Positive and Negative Factors that Influence Organisation Communication - Case Study Example

Name Course Instructor’s Name Date Positive and Negative Factors that Influence Organisation Communication Introduction Communication in an organization covers all ways in both official and unofficial through which information is passed over across all the set-up of managers and workers who works in a business (Chambers 45). Variety of methods of communication may perhaps be used in passing the official information involving workers and management; a time may be wrongly used in passing gossips or anything that entails the organization (Brantley & Miller 131). One of the main challenges for any given organization is to guide these infinite communications as to provide and improve client relationships, improve the worker contentment, come up with sharing of knowledge in the entire organization and improve the business competitiveness. There are positive and negative factors that influence communication in an organization. Thus, the aim of this paper is to analyse positive and negative factors that influences communication in an organisation. Positive Factors influencing organisation communication People working in team dynamics can have a strong influence in an organization. If people work in small team under the same organization, they tend to have bond in friendship, which can have influence on how the communication flows. This is obvious in that when the employees are friends they can communicate a lot when they are together (Booher 35). This may be of use in cases like when the manager is permanent sacked out of the office, the group may bring in the transformation. Friendship has its potential in that it creates an atmosphere for people to be in groups resulting to progressing in inspiration and commitment in any given organization (Pye & Jago 78). Protocol of communication is also one of the positive factors influencing communication in an organization. The sequence can be observed to stand for the hierarchical outline that illustrates firmly official information flow. This means that it should starts from top to bottom or bottom to top that can occur in armed forces and some different business organization. All channels should be involved in the flow of communication (Adair 23). This supports all the members in an organization to get involved in the process of decision process. The structure of communications in organization will have important pressure on the correctness of decisions, the pace to which the leaders of organization can be reached and the fulfilment of the people involved in the organization. The formal canals of communication can also have influence on the communication. A formal canal of communication means communication that is approved and proscribed by managers. Examples of formal canals of communication include information sheet, regular memorandums, reports and workers meetings (Chambers 78). The formal channels of communication tend to cover a broader distance that helps the organization to expand and grow. The formal canals of communication have its potential in that it helps the manager get information in high level. When the organization uses the formal canals of communication such as electronic newspaper and news this has its potential on staffs in that they get the information of the organization news and its trend (Pye & Jago 88). When the report concerning the organization are written and organized by the top managers this helps in upholding successful internal communication through offering the comprehensive of the organization confidence, atmosphere and communication. In rare cases, an organization may employ a staff who cannot hear or speak. By use of technology, this can promote communication through Face book and use of mails. The use of face book is important in that it will help those who cannot talk or hear be connected to their friends and colleague in an organization (Kinicki & Kreitner 23). By use of mails means, the disable can work in an organization as they communicate effectively through emails. By use of texts for examples in mobile phones is also beneficial in that these people will not fell a sense of isolation and this will have its potential in promoting self-confidence and social interaction to both the disable and the other staffs in the organization. Attitude is also a factor that can have positive effect in communication. Attitudes are usually the positive outlooks and negative outlooks of an individual (Adair 72). When the staffs of a given organization possess the positive attitude towards their job and their leaders in addition to leaders of the organization possessing right attitude on their employees this will result to effective communication. When they have right attitude they will respond well in communication for their relationship is mended well. Organization is an emotional place. When the organization makes use of the emotions to motivate their employees to carry out duties in organization, these create emotions and have effect on the employee’s sense of contentment. Due to sense of contentment, communication will take place well in the organization (Chambers 90). Use of emotions in a positive way acts as organizing power in organizations that helps in generating organization formation in additional to shaping the behaviour in organization. Emotions have its potential in that they increase motivational leadership in organization. When the receiver of the message in organization have knowledge of the message being communicated this will result to good communication skills (Brantley & Miller 77). When the employees in an organization are highly informed with communication technologies, access to electronic information and internet will be in a good position to understand the message being communicated in the organization by use of technology. Good communication skills can contribute to effective communication in organization in that, when the employees in the organization have a good professional vocabulary and strong listening skills will have effect on how the message is being received. The employees will have proper understanding of the message and this will be of use to the organization (Adair 61). Ability to communicate in a language that is known by both the sender and the receiver is of use in great attribute in effective communication. When the individual in organization uses appropriate words while talking or writing could result to better understanding involving the sender and the receiver in the organization (Kinicki & Kreitner 64). When the employees are psychological balanced in organization they will be in a position to understand the message properly in organization (Booher 21). It is also important to be familiar with the receiver’s needs, position, awareness of the subject and language skills that help the sender in organization prepare a victorious message. If the receiver is happy, effective communication will take place in the organization making the organization to grow. When the employees have interest on the duties that happen in organization will be of great benefit. The employees will be in a position to ask anything that entails the organization and they will be involved in decision making in the organization. If communication takes place in the organization, they will tend to embrace it positively with proper understanding and good listening skills (Caputo & Palosaari 89). Provision of the feedback in the previous communication is also beneficial in the organization (Brantley & Miller 78). The sender of the message in the organization or the person communicating should find a way of getting feedbacks from the person who receives the message in the organization. If the leader in organization allows questions when for example discussing projects in organization this will make the employees understanding the project. Face-to-face verbal way of communication is one of the ways of getting feedbacks from the organization. When feedbacks from the employees are viewed this will make the organization work together as a team. Organization should not overload