2.06 Communication

Communication

Communication is the transfer of information from one party to another. Channel of communication refers to the method in which communication takes place.

Internal communication

Communication within the business

External communication

Between members of the organization and others

Formal Communication

• Official channels of communication

• Directly related to work matters

• Formal communication can be done through open changes or through restricted channels

Informal Communication

• All unofficial, natural and unstructured communication

• Free of organizational formalities

• Informal groups occur naturally because members share common interest, not because they’re part of the organization.

Advantages of Informal Communication

• Improve working relationships - Plays a vital role in developing relationships throughout an organization. Helps to reduce misunderstandings.

• Gaining immediate feedback - Employees could use information communication to gain quick reactions, which can help improve quality of decision making.

• Job satisfaction - Expressing feelings to colleagues without concerns for their reactions help employees manages stresses of working life.

Disadvantages of Informal Communications

• Inaccurate information

  • No controls for this channel of communication and no penalty on false information

  • GOSSIP

  • Managers have to devote time to correct misunderstanding or issues from this channel

• Miscommunication - informal information can contract informal through formal channels, which can create difficulties for businesses as decision making can slow down, productivity and motivation can be affected.

Methods of Communication

• Spoken communication

• Written communication

• Electronic communication

• Visual communication

Barriers to Communication

• Changes in Business Practices

• Too much reliance on IT

• Inappropriate management leadership styles

• Merger and takeover activity

• Lack of understanding

• Jargon/technical terms

Common Causes of Communication Failure

• High costs

• Jargon

• Internal politics

• Location and distance

• Technological breakdowns

Common Causes of Communication Failure (2)

• Poor presentation skills

• Physiological barriers (hearing, vision)

• Poor/Negative body language

• Inaccurate gossip

• Language proficiency

• Cultural ignorance.

Methods to improve communication

• Train employees in communication skills

• Avoid the danger of generating too much information

• Recognize existing cultural and linguistic differences

Overcoming barriers to communication

• Changes in business practices - planning & training to tackle issues

• Reliance on IT - training & planning - ensure employees use technology effectively and responsibly without excessive reliance.

• Inappropriate management & leadership styles - if its an autocratic style, then it might be difficult to overcome if employees don’t get to communicate.

Overcoming barriers to communication

• Merger & Takeover activity - Frequent and regular communication to help employees understand the changes. Encourage employee to be proactive.

• Lack of understanding by managers - Managers to receive training in communication to overcome barriers.

• Jargon/Technical terms - Communications training ensure employee select the appropriate language to speak to various audiences.