Methods Used in Managing Organizational Conflict - Research Paper Example

? RUNNING HEAD: ORGANIZATIONAL COMMUNICATION Table of Contents Table of Contents Introduction: Communication entails the transfer of messages through symbols in such a way that the message being conveyed will be understood. It refers to the practice of transmitting information, feelings, views, ideas and strategy between and among various levels and departments of an organization or to the public. Communication can be verbal or non-verbal, which means it might entails use of signs, touch, gestures, facial expressions or body movement (Fredric & Jablin, 2007). Because of its importance to our day-to-day life, communication ought to be as effective as possible. Effective communication in this case requires message, a sender, a recipient, codes to help in encoding the message, and a means of transmitting the message. If passed on well information contained in communication will encourage and promote good relations between people and entities. This therefore emphasizes the need for effective communication if the businesses are to prosper as well as have a good flow of information within the out of their confines. One of the characteristics of effective communication is the absence of conflict in response or reaction as has been captured perfectly by Katherine Miller (2008). When we talk of organizational communication, we essentially refer to the way in which companies, associations or groupings communicate with their employees, clientele as well as how departments interrelate with each other. It is also encompasses the relationship between a business and its environment, a process that enables the organization to relate with its surrounding in order to serve them with finesse (Carsten, & De Dreu, 2007). Literature Review: Effective communication in a very important tool in an organization, especially because of the way it helps in promoting good flow of information and hence relationship and performance of the business departments as they create a synergy for achieving the best results in terms of production. Organizational communication can either be internal or external. Internal communication is solely communication within the confines of the company while external is communication with other businesses or any other external entity. Effective communication leads to many positive effects and leads to good productivity. There are several ways that management can use communication to pass information. They include emails, meetings, face-to-face discussions, letters, video conferencing, conferences and telephone calls (Fredric, & Jablin 2007). Noteworthy, is the fact that some methods of message transfer are more effective and detailed than others and therefore appropriate to always evaluate the organization and weigh the most effective and cost efficient mode of communication for your business, and through which the company can achieve maximum profits. When the most appropriate mode of communication is used then message contained in it not only leads to its effective transfer but it also enhances a good relationship between various entities in the an organization and especially the top management and the workers. It also creates an enabling environment for the building of trust within the company workers (Miller, 2008). Communication as a process is a very dynamic and vibrant process when compared to other business processes. As a process communication changes with individuals and this is dependent on factors such as education, eloquence, target audience and the message being transmitted itself. It is therefore right to say that the sender of the message determines how the message will be understood and interpreted. If communication is efficient, it will get rid of events of conflicting messages or conflicting responses (Fredric, & Jablin, 2007). Successful communication at different levels of management is important in an organization in that it helps in building of relationships amongst these people. Communication between management and employee is also a very important aspect in an organization since it is hard to relate with people who one cannot communicate with and as such, it may be hard to work effectively under them. It is therefore important to enhance good communication between top management and the employees. It is equally important for managers to know how to communicate with their employees in terms of what should be done and what the manager expects from the workers, which is all what effective communication entails. It is this effective communication between the two (management and employees) that will greatly reduce cases of misunderstanding and misinterpretation of information that is passed around. Communication also enhances relationship between employees and employees. When employees have efficient communication then they are able to relate well with fellow employees, which means more productivity as well as good working environment. If there is ineffective communication employees will not relate well and may end up affecting the product quality. Communication between managers and employees is known as downward communication, while communication between and among employees is referred as horizontal communication. Communication between employees to their seniors or management on the other hand is referred to as upward communication. All these types of communication are important in an organization as they form the basis of good communication that translate to efficient running and management of the organization (Miller, 2008). Culture, an important component of organization refers to the ways in which an organization carries out its day-to-day activities and how it passes on information around. Organization culture as a tremendous effect on an organization’s culture, especially due to the way it affect the spread of information to and from the various people in an