Effective Communication Process in Companies - Coursework Example

1.0. Introduction Contemporary dynamism in organizations calls for even multifaceted approaches in its successful operations. Some of the skills and competencies that need restructuring include but not limited to dialogue, communication, conflict resolution and motivation. Conversely, managing and leading an organization energizes individuals to work as a group so as to meet organizational goals. Based on the above statement, this assessment critically assesses two skills and competencies and how effective they are within the context of contemporary organization. The identified competency and skill are communication and motivating others. 2.0. Communication Beginning the argument from communication, research such as Antonakis et al. (2012) try to bring the aspect of charisma as an effective tool for communication in an organization. Their position is that communication through charisma is core functions of controlling, leading, organizing and coordinating in an organization peg on communication as a means of ensuring that all the departments closely monitor their progress as is envisioned on the fore-set goals and objectives. To understand the aspect of communication within the realm of organization understanding management is necessary. Balkin and Robert (2008) define the term as process of planning, leading, organizing, and controlling of an organization’s resources to meet objectives and goals. This is where position held by Rodgers and Roethlisberger (1991) become essential. While they insist on understanding and listening, communication touches on resources in an organization---raw materials, machinery, and people. For such resources to be mobilised successfully in an organisation, communication is one of the inevitable management skill that is mandatory for such mobilization to be a success. Poor communication skills lead to poor planning, lack of control and disorganization at different levels and departments in an organization. Communication is the process of exchanging ideas, thoughts and feelings between the two or more parties. This is the reason why Byham (as cited in Donald, 2011) introduces networking as an agent of communication. That is, it is the keystone for every organization to creating a working environment. Human relations can only be built to steer the organisation forward if there is an effective communication. However, as also noted by Byham (as cited in Donald, 2011), effective communication cannot only be used to ensure good human relations but also successful running of business. When Rodgers and Roethlisberger (1991) say, “How dumb can a guy be” (p. 100) then communication in an organizations brings measurable success in terms of the manner in which different organs and departments. The result of poor communication in an organization manifests itself in disharmony and conflicts among the employees’ hence poor coordination and organization of the activities (Atkinson, 2004). Effective communication is useful at various levels and for various reasons and aspects in an organisation. Taking a case study of Microsoft report of 2003 communication is effective in motivating and boosting the employees’ morale at work (Atkinson, 2004). Instances of inappropriate communication between managers and the employees or among the employees themselves may cause conflicts and consequently low morale at work. A success in an organization requires managers to clarify to employees what they need to do, how well they are progressing and the inputs that they need to add for a better performance (Berlo, 1994). In this scenario, there is need to employ the use of written communication to outline to the employees how to integrate the organisations objectives and their personal objectives. Well informed persons have better attitude in comparison to less informed persons. Different forms of communication like the journals and meetings allow the employees a chance to form different attitudes that can be of importance in pushing the organizational goals forward. Effective communication is key to increasing productivity in an organization. This culminates from the fact that human relations is maintained which allows the organizations to employ the use of divergent ideas and opinions from the workers which translates to higher productivity (Donald, 2011). In addition, with good human relations, cost of productivity would also be increased since the employees respond to every task within the stipulated time and requirement. Effective communication in organization is also a vital tool for allowing feedback from the employees and the customers in terms of the working conditions and the quality of goods and services offered to the customers. In regards to this, it helps in controlling the process of management. The employees would find it easy to submit their reports, suggestions, ideas and grievances to the management for consideration. It is important to note that an effective communication policy avoids misunderstanding and conflicts but restores order and harmony among the concerned parties in an organization. Overall upward and downward communication in an organisation is important job satisfactions among the employees and whenever communication stops the organisation of activities ceases to exist. Communication among the various players in an organisation is very important for performance and managerial efficiency. Organizations performance measures of how effectively and efficiently managers put to use the available resources to satisfy customers’ needs and achieve organizational goals. For the smooth running of the organisation, the