Effective Communication Principles for Organizations

Communication in any business entity is the process by which an individual encodes a message and later sends it to the receiver via a medium of transfer. In business, the means varies from written to unwritten forms of communication. It may also entail movement of the body whose meanings vary from region to another. It is therefore beneficial for all the business management team and all other sectors to keep to the etiquettes of communication for the success of any organization.

This paper thus seeks to examine the principles of effective communication and their significance to an organization.

The communication norms and principles are very key to organizations as it helps an organization to create a sustainable environment for the mutual co-existence of the business processes available in the diverse competitive business market (Gopal, 2009). Moreover, such norms play a crucial role in monitoring and leading of the employees for the purposes of meeting the goals and the objectives of the organization.

It thus follows that effective communication standards help both within and without the organization depend on the form of communication process involved.

Verbal, nonverbal and written communications all require different principles for their effectiveness in the process of delivery. On the other hand, verbal communication standards allow the management team to motivate employees in the process of leading them and delegating duties to them.

Effective communication norms encourage teamwork and hence improve the productivity and creativity of the workforce. At the same time, it encourages employees to deliver to their best in the roles assigned.

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On the contrary, failure to imply communication etiquette is costly to an organization as it inhibits networking, acquisition of new clients and partnership to an organization (Gopal, 2009).

Effective and interpersonal communication skills are very crucial both for the growth and future survival of an organization. It involves the exchanging of the ideas with other people using varied methods, words, gestures, body postures, facial expression just to mention a few (Daft & Marcic, 2014). On the management side, it helps to enhance coordination between the managers and the employees for the purposes of satisfying their customers. This result into improved profitability in an organization hence the managers’ performance gauged.

Importance

• Helps in the identification of opportunities in the market while at the same time formulation of appropriate strategies for the achieving the goals.
• Makes it possible to combine both the stakeholders and customer requirements and thus balancing of the varied demands for the success of the organization.
• Managements’ ability to intertwine the organization’s goals and those of employees for the success of the entity (Iannotti, 2013).
• The team building in various departments is enhanced and thus a particular project’s mission and vision met in the long run.

Lastly, it helps the management more so in sales and marketing department to persuade the customers to like the particular products and hence improved productivity in the firm (Iannotti, 2013).

Communication barrier in most cases involves the use of technical words or jargon. As the human resource manager of dominos pizza, I have ensured that the information reaches the intended employees well by making my language simple and at the same time choosing the type of vocabulary that I use when relaying information (Iannotti, 2013). Earlier on, the workers used to leave the briefs with a notion that they are never part of the organization as they never got what I used to communicate. This has made me simplify my language to reach them easily while ensuring that the information is delivered and understood.

Change of emotional state in the organization is helpful in the organization. Earlier on, I used to carry home affairs to work and in many cases, there would be a transfer of the same to the workers. The emotions from home were carried to the workplace and hence in many occasions the workers would misinterpret me and then ignore me in the process (Gopal, 2009). This has ever since changed and hence the need for my at times we laugh in the process of talking to the junior employees.

As a human resource manager, I used to relay all forms on communication on writing but I realized that it was not effective and now I group information into two, complex and simple. Simple ones are communicated orally as we laugh with the employees and in some of our meeting (McQuail et al., 2005). At the same time, complex information is what I now write on paper or via internet sources. This has proved working since the needs of the employees are varied and at various times.

Moreover, I have facilitated communication feedback in the organization. Initially, I would address workers and then leave because I never wanted to get their feedback but I realized that communication is a two-way thing so I needed to listen to the reactions of the receiver. This has worked since the employees who do the work possess good ideas that if well implemented can take the organization to greater levels (McQuail et al., 2005).

The trade at the international level is becoming very common and hence the need for proper communication is the only way through which communication can be enhanced for the purposes of business transactions. Irrespective of the geographical differences and cultures among other things, communication has to be facilitated for an understanding of one another in the process of trade (Forey & Lockwood-Lee, 2010). Absence or improper communication thus hampers the process of international trade and hence the economies of various countries which cannot match the international standards.

Communications of between various culture and nationals have to a greater led to sharing of ideas between individuals. The long-term effect of the same is innovations and inventions of the various technologies. This has led to the improvement in almost all the sectors and an example is when uses recent technologies to do business either on the internet or through other means (Daft & Marcic, 2014; Forey & Lockwood-Lee, 2010).

Alternatively, the various advancements in the technology have to a greater extent facilitated the communication and hence understanding of one another even where there is a barrier of distance. Skype, for example, has simplified verbal communication and hence facilitating business at the international level. The idea is also a product of communication and sharing of information hence the effects of effective communication are evident and fruitful both in the local and international levels (Forey & Lockwood-Lee, 2010).

This is a form of communication that involves words that can either be spoken or written. It thus implies that it can be in the form of a talk or a message written to someone. This is due to the fact that the world is becoming a globe with improvement in the level of technological know- how. It thus serves to make things that might have brought conflicts in a conversation clear hence seeks to clarify disputable matters in a conversation (Gopal, 2009).

