Decision-Making Processes by Employing Workable Solutions - Essay Example

Employees demanded for pay rise and the newly appointed managing director (MD), promised to solve the issue by the end of the year after consulting the board of directors (BOD). However, the BOD did not meet and the MD instructed the public relations (PR) office to relay the information to the employees. The PR officer then walked from office to office during lunch break to inform the employees most of whom had gone for lunch in various places. The PR then promised to return to the various offices after lunchtime but unfortunately tripped on the stairs and had to be hospitalized. The MD had also gone for a meeting with the state’s health department. The employees who were eagerly waiting for the MD’s message got impatient and called for a strike. Although the strike was called off the next day, a few people were injured and most of them threatened to pursue charges on the management.

Several factors affect communication in our organization. The authority structure in the organization is so bureaucratic that there are several procedures to be followed before delivering information. An employee follows very long procedures before booking an appointment with the MD. Most of the computers used are old-fashioned and do not support some applications hence making it hard to interact. Some of the software used in the hospital does not support the hospital’s operations. Professionalism also plays a major role in influencing the hospital’s communication system. Doctors and other paramedics take themselves to be superior to other non-paramedics claiming that the institution being a health facility, is only important for them.

Listening is one of the most important skills that comprise a larger percentage of effective communication in an organization (Ellis, 2009, p.15-18). Good listening includes showing interest in the information being communicated by avoiding interruptions. Listening reduces mistakes while undertaking tasks given in an organization. Additionally, while speaking either in the office or in the seminar, one should first allow others to speak, gather information by taking notes, and carefully think about others' opinions. Before answering any question, acknowledge what other employees have talked about. Respond to the issues raised tactfully and plainly while giving practical examples and state your opinions on why you disagree with others' opinions.

Moreover, a manager or an employee of an organization should always prepare before going for a forum, or departmental meetings, taking phone calls, going for a media interview, writing a formal letter to other employees, or internal memos. An employee should put down in writing any question to be asked or an explanation that is required from him. Additionally, an employee should dress well to give him confidence in addressing others and prepare himself physiologically for forums. Early preparation boosts interaction with other employees.

Communication overload is one of the barriers to effective communication in an organization. Communication overload may render information meaningless and it includes long and repetitive talking hours in meetings and forums. It may also mean sending meaningless or less important emails to employees. The distance between the sender such as the MD with the employees especially branch managers. Language barriers and cultural differences may hinder the relay of information. An employee may communicate in a language not understood by others in an organization. There should be a language interpreter to help with interpretation. Assumption and jumping to the conclusion also contributes to poor communication. Conclusively communication barriers impose a great threat to most businesses (Tomita & Elena, 2009, p. 799-802).

Oral communication is one of the best ways of communicating with other employees. The MD may choose to call a forum where every employee is given an equal opportunity to air any complaints, grievances, or suggestions. Oral communication is very effective and may limit mistakes while undertaking a task since a junior staff may be able to interact with the supervisor whenever a problem arises. Employees may also use mobile phones or landlines within or outside the organization to pass information. Additionally, the management may use written communication such as memos or letters while passing information to employees. Methods and procedures of carrying out tasks may be documented and passed to new employees hence easing the learning process. Generally, the methodology used in communication determines the degree of understanding (Jablin &Putnam, 2001, p. 52-55).

Communication greatly affects the daily operations of organizations and therefore, should be used effectively and efficiently. Better communication improves marketing the organization’s product, boosts employee morale, and eventually promotes sales. Quality attention should be paid and the right effective method of communication be applied by considering cost, quantity, quality, and the audience. Communication breakdown must be avoided by using the most appropriate methods of communication where applicable. Skills and elements of communication are very vital in communication. Read More