organization. Different organizations have different cultures and react differently to situations. Some organizations may not allow employees to communicate directly with top management while others actually encourage this type of communication. Whether communication is done directly or through intermediaries it is always important to maintain the originality of the message to ensure that the information passed around is original and not altered. This obviates the occurrence of any conflicts that might emanate from ineffective communication (Carsten, & De Dreu, 2007). Communication also enables employees to air their views, voice their plans to their superiors and also pass on their remarks reports to the seniors. These means that organizations should strive to put in place efficient communication strategies and procedures that will ensure minimal delays, confusion as well as minimal or no distortion of information, if they are to instill harmony and peace among the concerned persons and departments. Communication enhances morale and motivation of employees such that if there is good communication there will be no conflicts something that will translate to high morale amongst workers thereby enhancing their productivity. Good communication skills, individual objectives and organizational objectives can be incorporated to ensure that the interest of the two is achieved to their respective satisfaction (Carsten, & De Dreu, 2007). Communication also enhances productivity in that by supporting and listening to suggestions from other people the management will be able to increase the production and quality of their products. This means that management should take the ideas the employees might have and implement them since they may be helpful to the company. In fact, the best way to inculcate innovativeness among employees is to ensure that people are happy and can communicate freely. Hence whether people work from long distances or in the same building they will be able to work as a unit with effective communication and actually achieve maximum profits. Communication also helps in the knowledge of individual behavior an aspect that affects individual performance in an organization as well as how they relate with each other. If anything, individual relations are often determined by the organization’s communication technique and objectives (Miller, 2008). There are two forms of communication namely oral and written communication. Either way, whichever form is used the originality of the message has also been maintained if such a communication is to be effective. When we talk of oral communication, we refer to methods of communication such as face-to-face discussions, meetings, telephone calls and conversations. Written communication on the other hand refers to communication made via emails, letters, memos, minutes, fax and text messages. Written form of communication is more preferred since it can be used as reference material and people can trace it if they need it. It is also better since it is not likely to be altered and chances of misinterpretation are minimal. It is however is not a very fast method of sending messages (Fredric, & Jablin, 2007). Oral communication on the other hand, entails the sender transmitting information directly through speaking. It is considered faster than written communication and therefore preferred in instances where speed of the message is of important. However, with oral communication there is always a chance that the information may be altered or may not get to the audience in the form that it was sent initially, which is serious indictment of this form of communication. There are also a chance that the message may be interpreted in a way that the sender did not intend it to be interpreted and hence an increased chance of misinforming the receiver. Being a mechanical process, communication as a process assumes that any distortions on the sent message should be identified and removed. It also assumes that verifiable data should at all time be the basis of any theory in an organization. It also presumes that all humans must act rationally, which essentially means that they must have access to information and be able to make decisions from such a message. Organizational Conflicts: Conflict refers to a clash between two or more activities or events. Conflicts can be caused by human activity or by colliding events. Conflicts in an organization are not positive events since most of the times they tend to harm the outcome of the business or the productivity of a firm thus affecting the product as a whole. Conflicts arise from poor communication methods and wrong delivery of information, which means there will be misinterpretation more often than not. Conflict management therefore is the employment of policies to correct the said differences. Conflict may be practical or dysfunctional, practical conflict will encourage work effort and help in task performance while dysfunctional conflict is disparaging and often leads to decreased productivity. If conflicts are not solved in an organization, they tend to affect not just productivity of the company but also the relationship between employees. Where there is conflict, there will be a hostile working environment, that will result in low morale among workers and poor coordination of these workers (Miller, 2008). Managers often view conflict as something negative regardless of the nature of the conflict and that it is always counterproductive in relation to company goals and expectations of the clientele. Many times people take the avoidance approach in relation to conflicts and this often does not work since when a problem is avoided it has not been solved. Though it may not affect anyone or any activity then, it will only build up on the issues that were not solved which will become an even greater problem (Fredric, & Jablin 2007). Causes of Conflicts in organizations: Though communication