Methods of Communication Appropriate to Employees at Different Levels - Essay Example

?Three Questions Identifies at least 3 users of HR services within an organisation and for each user list at least 2 key needs and explain how conflicting needs can be prioritised effectively. ? While there are a great variety of users of human resource services (HR services) within an organization, this essay will identify three key users, identify two key needs for each user, and explain how they can be prioritized. One use of the human resource department is through the hiring and firing of employees. In these regards, all aspects of the organization rely on the human resource department to ensure that employees are screened properly and when there are significant disciplinary problems that they be released. In some regards, the human resource department can confronted with conflicting needs in this category; in these regards, it’s necessary for the department to attend to an urgent need, but in most instances handle these issues in the order they occurred. Another user of human resources is upper level management, through employee record keeping; within this service the primary needs are for the use of employee records, while keeping the records confidential from members of the organization that are not privy to them. In these regards, it’s necessary for HR services to keep stringent record keeping, but also to remain highly cognizant of which organizational members are privy to the specific recorded content. Other users of HR services within an organization are entry-level employees. These employees use HR services for both training programs and compensation and benefit management. In some regards, there may be a conflict of interest here, as the same individuals responsible for training the department are responsible for determining compensation bonuses. In these regards, it’s necessary to have an outside department, generally management, conduct reports that will factor into employee progress reports and ultimately bonuses. 2. Identify at least 3 methods of communication appropriate to employees at different levels ? Among the different methods of communication appropriate for employees at different levels, this essay will consider three main types (‘Workplace Communication’). The first type of communication is verbal communication. Verbal communication represents the most direct and perhaps effective form of communication. The drawback of verbal communication is that it does not leave a record of the conversation that took place, nor is it always possible for upper level management to verbally address all the concerns of entry level, or low-level employees. In these regards, another level of communication that is effective is written communication. Written communication functions to produce a clear and understandable message in a context that allows for the individuals implementing this communication process to ensure there is a record of their communication. In these regards, written communication is important in matters wherein the individual receiving the message is of high importance. It’s also effective when the message is complex and it would be useful to be able to review the message. The final type of communication that is considered is visual communication. Generally visually communication is implemented through presentations from upper level to lower level employees, but it can also be implemented in presentations that speak to upper level organizational members, as a means of informing them of status updates, or proposing potential changes. Ultimately, visual communication is most effective for speaking to larger audiences, or in terms of explicating difficult to comprehend material through chart forms; finally it can demonstrate business prototypes or models highly effectively that couldn’t otherwise be articulated through verbal or written communication methods. 3. Describes the key components of effective service delivery including: ? Service delivery has taken on a variety of contextual meanings, making clear and precise definition of the various aspects of the concept somewhat challenging. Still, it’s clear that a number of central aspects exist that underline effective service delivery. a. building and maintaining good relationships? One of the major elements of service delivery is networking and maintaining good relationships. In these regards, it’s important to establish trust and respect between parties. This is best established through ensuring the service organization functions in an efficient and honest and open way. b. handling and resolving complaints Another prominent issue within service delivery is the handling and resolving of complaints. Even in the most well-run and efficient service delivery situations, customer complaints will arise from a variety of areas. These include human error, miscommunication, and in some situations the customer actually attempting to receive added services or benefits. In these regards, it’s necessary for outside management to step in and resolve the conflict through conflict resolution techniques, and sometimes added amenities. c. dealing with difficult customers In every organization the challenge of dealing with difficult customers arises. In these regards, it’s important for both lower-level employees and upper level management to handle these customers with care and caution. While most customers are able to be dealt with through listening to their complaints in an empathetic and understanding way, and working to remedy these issues, it’s important to note that if the customer becomes overly hostile or abusive it remains in management’s discretion to ask them to leave or have them forcibly removed. d. timely service delivery Timely service delivery is another important concern. While supply chain management is an entire field devoted to such processes. Still, in considering this element, one of the notable implications is that efficiency and motivation need to be adhered to at all organizational input levels. This will ultimately result in timely service delivery. ?e. budget implications Budget implications factor into all elements of the organization. While it’s easy to think of budget implications in terms of structural improvements, they are also prominent concerns in regards to human resources. Management must effectively consider the potential downfalls of budget concerns as related to the impact neglecting specific organizational inputs would have on customer perception or attitudes towards the organization. f. continuous improvement The final element is continuous improvement. This concerns both the notion of structural improvements, as well as improvements in training and employee motivation. References ‘Workplace Communication’ Workplace Communication. http://www.workplace- communication.com/four-types-communication.html Read More