Communication is very important in any organization for effective implementation of duties and policies. It is not the same as talking, it is a situation where you get a point across from one party to another successfully and it is well comprehended. When there is a breakdown in communication or a chain of communication, things tend to go wrong and performance is lowered and so does output.
TYPES OF COMMUNICATION
This could be defined as simply the day to day communication that a manager is involved in especially face to face communication. In accordance to DP Cantwell – Journal of Communication Disorders, (1982), in an organizational set up, managers have to delegate duties to a group of people or individuals and effective communication is very essential at this stage. In this scenario, there has to be some familiarity between the parties involved and hence more specific or intimate details are shared than when communicating to a stranger. This ensures that chores and duties are well carried out. It is a more effective means of communication. The manager use this type of communication to show the employees that he values their opinions and values their contribution in the organization. It creates some integration between the staff and the management.
This is very useful and it involves use of any other means of communication rather than use of words. As D.P (1982) viewed, a manager one should be able to read the expression of workers and read their behavior to determine their attitude towards work and their job satisfaction. These aspects include body expressions, gestures, facial expressions, body language and or any other action that depicts how employees respond to issues. This helps managers in knowing when the morale of their employees are at peak and when they are demoralized.
According to JC McCroskey (1997), these involve communication through use of reports, memos, emails and letters. It is an advantageous practice since it saves time as it is fast, e.g. an email. Another advantage is that one can communicate to a large group of people at the same time hence minimizing costs on communication, e.g. use of memos. It can also be used as future reference in case of a dispute. This is also an accurate and efficient means to communicate since there is evidence that a message was sent. Flexibility is another aspect that is covered through written communication since people can respond to messages immediately they receive it.
BARRIERS TO COMMUNICATION
Jargon is a very serious barrier in communication that can impede the implementation of duties if not taken care of. In coherence with JC McCroskey. Pearson college division (1997), if employees do not understand the terms used by their managers and other fellow employees, they may lose their confidence or end up doing the job badly.
Emotions are also a big barrier to communication. For example, if a manager is angry it is expected that the communication between him and the employees will be hindered since he will talk to them through emotions and he may anger them in the process.
Poor attention either from the management or the employees definitely hinders communication and paralyses the implementation of duties as viewed by L. Lingard, S Espin, Quality and safety (2004)
Sometimes the employees may have different perceptions creating a barrier between them and the management and this may lead to job suspensions and as a result work-breakdown. Some employees may have physical disabilities such as poor hearing. This is a barrier and if not well looked into they may end up doing the wrong jobs. Cultural differences can be serious communication barriers. For example some people tend to talk to their superiors when looking down as a way of respect and the manager may tend to think they are rude.
Language diversity can be a hindrance to effective communication and hence the management has to establish a common official language and they should try to use simple comprehensible words.
According to E Espin (2004), Electronic communication is very important in organizations as it involves integration of different departments in the company for effective operations and implementation of duties. Some of these types of communication include emails, skype, internet and phone calls. They have tremendous benefits to that include proper integration of activities between organizations as well as organizing of contracts and ensuring that they are effectively implemented.
Employees are also enabled to effect dialogue and communication between them and their superiors especially in implementation of duties. Electronic communication is thus very important. Diverse work teams are also developed through these communications as a result of an effective response to issues in time since the messages can be acted upon in real time.
Thus communication is very important and it is vital in running of an organization. When it comes to electronic communication, it is essential in ensuring that proper integration in the departments is made effective.
L. Lingard, S Espin(2004), Quality and safety.
VP Richmond, JC McCroskey (1997). Pearson college division
L Baker, DP Cantwell (1987) – Journal of Communication Disorders, – Elsevier