Successful and Unsuccessful Organisation Communication

Successful and Unsuccessful Organisation Communication Table of Contents (Jump to) Introduction: Scenario 1: Successful Organizational Communication Evaluation and Analysis: Factors that help in successful communication: Clarity of message: Conciseness: Concreteness: Familiarity: Coherent: Voice Tone: Completeness: Courtesy: Make request not demand: Scenario 2: Ineffective organizational communication Evaluation and Analysis: Barriers to Effective Communication in an Organization Perceptual Barrier: Language Barrier: Failing to ask for Explanation: Channel Problem: Emotions: Lack of Feedback: Lack of clarity: Conclusion: References Organizational Communication: Processes Underlying Communication Success and Failure Introduction: The purpose of this essay is to identify possible potential reason for successful and unsuccessful organizational communication. Effective communication is an important factor for the success of any organization but there are certain barriers that cause failure in effective communication. By critical evaluation of factors that helps in successful communication, organizational communication can be improved (van Vuuren, de Jong, Seydel, 2007). Effective communication is necessary in every organization, without proper communication no organization can run because organization consists of people and people are interdependent on each other so it is necessary to identify those factors that become hurdles in communication. This essay includes real life scenario of both successful as well as unsuccessful communication in order to critically evaluate reasons for successful and unsuccessful communication (Eisenberg, 2009). Miscommunication does not only create problems within the organization, it also creates problems outside the organization. Poor communication with customers can lead an organization towards failure whereas those organizations that is very conscious about their communication with customers can create superior customer value. Scenario 1: Successful Organizational Communication When I was doing internship at bank I had some problems, I was new there and was not fully aware about the organizational procedures, once my manager told me to prepare the list of those customers whose account balances are below desired average and then call them. As I was new there and didn’t know the process well so I asked my colleague to help me out but due to work pressure he couldn’t help me. I was very worried because the deadline to complete the task was near, so I decided to talk to my manager I told him that I am not fully aware about the organizational process. My manager was a very nice person he listened to me carefully and explained me the procedure to complete the task, he gave me some very useful advises and due to proper communication I completed my task within the deadline. Evaluation and Analysis: Effective communication means transfer of complete information from one person to another person or from one group to another group. Managers must possess good communication skills because they have to deal with their subordinates. The above scenario descries that communication skills of the manager is very good. The manager is considered as good manager because he is able to effectively communicate with the employee (Eisenberg, 2009). Some people naturally possess communication skills and some develop their skills by learning. The manager has the ability to lighten up a conversation and inspire employee to explain the problem and work according to the requirements. Good communication is a two way process and in the above scenario manager and employee both get the result of their conversation (van Vuuren, de Jong, Seydel, 2007). Factors that help in successful communication: Effective communication is necessary to survive in this society and in any organization, it helps us to understand a situation or a person and to solve problems, differences and to build trust. For effective communication it is very important that communicator possess effective communication skills and the environment facilitate the communication (Myers, Sadaghiani, 2010). Factors that help in effective communication are mention below; due to these factors the purpose of the communication can be achieved. Clarity of message: Clarity is very necessary for effective communication. Communicator must be clear about the goal or the message which he wants to communicate because if the communicator is not clear about the message then he cannot convert the message properly to other person. In the above scenario I was clear about my problem so I effectively communicated my problem with the manager. Conciseness: In the above scenario the message was concise and effectively communicated with the manager, the benefit of conciseness is that you can stick to the main point and briefly define it. In this fast paced society nobody has time to listen to your worries for half an hour. For an effective communication it becomes necessary that your message should be concise and clear (Bambacas, Patrickson, 2008). Concreteness: The message should be concrete because concrete message can give the clear picture to the audience of what a communicator is trying to telling them. Vague messages and vivid facts confuse