Principles of Management Communications - Literature review Example

Principles of Management Communications Introduction Communication is a vital tool in ensuring organizational performance. It is essential for all parties in an organization to adapt the most accurate approaches of communication that would influence effective performance and goal-oriented tasks. Through the inclusion of communication in an organization, the top managers are able to converse with the employees and the vice versa. Similarly, interpersonal communication within the organization is beneficial since it ensures that every section of the labor force and the management is knowledgeable of the set strategies and the long range plans to be acquired in the long run (Morden, 2004). Through such approaches, communication ensures success in the delivery of the organization’s objectives at a competitive edge. The following discussion is a critical evaluation of the principles and concepts of communication management, and its effects on organizational performance from a manager’s and an employee’s perspective. The effective communication norms of a business organization Effective communication in a business organization is centered on the approaches engaged by the management to the employees and the vice versa. Ideally, the management should be knowledgeable of its audience when communicating to avoid information bias (Griffin, 2007). Further, the communication styles should be appropriate in order to avoid ignorance. The essence of the practice is to ensure that everybody in the given organization is competently acquainted with all relevant information on the delegated duties and obligations such that they are capable of working towards the set goals and objectives (Benvenuto & Zorzi, 2011). Experts dictate on the vital need for ensuring the mode of communication used in a business seeks to address a certain purpose. Such an ideology is of importance as it reduces the threat of ignorance likely to emanate from general communication. While communicating, it is important for a manager to ensure that the audience who comprise of the employees have a slight idea of the intended communication. This factor serves to enhance ease in the process of communicating the organization’s objectives, holding to the fact that the audiences are idealistic of the intended purpose. Further, communication in businesses is likely to be effective to the extent that the involved parties are able to converse in an all-round picture (Griffin, 2007). The audience is likely to abide by the objectives outlined in the communication system of the organization if they entrust their faith in the management, and that they understand the message is not deceptive but beneficial to them and the organization’s performance (Benvenuto & Zorzi, 2011). Alternatively, the communication is likely to decipher the desired effect to the business organization if the person communicating is capable of presenting the intended objectives in several dimensions, while emphasizing on the important points randomly (Burrow, Kleindl, & Everard, 2008). Lastly, communicating can only be judged on the basis of being effective or ineffective through the evaluation of audiences’ feedback. The role of interpersonal communication Roles of the manager Communication is inevitable if the management team seeks to promote organizational growth. Essentially, the manager should be objective in the knowledge he wants to decipher to the employees. The fact is that such an approach enables the manager to show confidence in communication, and this enables communication to bear perceived value. Essentially, certainty is a vital component of communication and upon it, the manager should ensure that he rehearses the organization’s business objectives to employees (Griffin, 2007). Considering the application of brief and precise methods of communication, an organization is likely to grow profusely since the employees will be confident on their performances to the extent that they will achieve the set goals. A manager embarking on good communication practices is likely to implement a unified workforce since he will be able to identify the programs and policies that the organizational teams should use. A manager should incorporate social and symbolic theoretical approaches. Arguably, the theories are of vital use as they enable managers to create a conducive environment and reduce the fears that may result due to differences in the ranks. Managers are capable of communicating effectively for the benefit of the organization whenever they are able to acknowledge the already performed tasks and beseech employees to ensure excellence in performance (Benvenuto & Zorzi, 2011). Roles of the employee Employees are the most important aspects of production in an organization as they represent the labor force. Communication is an important aspect that employees should devote themselves into practicing as it leads to the reduction of hindrances that may bar efficiency in performance and production. Essentially, an employee should be conversant with the organization’s rules and regulations in order to ensure that all his obligations are beneficial to the organization. Employees need to form a unified culture of the organization, one which will avoid possible biases from prevailing. Employees are important aspects