breakdown is a major cause of conflict, it is not the only cause of conflict in an organization. Communication breakdown arise from a differentiation in writing methods, non-verbal communication techniques as well as verbal communication styles. These techniques often alter the communication process meaning that different people use different techniques in a different way and this may cause conflict among people (Miller, 2008). Cultural differences may also contribute to communication breakdown and in turn cause conflicts. Cultural differences play out in causing conflict in that people with different cultures speak, act and interpret things differently and may often misread, misunderstand the intent of the message. Cultural differences may actually have no conflict but people may perceive that there are conflicts around them when there are none (Carsten, & De Dreu 2007). Personality clashes are another common cause of conflict. This refers to a situation where people or groups just do not get along or have a different perspective of things. This will cause tension among the groups or people that just do not get a long and therefore these people may not actually work together freely. Communication between such parties is very poor and is usually filled with attitude and lack of concern. This in turn affects the communication process in the organization and hence affects productivity too. Power and Status is another cause of conflict in an organization. This is often seen in situations where one individual has more influence in say decision making or in overall performance of an organization. This will lead to competition amongst individuals in terms of wanting to have their opinions taken into consideration or even in a bid to increase their status position or promotion. Goal distinctions also play out in causing conflict in organizations (Carsten, & De Dreu, 2007). In this case conflicts occur when individuals pursue different objectives which may not conform to the overall goals of the organization thus causing conflicts. Scarcity of resources such as raw materials, money, labor and information often cause conflicts as different departments in the organization compete for the resources available. If conflicts are not resolved, they often tend to cause personality assassination, rumor spread, and sabotage of fellow workers or of management instructions as well as turnover. If conflicts are resolved early they will benefit the organization in that they will enhance individual performances, encourages flexibility in the company and improve the creativity levels of the employees. Methods used in managing Organizational Conflicts: Several methods can be used to manage conflict include the Conflict avoidance resolution which basically entails not solving the conflict at hand. This method is not effective since it means there is no cooperation from both parties that are in conflict. In this case, each party ends up pursuing different outcomes on the issue of conflict. This method is suitable when the nature of the conflict is perceived to be minor. It also applies when the chances of winning or getting rid of the conflict is not likely. It is also a good method of managing conflict when the likely cost of the conflict is expected to be hefty (Miller, 2008). The Competing conflict resolution method is also called the win-lose approach. This method is characterized by high aggressiveness and low cooperation by the user. This means the person using this method of conflict management only allows his preferences to be what is taken into account regardless of whom the outcome will affect. This method of conflict management is suitable for conflict cases that require speedy decisions and fast actions. This method can be used in cases of actions that one is not familiar with. Another method of resolving conflicts is the Accommodation conflict resolution approach. This resolution method is characterized by high levels of cooperation and is said to be very helpful. In using this method, management suppresses its own goals and preferred outcomes and allows other individuals in the company to achieve their desired goals. This method is suitable in cases where top management realizes that it is in the wrong or when the issue causing conflict is of importance to one party. This method works in areas where those in conflict want to protect their relationship for the future (Carsten, & De Dreu 2007). The Compromising conflict resolving method is whereby the parties in conflict negotiate the preferred outcome until they both conclude something that befits both parties. This type of conflict resolution method is often characterized by moderate levels of aggressiveness and cooperation. In the end, when using this method, both parties must fore go some opinions and some things in order for both sides to be comfortable (Miller, 2008). This method is mainly used when the level of importance of the issues at hand is equal to both parties and when both parties are at the same level in terms of power and strength. This method however is not suitable for complicated and complex problems. The Collaborating Conflict resolving method, also known as the win-win approach is whereby the two parties in conflict work together to ensure that the goals of everyone are achieved in one way or the other. This method is characterized by high levels of both aggressiveness and cooperation. This method works best when the conflict is intricate and requires a lot of creativity to solve. The only thing that this method requires is the sincere input of the parties involved (Carsten, & De Dreu 2007). This will help achieve that which they intend to gain in unison. This method of conflict resolution requires a lot of time input by both parties to achieve what they desire. The above methods are good for conflict management and must be applied any time a conflict arises to avoid these conflicts growing to be