Effective communication is factor of organizational - Free Samples

Question: Discuss about Effective communication is factor of organizational. Answer: Introduction Effective communication is a significant factor that determines organizational development, as effective communication provides an opportunity for the business organizations to perform the basic functions of management effortlessly and effectively. Poor communication in the business organizations leads to confused and frustrated employees because the employees lack suitable understanding about the organization and individual roles and responsibilities. Additionally, poor communication prohibits the exchange of ideas and information thereby, hampering the working culture of the organization (Russ et al., 2013). This report highlights the role of communication expert and analyzing the role of poor communication practices in organizational crisis and failures. I am to write an investigative report to the Chairperson of The New Zealand Society of Professional Communicators (NZSPC) Margaret Knowles that discusses the potential causes of poor public communication and assessing the risks of poor public communication. Additionally, the report also sheds light on the suitable recommendations for mitigating poor public communication. Causes of poor public communication Failure to establish effective communication leads to dissatisfied and disengages employees thereby, hampering the working environment. The potential causes of poor public communication include lack of leadership, unclear job roles and responsibilities, cultural diversity, personal issue and disengaged employees (Tschannen-Moran, 2014). Lack of leadership As commented by Driver (2013), leaders provide the direction to the individuals at workplace thereby, leading them to achieve success. Poor leadership skills lead to poor communication as the leaders fail to inspire and provide confidence to the employees. As the leaders are unable to clarify the queries of the employees, they are left in the dark. As the leaders are unable to communicate the organizational goals and objectives to the employees, the employees are unclear regarding what to achieve thereby, hampering workplace. Unclear job roles and responsibilities Communications help in ensuring a clear flow of information at workplace thereby, keeping track of finished and unfinished work. As commented by Zhang et al. (2014), it is the duty of the managers to communicate the roles and responsibilities of the individual employees. Thus, a poor communication leads to unclear job roles and responsibilities in the employees there, hampering their individual and organizational performances. Unclear job roles and responsibilities also result in overlapping activities performed by the employees thereby, hampering the progress of work. Cultural diversity The workplace consists of culturally diversified individuals that are a major cause of poor communication. The individuals face difficulties in keeping their personal agenda and cultural heritage behind while communicating with a culturally diversified workplace. As mentioned by Moran, Abramson and Moran (2014), cultural differences and individual cultural belief lead to poor public communication thereby, hampering individual and organizational performances. Disengaged employees It is essential for the human resource management to engage their employees successfully. This is because disengaged employees have insufficient knowledge and understanding of the organizational goals and objectives. As the employees lack adequate knowledge, they lack interest in work and limits communication that affects the workplace atmosphere (Bhuanaiah Raya, 2014). Personal issue It has been seen that personal issues and conflicts are one of the major causes of poor communication. The individuals face difficulty in keeping their personal agenda and ego aside thereby, leading to poor communication. Inability to understand the opinions and perspectives of the fellow individuals at the workplace without being patient leads too personal issues and conflicts that lead to poor communication (Yan et al., 2013). Figure 1: Causes of poor communication (Source: Yan et al., 2013) The above graph shows that lack of leadership is the potential cause of poor communication. Additional factors such as cultural diversity and interpersonal issues hamper communication between individuals due to which organizational performance is hampered. Risks of poor public communication Poor interpersonal relationships Ineffective communication leads to the poor interpersonal relationship among the employees. This is because the individuals prefer not to communicate with other individuals due to personal issues and conflicts. With time, the individuals tend to develop grudges against each other due to lack of communication. Additionally, the individuals also develop misconceptions and misunderstand the actions of the fellow individuals thereby, leading to poor interpersonal relationships. Lack of communication results in frequent conflicts, as the individuals fail to develop trust and strong relationship with others. They do not support each other at work thereby, giving rise to an unhealthy competitive working environment. Thus, the potential risk of poor public communication is poor interpersonal relationships that hamper organizational and individual performances (King et al., 2013). Demotivated employees It is essential for the human resource management to motivate the employees at regular intervals so that they stick to the organizational goals and objectives and works towards fulfilling them. As commented by Lundgren and McMakin (2013), lack of communication leads to demotivated workforce or employees that hampers the performances. Individuals can be motivated effectively by ensuring effective communication. Poor communication prevents the leaders to develop a successful relationship with the individuals. Additionally, lack of communication prevents the leaders to develop understanding about the situation of the individuals and understanding their problems. As a result, motivation is hampered thereby, leading to demotivated individuals or employees. Loss of business Communication is the key tool that determines the success of the business. As commented by Bovee, Thill and