the audience and the objective of communication will fail (Bambacas, Patrickson, 2008). Familiarity: According to Ashcraft, Kuhn, Cooren (2009), for effective communication it is important to use familiar images and words. Irrelevant words and images transfer audience attention towards irrelevant point. Familiar examples plays very important role in effective communication and helps communicator to create an emotional bond with the audience. Coherent: When your communication is consistent, it’s coherent. For communicating effectively you should connects all the points to make the topic relevant and logical. Non-consistency creates trouble for the audience to understand your message. In the described scenario the message was coherent and that’s why manager understood the problem of his employee (Espaà ±a, Gonzà ¡lez, Pastor, 2009). Voice Tone: Voice tone creates an especial effect in communication. Same words with different tone can be perceived differently and portray different meaning. You cannot speak to all in the same way. For effective communication it is important to make sure that the tone is right so that it will help audience to get the message properly (Miller, 2014). Completeness: Message should be complete because most of the time incomplete messages become the reason of miscommunication. In the above scenario complete message was communicated and become one of the reasons for successful communication (Myers, Sadaghiani, 2010). Courtesy: Courteous communication is open, friendly and honest. There are no harsh words and tone in courteous communication. People prefer courteous communication because courtesy creates the feeling of sympathy and respect between communicator and audience. Nobody likes to hear harsh words so courtesy plays important role in effective communication (Bambacas, Patrickson, 2008). Make request not demand: Demands can create resistance in audience and limit dialogue. For effective communication it is necessary to use soft tone and persuade others to listen. Arrogant tone and demand creates negative impact on others. In the described scenario request to the manager solved the problem (Ashcraft, Kuhn, Cooren, 2009). For the success of any organization effective communication is necessary. Organizations often consider poor communication as their biggest barrier for the success. Therefore, organizations conduct effective training programs. By proper training communication skills can be developed in employees and helps to reduce those errors which occur due to miscommunication (Miller, 2014). Scenario 2: Ineffective organizational communication When I was working as a sales person in a group of 8 members, I observed a scenario of miscommunication. My sales manager told one of my team members that he is very slow in achieving his target and he has to increase his sales progress within a quarter. He misunderstood the word quarter and thought that he has a quarter of year, while according to the manager the quarter means quarter of a month (Johansson, Heide, 2008). After quarter of a month when my manager asked him to show his progress he said he still have time and he will achieve his target within the time limit. The manager got angry told my colleague that it’s his last chance to show his progress otherwise he will be fired from the job. According to my colleague that was manager’s fault, he had to mention that he was talking about quarter of a month. Due to ineffective communication my colleague didn’t get his bonus (Welch, Jackson, 2007). Evaluation and Analysis: Ineffective communication creates serious problems within an organization. Poor communication can hinder the efficiency of an organization. Vague messages and irrelevant examples distract the employees (Ashcraft, Kuhn, Cooren, 2009). Barriers to Effective Communication in an Organization The specific employee could not achieved to ask the exactly detail about the spoken word of his manager. This led him fall in trouble. The lack of understanding and lack of explanation ascent the communicational gap, ultimately resulting in halting appraisal and other promotional work. Here are some of the most common barriers which can be found in an organization while communicating. Perceptual Barrier: It is the most common issues which individuals are facing these days and the above given scenario is an appropriate example of this barrier. Diverse perception of every person gives rise to a requirement for effective and efficient communication (Espaà ±a, Gonzà ¡lez, Pastor, 2009). In the above scenario my group member took the orders in another way because the sales manager was not clear when he was giving orders to him. Language Barrier: Language that explains what anyone would want to communicate and express to others. In today’s fastest changing globalized world of business, the maximum accolade that one can pay to another is by effectively and clearly communicating and speaking to them in their own language. People need to comprehend that the workers’ native language can be different from others. In the above scenario the language of the group member was as same as the manager but the problem arise when the manager used word quarter. And the group member misinterpreted it (Welch, Jackson, 2007). Failing to ask for Explanation: There is nothing wrong