of communication, and they should articulate their grievances to the managers whenever the need arises (Severin & Tankard, 2010). Further, they should be knowledgeable of the departments and other parts of the firm that need to be attended to for continuity of operations. Verbal and non-verbal management communication Verbal management communication is a mode of communication whereby the executives engage in real-time communication with the employees or any other concerned subordinates. Verbal communication in the management is a critical tool for ensuring that every employee is knowledgeable of the set goals and objectives in order to work towards their acquisition. This involves the communication style whereby people in an organization involve themselves in a face-to-face communication. The advantageous use of verbal communication through video conferencing is an extra indication of the prompt decisions and implementation that may be accrued through verbal communication. Thirdly, verbal communication is best used to communicate the organizations goals and objectives through meetings (Griffin, 2007). Such practices will relay knowledge to each employee and they will abide to the set rules and regulations while still applauding the fact that they are of vital use to the organization as any other groups of employees. Business organizations practice non-verbal communication in their managerial practices, but the most beneficial practices are those that enable the firms to communicate their goals and objectives. The use of motivation practices is a vital approach towards the abundant implementation of communication to decipher the desired knowledge to the employee fraternity or to any other parties with a level of importance to the organization. Incentives given to the personnel for well-performed jobs amount to non-verbal communication (Kroløkke & Sørensen, 2006). Most of the employees are knowledgeable that the prevalence of the practice of giving incentives to the best performers seeks to increase motivation in perfection and performance, such that every employee engages in competent production and maximization of the output. Lastly, teambuilding prevails as a form of non-verbal communication for the combined groups are ascertained on their duties and obligations in the organization. Approaches for effective written communication Business organizations must amass all relevant methods of communication in order to achieve a successful platform for the implementation of beneficial solutions to those factors that seem to be hindering performances. The purpose of written communication is to instill knowledge upon the readers of the provided materials such that every employee is able to learn about the identified courses, and reread the materials whenever he is unable to ascertain some of the information’s meaning. It is knowledgeable that the use of a professional tone is an important aspect of ensuring that information reaches the recipient profusely while delivering the appropriate message (Severin & Tankard, 2010). It is also important to practice the use of active voice to beseech the recipients to undertake the declared obligations without any delays. Experts argue out that the writer should be knowledgeable of his audience before engaging into the writing process. This factor serves for the benefit of the organization since it draws the writer into a platform whereby he will be able to understand his recipients and the message they require. Effective written communication in the organization should ensure that employees from different cultural and linguistic backgrounds are addressed differently. A similar case applies to employees belonging to different demographic structures, for instance, those belonging to different age segments, genders, and those ranked differently in the organization. The clarity upon which the information is organized propels the disposition of knowledgeable messages to the recipients (Griffin, 2007). Arguably, the protocol used in delivering an arranged message is adequate as it avoids confusion, misunderstanding, and even disorientation. The writer should embark on the use of the right format in presenting his information to the recipients through a written medium (Burrow, Kleindl, & Everard, 2008). Lastly, the use of visual elements is a vital factor of acquiring success in the long run since recipients are able to match the received messages with the visual elements and contemplate on the exact meaning that the writer wanted to teach. Approaches for engaging and encouraging active listening and participation during a presentation Approaches to encourage and engage audiences in effective listening include the use of selective activities in communication (Kroløkke & Sørensen, 2006). This involves receiving and interpreting the data, and engaging in a process of critical evaluation to change it to information and knowledge respectively. Effective and active listening involve the decoding of received sounds and changing them into meaningful sentiments. Individuals are likely to speak from 100 to 175 words in a minute. Arguably, active listeners seem to be different since they are capable of listening from 600 to 800 words per minute if the messages are presented intelligently (Benvenuto & Zorzi, 2011). In order to encourage and engage the audience in a process