Raina (2016), poor communication results in loss of business for the business organizations. This is because the business organizations fail to understand to present needs and demands of the target customers. Lack of communication prevents the business organizations to develop in depth knowledge about the employees as well as the target customers. As a result, the business organizations are unable to develop products and services that fulfil the demands and needs of the customers thereby, failing to attract the target customers and business maximization. Unclear flow of information within organization Poor communication leads to the unclear flow of information within the organizations. This is because poor communication prohibits the individuals working in the business organization to communicate with each other. As a result, the individuals fail to share information and ideas that to fellow individuals that are significant for completion or achievement of tasks (Russ et al., 2013). Thus, the quality of the task is hampered, as the ineffective and poor communication is practiced within the business organizations. Additionally, the unclear flow of information within the business organization results in repetitive job roles and responsibilities among the employees. For instance, more than one employee performs similar tasks at the same time that is essential for completing the project successfully thereby, wasting time. Moreover, the unclear flow of information prohibits the individuals within the organization to keep track of the work completed and left. Figure 2: Risks of poor communication (Sources: Russ et al., 2013) The above graph shows that loss of business is the major loss that the business organization encounters due to poor communication. This is because lack of communication hampers clear flow of information within the business organization that prohibits the organizations to achieve goals and objectives successfully. In addition to, poor interpersonal relationships, demotivated employees are also the potential risks of poor communication. Recommendations for improving communication It is essential for the business organizations to improve their organizational communication, as this ensures successful business and ability to sustain in the competitive market. The suitable recommendations for improving poor communication within the business organizations include: Issue: Unclear flow of information Recommendation 1: Conducting regular meetings Regular meetings will help in improving poor communication, as this will influence frequent interaction among the employees. Additionally, regular meetings will make the employees comfortable with each other thereby, facilitating sharing required ideas and information (Shockley-Zalabak, 2014). Recommendation 2: Encouraging sharing of information The managers and the leaders will have to encourage the individuals in the organizations for sharing information. This can be achieved by letting them know the advantages of effective communication in achieving better organizational and individual performances. Issue: Poor interpersonal relationships Recommendation 1: Active listening Active listening will also help in improving poor communication, as this will provide an opportunity for the individuals to understand the viewpoint and perspective of the other party before making their stand. Recommendation 2: Using multiple channels for communication Poor communication can also be improved by communicating through multiple channels. The business organizations can use meetings, face-to-face talks, telephone, emails and texts to communicate the messages to the respective individual. Issue: Demotivated employees Recommendation 1: Repeating significant messages Poor communication can also be improved by repeating the significant messages. It might happen that the individuals forget significant information thereby, hampering work. Thus, repeating the significant messages by setting reminders can help in improving poor communication. Recommendation 2: Providing effective leadership Effective leadership will help in improving poor communication, as the leaders will motivate the employees to communicate with each other that will help in building a strong relationship at the workplace and working together towards fulfilling the organizational goals and objectives. Conclusion In this investigative report, it can be concluded that communication is the key factor that determines the success of the business organizations. Failure to ensure effective communication prevents the business organizations to achieve competitive advantage and sustain in the market, as the clear flow of information and sharing of ideas is prevented. The potential causes of poor public communication include lack of effective leadership, unclear job roles and responsibilities, cultural diversity, personal issue and disengaged employees. As a result, the individuals are unable to grow the strong relationship with each other thereby, giving rise to the unhealthy competitive working environment. The causes of poor communication impose potential risks for the business organizations such as poor interpersonal relationships, demotivated employees, and loss of business and unclear flow of information within the organization. As a result, the business organizations tend to lose competitive adv antage and sustain in the competitive market. Moreover, with time, poor communication leads to ineffective employee performance, as they feel demotivated and disengaged. The suitable recommendations for improving poor communication includes regular meetings, encouraging sharing of information, active listening, using multiple channels, effective leadership and repeating significant messages by setting reminders. References Bhuvanaiah, T., Raya, R. P. (2014). Employee engagement: Key to organizational success.SCMS journal of Indian Management,11(4), 61. Bovee, C. L., Thill, J. V., Raina, R. L. (2016).Business communication today. Pearson Education India. Driver, M. (2013). The lack of power or the power of lack in leadership as a discursively constructed identity.Organization Studies,34(3), 407-422. King, B. J., Gilmore?Bykovskyi, A. L., Roiland, R. A., Polnaszek, B. E., Bowers, B. J., Kind, A. J. (2013). 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