larger problems in the future, and thus proving to be more problematic cases that may not be easily solved. Organization Strategies: Organization strategies are the summary of management activities such as planning, organizing, controlling, and decision-making. In order for management functions to work properly and even enable the organization, achieve its goals there is a need for the management functions to work in unison and as such good communication is required for this to happen. Organization strategies involve quality leadership, tactical planning, and strategic ideas. Communication plays a very big role in the organization strategies in that for an organization to plan a course of action all departments involved must communicate well together in order for the events planned to be successful (Miller, 2008). For effective planning, the management must coordinate the various departments in the organization so that whatever events are planned they will conform to calendar dates of all departments and ensure that no department is left out. When planning is efficient it will transform an organizations objectives, mission, vision and preferences into plans, and programs that are realistic and up to date. These will ensure that the desired results are achieved (Fredric, & Jablin, 2007). Decision-making is a management function that involves taking opinions and ideas from different groups of people, that is the departments as well as the surrounding environment and mashing them to come up with a service or product that satisfies the needs of the target audience. In order for decisions to be made effectively there must be an efficient flow of communication among all departments as well as work unity. Where communication is efficient then decision-making will be easy. Controlling in management deals with ensuring that all resources in the organization are used effectively to achieve the desired end result or rather they achieve the goal in which they are intended (Carsten, & De Dreu, 2007). Controlling too requires good communication skills since it not only deal with the control of the raw materials but it also includes personal thinking, activities, and labor control too. Organizing means ensuring that all activities and resources in the organization in a way that they all function in the way they were planned to. For organization to work in the company, management must be able to merge external and internal influences of the business such that they work together effectively. Organization is very important in a company and it must be very efficient so that the outcome is positive. In finality, poor organization strategies and conflict are a result of poor communication, thus it is important to enhance and promote good communication in an organization so that the company will have minimal conflicts as well as ensure that the organization is always performing at its best (Miller, 2008). Research hypothesis: Organizational communication is important in companies. Organizational communication is helpful to organizations. It also helps in conflict reduction and organizational strategies. Methodology: The research methods used in this paper included interviews. Interviews were conducted in different firms on the benefits of communication in an organization. Information from books and the internet, using search engines such as Google and ask.com also played a vital role in the findings of this research. The research shows a large relationship between organizational communication and interpersonal communication and all these affect the outcome and productivity of the organization (Miller, 2008). Discussion of results: The research showed that though different organizations have different communication cultures and communication strategies, communication is an important aspect of any organizations success. Communication played a 100% role in spread of information and in the dealings carried out in and out of the organization, meaning whatever information is required in all departments of an organization is effectively passed on (Miller, 2008). We also see that poor communication leads to breakdown of information and this happens in regards to the methods of transmission used. Written communication is seen as a preferred method of communication since it is long lasting and can be used as a reference point. Of the several organizations that were visited it was clear that poor communication is a major source of conflict and that poor communication will often cause a distortion of facts thus causing conflicts which will affect organizational strategies (Carsten, & De Dreu, 2007). Communication in an organization is also important in that it helps in building relationships between different people in the organization, people in different levels of management and thus enhancing productivity. The research also helped in showing various situations that conflicts occur and ways in which they can be handled or avoided. The research also showed various methods that are used in conflict resolution and where each method is suitable. Conclusion: The conclusion derived from the research is that, organizational communication is an important aspect to any business. Communication is also essential to every individual such that the individuals can interact properly with each other and the business too (Carsten, & De Dreu 2007). In totality, communication is necessary in every organization and every individual and it must be enhanced so that it benefits the company. References: Carsten K., W., & De Dreu, M., J., (2007). The Psychology Of Conflict And Conflict Management In Organizations. New Jersey: Lawrence Erlbaum Associates. Fredric M., & Jablin, L., P., (2001). The New Handbook Of Organizational Communication: Advances In Theory, Research, And Methods. Pennsylvania: SAGE. Miller, K., (2008). Organizational Communication: Approaches And Processes. Cengage Learning: New York: Read More