in not understanding anything, one can ask for explanation but it’s a poor approach not to ask for explanation to that person. In the above scenario the same thing happened the group mate did not ask the manager for further clarification of the order. Channel Problem: The channel used by the manager would not be so much proper. Non appropriate channel provides the weak information. Channel and mode of communication is much necessary. If the black and white circular has been given to him then the matter would be unbridle and employee could not be misunderstood. The utilization of channel by the manger of that specific company should be realized appropriately (Bambacas, Patrickson, 2008). This is the matter how the manager would be professional, a professional manager only expect the professional attitude of the employee. If the channel (verbal) used by manager could not be used and transformed other channel like (non verbal) then matter clarifies and also proved in black and white saved to claim. Emotions: Another barrier is emotion. It is also consider as a major barrier within communication and fail to maintain the good communication process. This problem leads an organization more into peril and complete blockage in the barrier of the achievements. At that time specific staff was with hatred sentiment in fear position, while the manager was angry. In mean while no one more focus on month or year. On one hand fear control brain to ask question while on other side feelings covers head to define dead line exactly (Espaà ±a, Gonzà ¡lez, Pastor, 2009). Lack of Feedback: Before completion of entire process of communication, no one can say that it is effective communication (Johansson, Heide, 2008). Lack of feedback is a major blockage in path of achievement. Effective communication cannot be done without using the proper channel of feedback. If specific employee responds at the spot, so all the matters were cleared and he could achieve his target with in deadline. In this continuation, if the manager emphasizes on feed back then he could be in a position to evaluate more appropriately about the situation and perception of the employee. Lack of clarity: To avoid the ineffective communication the matter (message) should be cleared enough to provide all the information regarding topic. Manager though failed to produce clear and effective matter that provides the information about the dead line. Ultimately leads employee into demotion and fell him into hot water. If the massage was cleared and calmly penetrated then the communication gap could not be found. Ineffective communication could not only impact only on staffs but also pull an organization from achieving its very and prescribed goals (Bambacas, Patrickson, 2008). Conclusion: In this paper, organisational communication and its effective and ineffective parts have been discussed. It has been discussed that communication is very important factor in an organisation. It is very essential to know the way people communicate as its impacts on others is significant in developing successful relationships and success. In the paper, effective and ineffective ways of communication have been discussed with the help of real life examples. Organisational communication can be improved and made more effective by altering their feeling and thoughts for their co-workers. This is the only way people cannot just stop communication hurdles, but in this way they can build very strong and long term relations. If all people in an organization be enough responsible to ensure they work in full efficiency and effectiveness with their colleagues, despite many limitations come in the way, they will always know how to defeat them as responsible employees of the organisation. References Ashcraft, K. L., Kuhn, T. R., Cooren, F. (2009). 1 Constitutional Amendments:â€Å"Materializing† Organizational Communication.The academy of management annals,3(1), 1-64. Bambacas, M., Patrickson, M. (2008). Interpersonal communication skills that enhance organisational commitment.Journal of Communication Management,12(1), 51-72. Eisenberg, E. M. (2009). Organizational Communication: Balancing Creativity And Constraint Author: Eric M. Eisenberg, HL Goodall, Angela Trethwey. Espaà ±a, S., Gonzà ¡lez, A., Pastor, Ó. (2009, January). Communication Analysis: a requirements engineering method for information systems. InAdvanced Information Systems Engineering(pp. 530-545). Springer Berlin Heidelberg. Johansson, C., Heide, M. (2008). Speaking of change: three communication approaches in studies of organizational change.Corporate Communications: An International Journal,13(3), 288-305. Miller, K. (2014).Organizational communication: Approaches and processes. Cengage Learning. Myers, K. K., Sadaghiani, K. (2010). Millennials in the workplace: A communication perspective on millennials’ organizational relationships and performance.Journal of Business and Psychology,25(2), 225-238. van Vuuren, M., de Jong, M. D., Seydel, E. R. (2007). Direct and indirect effects of supervisor communication on organizational commitment.Corporate Communications: An International Journal,12(2), 116-128. Welch, M., Jackson, P. R. (2007). Rethinking internal communication: a stakeholder approach.Corporate Communications: An International Journal,12(2), 177-198.