of active listening, it is vital for the speakers to engage in provocative communication in order to steer a process of thinking in the receivers’ minds. This approach involves the use of questions, mostly rhetoric whereby the listeners will be exposed to a process of contemplating on the actual answer of the question. A portion of the mind, and specifically, the hypothalamus is concerned with attentiveness and listening thus; a person can easily engage in thinking about different things instead of paying attention whenever the speaker fails to engage him. The solution to such a problem is the use of questions amidst the speech and drawing random answers from the audience population (Severin & Tankard, 2010). This means that listening will be drawn to acquire a certain purpose. Active listening enables listeners in the organization to obtain relevant directions, abundant information, understanding the organization’s purpose, sharing relative interests, and showing enhanced support. Listeners are enabled to attend to the speaker’s feelings and words, hence in order to understand him (Kroløkke & Sørensen, 2006). Lastly, encouraging active listening enables recipients acknowledge the speaker’s message, understand the implied meaning, and engage in the verification process of the morning before sending a feedback. Effective methods of conflict resolution Therefore, language barriers and different cultural practices that restrain individuals from seeking actual information by holding such approaches as aggressive since they restrain acquisition of the set goals and objectives (Govindarajan & Natarajan, 2005). Consequently, people may pretend to understand what the speaker says, but differences will be evident after the performance of the stipulated tasks whereby failure is an obvious result of misconception due to poor communication. The choice of a specific language for use in organizations may pose as the most important resolution to the acquisition of successful outcomes in but the ideology is that execution of the language towards different cultures in a persuasive and easily understood approach enables organizations to acquire the desired outcomes. Research reveals that individual performances propelled by individual perceptions are often limited in efficiency compared to similar performances from individuals working to achieve correlated outcomes in accordance to the sets of goals and objectives. Organizations should concentrate on factors that elevate teamwork in the presence of diverse cultural practices. Arguably, organizations should concentrate on explicit and implicit cultural variables in order to impose control over the labor force towards acquisition cohesive teams that seek to deliver tasks in reflection to the long-term goals and objectives (Burrow, Kleindl, & Everard, 2008). Strategically, explicit culture encompasses the issues of fixtures and fittings that are necessary in acquiring successful outcomes in organizations. Analyzing techniques for leading teams and group meetings The management should monitor the actions and behaviors of the workforce in order to ascertain the extent at which conflicts might erupt. It is essential for organizations embark on reviews to ensure that their human resource undertakings coincide with the code of ethics. The strategic approach reasserts cross-cultural management’s success since the various groups comprised in the workforce are able to identify the right and wrong things (Benvenuto & Zorzi, 2011). Further, organizations should strategize on internal ethics in order to avoid the effects of external factors that emanate from the employees. Lastly, management of cross-cultural groups should concentrate on the facts surrounding situations rather than handling teams in accordance to the prevailing assumptions and assumptions of worldview. Conclusion Businesses should encourage the personnel to engage in goal-oriented performances in order to accrue beneficial outcomes in the long run. This can only be acquired through effective communication such that every party in the internal environment of the business is knowledgeable of the set objectives. Further, through effective and efficient communication, the organizations are capable of ensuring reduced conflicts in the business environment (Severin & Tankard, 2010). Lastly, communication serves to ease the tension that may prevail between the management and the employees such that the management the entire organization acknowledges unified goals and performances despite their positional differences. References Benvenuto, N., & Zorzi, M. (2011). Principles of communications networks and systems. Chichester, West Sussex: Wiley. Burrow, J., Kleindl, B. A., & Everard, K. E. (2008). Business principles and management. Mason, Ohio: Thomson Learning. Govindarajan, M, & Natarajan, S. (2005). Principles of management. New Delhi: Prentice-Hall of India. Griffin, R. W. (2007). Principles of management. Boston: Houghton Mifflin Co. Kroløkke, C., & Sørensen, A. S. (2006). Gender communication theories & analyses: From silence to performance. Thousand Oaks, Calif: Sage Publications. Morden, T. (2004). Principles of management. Aldershot: Ashgate. Severin, W. J., & Tankard, J. W. (2010). Communication theories: Origins, methods, and uses in the mass media. 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