information. The information should be communicated in less information to enhance proper understanding in interpreting the information (Arnold 56). The sender of the message should pick the important points as away of not overwhelming the receiver with a lot of information. Negative factors affecting communication in an organisation Encoding factors When the Sender is insensitive in an organization effective communication may be hindered and the information may not be adapted to the intended recipient (Arnold 78). Identifying the receivers wants, language skills, knowledge of the matters at hand and status helps the sender in setting up a successful message. For instance if the client is angry, an effectual response could just be to give an ear to the customer’s voice for a while. When the sender lack communication skills basics it may result to problem with word selection and arrangement of such words, in a grammatically accurate sentence, then the receiver will be less likely to comprehend the message (Caputo & Palosaari 63). In addition, if the sender has no particular information on the subject at hand, it is likely that, the receiver will get unclear information. For example, the resource management explaining on repairing computer software or a client shopping for a computer and the sales person explain some terms in a complicated way. When the management sends a message full of excess information, the receivers may have a tendency to make up a barrier for the quantity of information coming in being very fast in that that the receiver may not be at ease interpreting that message (Brantley & Miller 71). For instance if a salesperson is selling a product comprising more than twenty features, the salesperson can pick three to four crucial features to put an emphasis rather than overwhelming the receiver with a loaded information. Emotional factor can influence communication in organization in that an emotional staff may not be in a position to express himself effectively (Booher 67). If the person for example is over excited, angry fearful or resentful that individual might be excessively lost in thought with emotions to get hold of the intended information. If a certain employee does not get along with a specific manager, the employee may have a hard time listening to the manager. Transmitting factors These factors hinder effective communication by getting in the way of information transmission and sometimes referred to as “noise”. These include the following. When there are Physical distractions, for example in a noisy environment or a bad phone line may tend to interfere with communication. If a letter or email message, fails to be formatted correctly or it has some spelling and grammatical errors, the recipient may be unable to be attentive on the information for the physical appearance of the written letter or email is shoddy and unprofessional. Messages that lead to conflict in perception on the side of the recipient may cause incomplete communication. For instance, if a manager continuously uses jargon or slang to pass information to a staff from a dissimilar country who knows nothing on such expressions, the outcome will be automatically a mixed message (Kinicki & Kreitner 142). Another good example in an organization of a conflicting message could be if a supervisor asks for a report instantly without giving the writer sufficient. Channel factors may also have effect in communication in that, if the sender decides on an unsuitable channel of communication, the communication may end. Instructions with many details communicated over the phone, for instance may be exasperating for both the sender and the receiver (Booher 64). If a staff is on a computer technical support assistance line discussing a setback, it would be useful for that staff to be seated in frontage of the computer, as contrasting to taking notes from the assisting staff and thereafter going back to the computer location. When there are longer series of communication, there are more chances of encountering ineffective information among the employees (Ellis 213). If a message passes from the top management through a number of employees, the information directly becomes distorted. If one employee begins spreading information at one end of a chain communication of about eight people, the eventually returning information is usually abundantly altered. Decoding factors When the management in organization sends a message to some employees, who lack interest in the message, the employees may hurriedly read or take note to the message inaccurately. This may lead to miscommunication in both sides. Lack of technical knowledge is also a factor that can have influence in communication. If for example a recipient is incapable to comprehend a message packed with technical information, the communication will end.  Except a computer consumer knows something concerning the Windows environment, for illustration, the consumer may have trouble organizing files if set on technical instructions.  When there are inadequate communication skills, this may have effect in communication. Staffs whose listening and reading skills are weak make ineffective receivers.  On contrary, staffs that have an excellent professional vocabulary and give attention to listening, encounter fewer difficulties in hearing and inferring good communication (Caputo & Palosaari 90).   Several staffs tune out to who is conversing and mentally practice the response they are yet to give in return. Emotional distractions can disrupt the receiving of information and interfere with transmission and creation of information.  If an employee obtains a report from the supervisor on the topic of proposed modifications in work measures and the staffs does not mostly like the supervisor, the staff may have difficulty even analysing the report objectively (Arnold 56). The staff may analyse, not objectively, other than to find fault.  The staff may misinterpret terms and interpret negative impressions amid the lines.  As a result, the staff is likely to misinterpret part or the entire of the report. Physical interruption may influence communication in that, if the recipient of a communication is positioned in an area with loud noise, glower on computer screens,  extremely hot or cold work places, bright lights or physical ailments, that recipient will most likely experience communication go down on a standard basis. Responding factor The communication sequence may be cut off if feedback is unproductive. These include: When there is Failure in getting feedback, the sender must look for a way of getting a reply from the recipient given that communication is usually a two-way practice (Caputo & Palosaari 78).  If for example a team manager does not allow any disruption or questions while explaining projects, he might find that the team members possibly will not completely comprehend what is required of them. One on one oral communication is well thought-out as the best kind of communication because feedback can be in form of nonverbal and verbal. If two communicators are divided, concern must be employed to request for significant feedback. Inadequate feedback can interrupt with excellent communication (Arnold 67).  If the supervisor gives out instructions in lengthy and complex sentences exclusive of giving you an opportunity to talk, you possibly will pretend to comprehend the instructions just to do away with the stress of the discussion. As a result of not fully understanding the anticipated instructions, the performance can be negative. Conclusion From the above stated factors, it is true to argue out that effective communication must be enhanced by both the sender and the receiver. Failure of one party to respond as expected could result into ineffective communication, which in return may affect the organizational performance. Therefore, the management should have a relevant channel of passing information from the top management to the bottom most employees. Reference Adair John. Effective Communication: The Most Important Management Skill of All. London: Pan Macmillan. Arnold Mary. 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