Institutions with Effective Communication Strategies - Assignment Example

Professional Communication s with effective communication strategies based on courage, innovation, and discipline especially during times of change are more effective in engaging the staff and other employees, in achieving the required business results. In communication, companies pay special attention to articulating their employee value proposition, to attain success through passing out required information to the required audience. Formal communication is a type of communication used to pass information through a hierarchy of commands in organized and strategic manner. Communication may be in form of written communication, or verbal communication in institutions, and plays a large role in the success of an institution’s operations. Therefore, institutions with elaborate and articulated strategies of communication perform better, and are able to succeed as compared to those with no elaborate communication strategies. Data According to the interview with one of the mangers in one of the health facilities, it was noted that institutions use both verbal and non verbal formal communication strategies. The effectiveness of communication strategies has a strong bearing on the success of the institutions in meeting its objectives. All staffs have to attain a minimum requirement in both verbal and non verbal communication. Due to technological improvement, new employees are required to have IT skills while the old staffs are retrained by the facility to acquire skills in IT. In addition, it was noted that the best way to solving problems is through teamwork, emphasizing the importance of communication and leadership skills. Moreover, it was noted that the use of brainstorming in resolving issues offers the facility advantage of having a pool of ideas from which to choose the possible line of action, which creates a culture of innovation and creativity. Discussion Formal communication in most cases involves announcements, documentation of meetings output, new procedures, presentations and recommendations, progress reports, written work plans, and other documents that are specifically prepared in response to expectations of an organizations hierarchy and reporting structure (Halverson & Tirmizi, 2008). In short, formal communication is a type of communication that follows the official chain of command or a practice that has to be done to comply with certain sanctioned organizational protocol. However, in organizations, the communication structure chosen has to support the efficient and effective information exchange, facilitating the right action, and promoting understanding to the targeted parties. In addition communication may be classified into verbal, non verbal, written or group communication based on the platform of communication. In most organizations, formal and informal communication is largely used in passing out information. Watson (2010) noted that companies that are highly effective are bole to talk about what employees need to know. In these institutions, verbal communication in solving problems serves to exchange ideas in brainstorming to solve a problem. Every rationale behind difficult decisions is communicated to employees, provides training and leadership to employees, and actively addresses the impact of these processes on employees. This implies verbal communication in exchanging ideas is important in problems solving in companies. People to be involved in such a communication have to be courageous, be problem solvers, be innovative, or have leadership qualities to set plans to be followed by the rest. In such group communication, having the ability to offer leadership qualities, make effective speeches that convince employees concerning a line of action, and having enough knowledge regarding the problem being addressed are the basic qualities needed in such group communication strategies. In institutional daily practices various modes of communication are used in the hierarchy of communication. These include; emails, memos, telephones, internet services, videoconferencing, face to face communication, posters, and letters. Halverson & Tirmizi (2008) argues every form of communication has its inherent strengths, effectiveness, and challenges depending on the type of information being passed. As today’s organizations become more complex and demanding in terms of the types and volumes of information being communicated, the skills required to impart effective communication in such a complex organization have to be complex (Baker, 2002). For example, the staff has to possess ample skills in usage of computer and technological networks, and in making emails and internet based communication effective. This includes the video conferencing type of communication. In using written communication such as letters, memos, emails and other documentation processes, the staffs have to possess impeccable skills and effectiveness in written communication. Halverson & Tirmizi, (2008) argue that ineffective communication in any form works against the purpose and aim of the communication. For example, managers who write memos to their juniors with grammatical errors portray incompetence, lack of seriousness, and may not earn the respect to exercise the duties required in such a position. Communication in institutions is prone to numerous challenges. Adding the complexity of using technology in the challenges offered by differences in idiomatic, colloquial expressions, and first language, the task of carefully conceiving the communication message becomes daunting, and communication may eventually become ineffective (Halverson & Tirmizi, 2008). In addition, the use of technology related communication may be prone to interference by unscrupulous staff that might change the original information for personal reasons. Moreover, Watson (2010) explains the time taken by some forms of communication to reach the targeted parties might be inhibitive to effective communication. Memos, letters, and posters may not communicate effectively due to lateness of messages, the letter may get lost on the way, and many people are ignorant to posters in institutions, which inhibits effective communication. In order to achieve the above, institutions have to rely on fast, reliable, and effective communication channels, with technological related communication such as videoconferencing being advocated; it offers first hand information and is reliable when communicating over long distances, or where meetings have to be done and participants are in different localities. This is usually in large organizations where managers from different subsidiaries may be involved in meetings in the comfort of their respective offices through video teleconferencing. A graduate joining medicine has to portray excellent written and verbal communication, and has to have skills in convincing, particularly in group work. This requires courage, creativity, leadership skills, and an eye for details. In order to qualify to communicate effectively in medicine, such graduates have to learn the art of listening to others patiently in brainstorming. This implies, in addition to being good communicators, such people have to be good listeners to grasp all bits of important information especially in team working and during trainings. The ability to offer and accept corrections is of importance as group work requires a team to work together to solve a particular problem. In the workplace, there are many instances of formal structures aimed at facilitating communication. For example, there are scheduled weekly meetings in departments, posters, newsletters, memos and occasional conferences aimed at passing information to all employees regarding the institution and its services, including its objectives. This enhances understanding among the workers and equips them to work effectively to attain a common goal. These structured communication strategies are the main channels through which staff on the lower ranks and visitors learn regarding the operations of the institutions, its objectives, and strategic policies to attain these objectives. This structured communication is the only way that an institution can pass information to the public at low costs, and with a high degree of effectiveness. Conclusion Effective and reliable communication in institutions mainly depends on the type of information being passed and the type of audience targeted. Generally, verbal and written communications are the main types of communication used in institutions today. In groups or team work, verbal communication is more reliable as compared to written communication. However, when targeting a specific manager, an email or a memo may be more appropriate. Companies that effectively use communication strategies are able to perform better compared to other companies in that though effective communication in an organization approaches a problem with the objectives being clear to all parties in the organization. Though information that passes through a hierarchy of command may sometimes be ineffective as time lapses, use of such information has to be carefully applied to ensure the information gets to the targeted audience at the right time to make it reliable and effective. Therefore, successful institutions are able to enhance their communication strategies as an effective guide in their entire operations. References Baker, K.A., (2002). Organizational Communication. http://www.au.af.mil/au/awc/awcgate/doe/benchmark/ch13.pdf Halverson, B.C., & Tirmizi, A., (2008). Effective Multicultural teams: theory and Practice. NY: Springer. Watson, T., (2010). Capitalizing in Effective Communication. Watson Wyatt Worldwide. http://www.towerswatson.com/assets/pdf/670/Capitalizing%20on%20Effective%20Communication.pdf Read More