely, it is the inter-change of thoughts, ideas and opinions.
Key departments in an organization, for instance, production, marketing, finance and human resources among others can obtain guidance on their purpose and functions from goals and objectives set for them by the company management, but even then communication is essential to provide linkages and facilitate the whole process.
Communication at the workplace is considered to be internal one since it focuses on the communication between the management and other organizational staff. The core purpose of internal communication is to provide the internal stakeholders of an organization (i.e. employees and investors) with a clear understanding of the organizations purpose.
For employees, the organizations purpose can be used to further elaborate the purpose and objectives of their respective jobs.
Communication Functions
Communication involves the transmitting of an idea from the sender to the receiver. Appropriate communication is only possible if the receiver thoroughly understands the information sent to it and in the same manner as was intended by the sender. It is this cycle of understanding which integrates the employees of an organization. Moreover, communication functions are also instrumental in providing following benefits
It helps in controlling the behavior of employees
Enhances motivation among employees to achieve the task.
It can also help employees emotionally express themselves
They can also provide the necessary information which is crucial when making decisions.
Effective Communication in the Workplace and Its Importance
Effective communication in a workplace plays a key role in providing a proper understanding to employees of their purpose, objectives and functions. A clear understanding will therefore result in a positive and efficient performance from the employees which will subsequently result in efficient performance of the whole organization. There are different formal informal ways of communication
Quarterly Strategic Meetings
Management Committee Meetings
New Employee Orientation
Annual Meetings
Coffee HourLunchDinner session with MD
Family get-to gathers(Smith Mounter, 2008)
Providing an Employee a Clear Understanding of His or Her Role
As mentioned earlier, roles and responsibilities have to be appropriately communicated to employees. Ineffective communication with employees can cause significant problems
Misunderstandings can surface they can be of various nature and could potentially complicate matters for the organization.
It can also negatively affect the morale of the employees hence decreasing their their output which would eventually affect the performance of the whole organization (Holtz,2004).
Efficient communication on the other hand will provide
An accurate and clear understanding of the goals and objectives and hence overcome any ambiguity expected.
The employees will be more focused in their efforts and hence there will be less procrastination.
Job satisfaction is very important for employees. Although a handsome salary is a major part of that satisfaction but a clear understanding of ones objectives can create significant interest in a job for any individual. This is particularly true of talented personnel which are a bit too concerned with the clarity of their objectives.
Improvement in employees performance will ultimately enhance the performance of the whole organization.
Importance of the Communication Medium Chosen
Communication mediums are the means through which communication is made possible. There are two types of communication mediums, namely informal and formal.
Informal mediums
Informal mediums used for the purposes of internal communication are discussions or dialogues between employees and management. Informal medium is normally used where issues to be discussed are of an informal nature. Informal medium is important because
They can be helpful where matters to be discussed are of a confidential nature and no evidence can be kept of it.
Similarly, it is essential in circumstances where the matter to be discussed is quite complex and will not be made clear to the receiver of it unless properly discussed.
Formal mediums
Although formal mediums have a greater role to play in external communication, they still have an important role to play in internal communication. These channels comprise of five categories
Non-verbal This communication channel if used effectively by managers can help in interpreting their requirements to the employees.
Face-to-face In face-to-face communication as imperative from the name itself both the sender and receiver communicate in person. It is an important communication method since it provides various information channels through eye contact, voice, body language etc. Face-to-face communication is an appropriate medium when it is used to do the following
Delegate tasks to employees
For providing coaching or training to employees.
Performance appraisals
Furthermore they are an effective means of communication since they can provide immediate feedback.
Telephone Although communication via telephone is not as effective as face-to-face communication. It is also an important medium of conversation and can be particularly useful where exchange of information has to be quick and both sender and receiver of information are not at the same place. It can also be very helpful in saving travel time (Greener, 2001).
Written This mode of communication is important where records have to be kept of the information provided, particularly for legal purposes.
Electronic The advancement of information technology over the years has made this medium very important for both communications at workplace and outside. Some examples of electronic communications are email, intranet, webcasts, podcasts etc. The electronic mode of communication is therefore quite essential in the modern work environment (Bnet ,n.d).
Grapevine
Grapevine is an informal transmission of information, not controlled by management which is perceived by most employees as being more believable and reliable than formal communications. Grapevine is largely used to serve the self-interests of those who use it. Usually results from
Desire for information about important situations
Ambiguous conditions
Conditions that cause anxiety
Importance in Resolving Workplace Conflicts
In reality, it has been seen that even with the best method of communication, conflicts do arise at a workplace for one reason or the other (Associated Content ,n.d).
Proper communication of reporting lines to employees is equally important to the effective communication of their roles and objectives.
Its importance can be seen from the fact that if reporting lines are not made clear to employees, they will have little or no idea about the companys policy in the wake of a dispute. This would make the employee in question desperate and it is quite possible heshe might take some drastic steps which would be embarrassing for the whole organization to say the least.
Companys policy should be appropriately communicated as well, since it has been seen that lack of knowledge of the company policy also raises disputes among the working staff and management.
Important Role in Reducing Adverse Consequences of Rumors
Proper communication at the workplace can also help mitigate the adverse consequences of rumors that surface within an organization. It can be beneficial in the following ways as well.
Help in determining appropriate schedules for making key decisions.
Help in elaborating any decisions taken and behaviors of individuals that may appear non-consistent or confidential.
It can also help in determining the negative side, as well as the positive side, of current decisions and projected plans.
In the modern day business environment when competition is cutthroat and fierce, it is the need of the hour, that in order to compete effectively an organization has to ensure that it maintains effective communication with external and internal stakeholders.
In order to maintain harmony at the workplace and make the work environment more productive, it is considered essential that effective internal communication is ensured.
Effective communication at the workplace can have significant benefits as discussed above with the most prominent being those that it can increase the productivity of an organization.
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