Verbal communication in many cases is used to correct wrong things done by individuals in an organization. The management team can easy correct the employees or even themselves and thus improves the work relation for improved productivity (McQuail et al., 2005). Useful in the persuasion process especially in the sales and marketing department in doing promotions and advertisements. This, in turn, improves the profitability of a business entity.

A relationship that occurs between individuals in the workplace is as a result of effective communication without which such associations at work cannot occur. Clarity in communication is achieved by verbal communication since an individual is able to make clear the meaning of the conversation hence improves confidence in an individual or a group of people (Daft & Marcic, 2014).

It is through proper forms of communication that job satisfaction is realized. The vertical and horizontal forms of communication in an organization help so much in the job satisfaction. It thus gives motivation for employees to work hard and achieve the  organizations’ goals.

Sharing of ideas is possible in an organization when there is effective communication within the setup. It makes people be ready to learn from one another and hence improving the work relations. It also increases innovativeness among the various teams of an organization (Daft & Marcic, 2014).

This is a form of communication which includes facial expression, gestures, and body movements among other things. It goes together with the verbal communication and thus is not independent on its own. Through the body language the information that is intended to reach is thus emphasized or reinforced (McQuail et al., 2005).

It may either show agreement or disagreement in the process of communication. The gestures and the reaction of a crowd to which one involves help to determine the level of agreement that exists (Daft & Marcic, 2014). It may show a lack of listening from the audience that one involves when for example there is no eye contact with the speaker. In this way, the relationship can either be built or destroyed in the process (McQuail et al., 2005).

It can thus be said that both verbal and nonverbal forms of communication play a very important role to the organizations. It dictates the form of friendship that exists between individuals and hence everyone needs to review their communication skills in the organization to improve productivity (McQuail et al., 2005). At the same time, this is the only way through which relationship can be improved for better performance of an organization. It is, therefore, the responsibility of the managers to ensure that proper and effective communications are established in the organization as it plays a crucial role.

There are several ways to ensure that communication is effective for the purposes of clear understanding of one another and hence productivity of an entity. First, there is a need to think critically before speaking to ensure that the information to be communicated is clear. Again, there is a need to listen properly as other people speak and give others time to express themselves (Cowan, 2014). This will enhance one’s ability to learn from other for improving their communication skills. Lastly, whenever a talk is delivered, care should be taken to ensure that the body movements and the actual words relate so that people are maintained within the talk.

In the process of communication, the tone used makes the readers of the same form an opinion at the very first glance at the message. In view of this, managers are expected to use professional tone in delivering their information. Even if the information to be relayed is shocking then, it has to be crafted with special care that it may be welcomed by the receiver (McQuail et al., 2005).

Clarity in the communication process is essential and hence in the process of writing a message, organization of information dictates the kind of reception that it will get from the receivers of such information (Gopal, 2009). Such arrangements should be sequential. The right format should be used in any communication of the written messages as it is through this that respect to an individual is gained. At the same time, it speaks of the personality of the writer and the corresponding authority bestowed on them (McQuail et al., 2005).

How to engage an audience during a presentation and encouraging active listening. There are several ways of ensuring that the audience is maintained during a presentation to boost their listening skills. These depend on the presentation skills of the communicator which may include the following (McQuail et al., 2005);

In a presentation, it is always good to talk about what the audience is interested in and not what the speaker likes. This will make one’s audience concentrate much never to lose track as they want to get clear what the speaker is saying and the end results of the same. A talk in a particular area should entail what the sector needs and not the speaker. Involve the audience in the process by asking questions right from the beginning. This is the only way of preventing boredom and at the same time keeps the audience concentrated on the topic. Asking some rhetorical question will also ensure that the audience remains active during the whole process.

Never make the topic too easy or too hard as this can cause boredom when none talks about what the audience is already aware of or when the speaker complicates the whole thing. This thus calls for the prior knowledge of the audience and their level of education. Variations of the tone in the process of the presentations will make the audience keep to the track.

A good speaker is one that exercise variation in the tone while involving body movement at the same time. In this kind of scenario, the audience is always in suspense and thus do not know what is next and thus will try to follow the speaker all through.  Pausing in the process of delivering a talk makes the audience be active in the whole process. This at times may involve telling of other stories in the middle of delivery just to break the monotony of the presentation and at the same time making it precise. Long stories or presentations are usually associated with boredom and a lot of sleeping during the delivery.

Communication occurs and is important in any organization that has employees. This does not depend on the number of the employees and effective habits of communication should thus be embraced (Daft & Marcic, 2014). Failure of management to practice effective principles in the process of relaying communication becomes costly as it drains the organization off the talents, time and even energy in the end of it all. An improved communication, therefore, works to the level of improved results within the organization.