Importance of Communication in an Organization
by Compass Cleaning Solutions • January 29, 2016
Communication is one of the basic functions of management in any organization and its importance can hardly be overemphasized. It is a process of transmitting information, ideas, thoughts, opinions, and plans between various parts of an organization.
It is not possible to have human relations without communication. However, good and effective communication is required not only for good human relations but also for good and successful business.
Effective communication is required at various levels and for various aspects in an organization such as
For manager-employee relationsEffective communication of information and decision is an essential component for management-employee relations. The manager cannot get the work done from employees unless they are communicated effectively of what he wants to be done? He should also be sure of some basic facts such as how to communicate and what results can be expected from that communication. Most of the management problems arise because of lack of effective communication. Chances of misunderstanding and misrepresentation can be minimized with a proper communication system.
For motivation and employee moraleCommunication is also a basic tool for motivation, which can improve the morale of the employees in an organization. Inappropriate or faulty communication among employees or between manager and his subordinates is the major cause of conflict and low morale at work. A manager should clarify to employees about what is to be done, how well are they doing and what can be done for better performance to improve their motivation. He can prepare a written statement, clearly outlining the relationship between company objectives and personal objectives and integrating the interest of the two.
For increase productivityWith effective communication, you can maintain a good human relation in the organization and by encouraging ideas or suggestions from employees or workers and implementing them whenever possible, you can also increase production at low cost.
For employeesIt is through the communication that employees submit their work reports, comments, grievances and suggestions to their seniors or management. An organization should have effective and speedy communication policy and procedures to avoid delays, misunderstandings, confusion or distortions of facts and to establish harmony among all the concerned people and departments.
Importance of written communicationCommunication may be made through oral or written. In oral communication, listeners can make out what speakers are trying to say, but in written communication, text matter in the message is a reflection of your thinking. So, written communication or message should be clear, purposeful and concise with correct words, to avoid any misinterpretation of your message. Written communications provide a permanent record for future use and it also gives an opportunity to employees to put up their comments or suggestions in writing.
So, effective communication is very important for the successful working of an organization.Business writing software with grammar checker and text enrichment tool, which enhances a simple sentence into more professional and sophisticated one, can be used for writing effective business communications. For more information, please visit grammar correction tool.
Importance of oral communicationWritten communication is one of the most effective tools in relaying information. But not to discount its function, oral communication is also significant. It delivers the message in an instant. It allows the sender and the receiver to interact through an exchange of feedback. However, the risk here is spontaneity. An oral communication with no prior planning can result in further issues.
Like written communication, oral communication should be clear and planned ahead. If a formal communication is to happen, both the administration and the employee should list down their agenda and concerns. This will result in effective communication. Recording the conversation with the consent of everyone can serve as a copy for future use. Someone in the group could also jot down the minutes of the meetings.
How to make written and verbal work for an organization
Open an outlet for anonymous feedbackIn most organizations, the fear of rebuttal makes communication difficult. Employees are afraid of speaking their opinion especially if it differs from the majority. The message in a communication is not always positive; something every company should welcome. It paves the way to constructive criticism for the organization's continuous growth.
Employees are not always comfortable to air their complaints and suggestions to the administration. Using an online platform where employees can send messages anonymously would be helpful.
Plan external events to strengthen the bondRelationships within employees could be a bit tense if kept in the corners of the workplace. Although not a requirement, it would impact the communication of an organization if there are external events that they can join in. It also debunks the territorial barriers of being in an office where the administration has the upper hand.
Having a regular holiday party would give employees something to look forward. This is where each member meets the other in person and not just on casual meetings during work. Such thing will result in a stronger bond and effective communication.
Faster information sharingLetting members of the organization share information, may it be work-related or not, keep them hooked on the group's endeavor. Having a platform where everyone can freely send their valuable insights would be a big help. It will keep everyone's sense of belonging and being valued. They will be more willing to open up their concerns when asked about management problems.
Respect cultural differencesOne thing that negates every possible means of communication is the lack of respect for someone's cultural difference. As an organization, there is a possibility that the workforce comes from different cultures. Allowing everyone to express themselves based on the ways they deem comfortable will result in inclusivity.
Teach each member the "sticky" protocolEvery organization would have their own way of accomplishing things also dubbed as the "sticky protocol". Taking the time to teach this to the members would make succeeding in communication easier. Since everyone would have the grasp of how the company works, it is less likely for the group to encounter any misunderstanding.
Knowing the importance of communication is crucial. Making it work is another step that will benefit the organization's future endeavors. As an essential component of management, it will drastically change the workflow of a group toward having a healthier relationship with each other.