management may need to issue instructions, convey targets and goals and allocate responsibilities and jobs which can only be possible with an effective communication. As such proportionally, increasing efficiency and effectiveness increases the performance of an organisation. Effective communication is a decision making base (Byham 2009, as cited in Donald, 2011). In order to make faster decisions, facts need to be assembled to dictate the kinds of decisions made making communication a primary requirement in decision making. While these are experience gained within the organization, once the facts are assembled, it is important to ensure that they are implemented appropriately hence an effective communication between the various players involved is essential. Planning is very important in any organization to ensure the activities are coordinated and implemented. In planning, the managers need select the goals and the course of action to achieve the goals (Donald, 2011). In order to come up with a workable planning process, effective communication needs to be put in place. The managers need to execute an extensive communication with other departments to achieve the goals. 3.0. Motivating others Just like communication motivation is a dynamic aspect within an organisation. Theories of motivation such as intrinsic and extrinsic show it as is vital tool in ensuring goals are met. As such, the employees feel satisfied and their self-development is facilitated. In addition, Nohria et al. (2008) argue that meeting the initial goals allows employees to get motivated further as a clear link between effort and result manifest itself hence the need to continue working harder. They also discuss “the drive to bond” as a factor that has made organizations tremendously fail in meeting their goals (p. 80). As noted with personal experience, workforce stability is an important aspect in availing results in terms of offering services and production of goods. Employees will feel attached and loyal to an organization if a sense of participation within the management presented to them. This is what is well documented by Nohria et al. (2008) when they discuss “the drive to acquire” (p. 80). In relation to the above, it was noted that employees can maximize on their potential and abilities to ensure the success of the organization. Stability of personnel can also redeem the image of the company which as a result would attract more qualified and competent personnel into the business (Atkinson, 2004). Conversely, human capital management by any organization is a success parameter in any business and organizations. Human capital management is widely discussed by Sull (2010) when he poses the question, “Are your hydraulics broken?” (p. 72). This can be achieved by fully exploiting the use of the available physical resources and finances which ensures that the employees are motivated and can work to accomplish the jobs and duties under their designation. However, good remuneration without other better incentive plans may not motivate extensively. Failure to motivate the employees would result to unaccomplished tasks resulting to less productivity and losses. Notably, raising employees’ efficiency level is a motivating move that organizations can adopt to raise their effectiveness and efficiency thereby increasing productivity. For this to be successful, a sense of willingness needs to be initiated in the employees to complement their abilities which would reduce costs of production and raise productivity. De-motivated employees in many occasions do not offer their best causing a decrease in productivity (Atkinson, 2004). Amabile et al. (2011) try to look at an individual engaged at the most boring job and conclude that no matter how much the individual is motivated, the person may not realise full level of motivation. Therefore motivation leads to a greater employee’s satisfaction in their work. Satisfied workers are important in ensuring the progress of a company while on contrary, de-motivated workers due to poor remuneration or incentives would result to regress of the company (Pritchard and Ashwood, 2008). 4.0. Conclusion This assessment has evaluated the effectiveness of motivation and communication within the realm of an organisation. The discussion has embedded on personal experience within such organisation. Also considering available literature materials, a comparison has been drawn with a conclusion that while there exist other competency and skill that managers need to be equipped with, communication and motivation to others is a cornerstone for any organization aspiring to embrace modern trends in running the dynamics of organization. References Amabile, K., Teresa, M and Steven, J. (2011). The Power of Small Win. Harvard Business Review May 2011. Antonakis, J. Marika, F. and Sue, L. (2012). Learning Charisma: Transform yourself into the person others want to follow. Harvard Business Review June 2012. Atkinson, J (2004).A theory of Achievement Motivation (6th ed.). Krieger Publication Company Balkin, G and Robert, L (2008).Management: People, Perfomance, Change (3rd ed.).New York, USA: McGraw Hill. Berlo, D (1994). The process of communication. New York: Holt, Rinehart and Winston. Donald, C (2011). Communication and Leadership. Illinois: Urbana, Illinois University Press. Nohria, N. Boris, G and Linda-Eling, L. (2008). Employee Motivation. A Powerful New Model. Harvard Business Review. July–August 2008. Pritchard, R and Ashwood, E (2008). Managing Motivation. New York: Taylor and Francis Group. Rodgers, R. and Roethlisberger, J. (1991). Barriers and Gateways to Communication. Harvard Business Review May 1991. Read More