Knowledge of Organizational Communication Concepts and Skills - Coursework Example

KNOWLEDGE OF ORGANIZATIONAL COMMUNICATION CONCEPTS AND SKILLS Knowledge of Organizational Communication Concepts and Skills Affiliation Date Table of Contents Table of Contents 2 Introduction 3 Active Listening 3 Organizational Culture 6 Conflict Resolution 8 Leadership Strategies 10 Formal and Information Communication 11 Conclusion 13 References 14 Introduction Business communication is one of the most important aspects of all the organizations. Without effective communication no organization can run their business effectively. In order to be successful in ever-increasing competitive business environment organizations need to look for different business communication techniques. They should focus on improving the communication skills of their employees by providing trainings and manual. This paper proposes a communication structure in light of some important communication concepts. This paper has selected five communication concepts. This paper presents an analysis of each communication concepts and provides suggestions to implement it in the organization. Active Listening Active listening is a very important part of communication structure. In order to build an effective business communication structure there is need to improve listening skill. This section outlines the importance of active listening and suggests ways to improve this skill. Both speaking and listening are very important part of verbal communication. Without a doubt, in any firm (small, medium or large), listening plays a significant role in effective working associations and communications among employees and between staff and administration. In the same way, this skill is also important in communicating with business customers and other organizations. The importance of listening cannot be underestimated if a business really wants to survive in this ever-increasing competitive world. In fact, listening has the power to make or break someone’s success in management, or customer relationships. Hence, improving listening skills means increasing the chances of business success (Hatter, 2013; Kati, 2011; More-For-Small-Business, 2012; Tingum, 2013). In addition, there are many important tips that can be used to improve listening skills. However, the first rule is to pay the speakers full attention and try to keep eye contact. In this scenario, the speaker can be a colleague, an employee, customer or management. Additionally, when they have completed this process, put another way their words and confirm whether you understand them in the approved manner. If you have any confusion then keep continue asking questions to increase understanding of their speech. Actually, listening cautiously while someone speaks to you can improve the quality of business communication. However, in order to improve listening power there is a need for effective concentration, which can only be attained with endeavor and practice. Without a doubt, when someone improves their listening skills in business environment, they can improve communication with colleagues, clients and employees. The listener also needs to keep in mind that they are listening from the speaker’s viewpoint. Hence do not drive any conclusion quickly (Hatter, 2013; Kati, 2011; More-For-Small-Business, 2012; Tingum, 2013). Some of the important steps that can help improve the listening capabilities of a staff member: Step 1 First of all a staff member should clear their brain of distractions they are listening aggressively. In this scenario, it is necessary for them to make a strong attempt to pay attention only on listening to the speaker (Hatter, 2013). Step 2 A listener should take a seat or stand up properly with the intention that they can face the speaker. A listener should make their body language in a way that communicates their interest to the speaker. In addition, a listener must create and maintain eye contact to communicate their active listening (Hatter, 2013). Step 3 There should be no distractions and background noise so it will allow a listener to focus on listening. In addition, a listener must keep electronic devices away (Hatter, 2013). Step 4 Keep encouraging the speaker while listening so that speaker knows a listener is actively listening (Hatter, 2013). Step 5 It is essential for the listeners to pay their full attention listening without turning their mind to their response. However, when the speaker completes their speech, a listener can devise their response (Hatter, 2013). Step 6 A listener should not interrupt while a speaker is in the process of speaking. However, when the speaker completes their speech or takes a break, then a listener can ask questions or make comments (Hatter, 2013). Step 7 Pay full attention to the speaker’s responses against your queries. However, while communication with an employee there can be need for asking questions to get additional information. In addition, a communication with an unsatisfied customer can comprise transformation of words and feelings what you believe you understand hence you can play a significant role in solving a problem. In this scenario, a listener paraphrases what the customer said; a listener can help the customer feel understood and validated. So it can diffuse a situation (Hatter, 2013). Organizational Culture Organizational culture plays a significant role in the success of the business organizations. In fact, an organizational culture can make or break the business organization. This section discusses the role of organizational culture for an organization and suggests ways to implement an effective organizational culture. Regardless of a size and nature every firm has its own culture that is known as organizational culture. Basically, the organizational culture consists of ideologies, beliefs, principles, rules and regulations and values that the individuals (employees and staff members) of a corporations share. Without a doubt, the majority of staff members spend most of their time at their place of work so their organization’s culture clearly can have an effect on both their work lives as well as their personal lives. In addition, this culture is an influential aspect in the success of the corporation. However, the organizational culture is not a set of values or behavior expectations. On the other hand, it is the personality of the organization. In other words, it refers to process how people carry out activities in the organization. In view of the fact that the organizational culture sets the direction of a firm and its processes hence it is sometimes considered as "the operating system" of the corporation. In fact, it defines the behavior of employees what they think, how they act and feel (Lowe, 2013; Mitchell, 2006). Moreover, if an organization really wants to attain its strategic goals, vision and objectives, it must effectively determine the culture with the intention that if it will drive and support the actions needed to attain the organization’s goals. Without a doubt, by putting into practice the perfect culture the organization can be able to build up strategies and operational plans to close the gap and bring explicit cultural components in order. In order to successfully implement an organizational culture a firm should recognize what cultural components will allow the organization to be successful and to protect and take care of those elements (Mitchell, 2006; Lowe, 2013). Some of the suggestions to implement an effective organizational structure are outlined below: Human resource, marketing and other strategic tactics must provide a support for the development of a perfect culture and comply with the vision and strategy of the organization. In addition, in order to be successful it is essential for the firm that their new appointments fit in the existing or perspective culture for a good fit for the staff members and the organization (Mitchell, 2006; Lowe, 2013). The behavior of senior team members, how they respond to crises and what they talk about, all build the tone of the culture. In this scenario, they must understand their role in building effective organizational culture (Mitchell, 2006). The organization must implement a culture that promotes the employees’ loyalty. In this scenario, organizational culture should keep employees loyal and motivated to the firm. It is admitted fact that if staff members consider themselves as an element of their corporate culture, they would like to play a significant role in their organization’s success. In addition, the organizational culture should allow them to feel the higher wisdom of success for being a significant part of a firm they take into account and work harder devoid of having to be coerced (Lowe, 2013). The organization must form a culture which promotes strong competition among staff members. In this scenario, staff members of the firm will do their best to carry out their tasks in order to get credit and appreciation from their organization. On the other hand, this organizational culture will improve the quality of their work; as a result the organization will flourish and grow (Lowe, 2013). The organization must provide trainings and manuals to their staff members with the intention that they could take part in organizational culture. In addition, the firm should provide staff members with the wisdom of expectations and direction that keep its staff members on task. In this scenario, every staff member knows what his responsibilities and roles and how to carry out activities before established deadlines (Lowe, 2013). The organization’s culture must identify its identity. In this scenario, the way an organization carries out business activities should be perceived by both clients and customers individuals and the employees who comprise the organization (Lowe, 2013). Conflict Resolution Effective conflict resolution strategy can save an organization from many unnecessary events. This section outlines the importance of conflict resolution in an organization and discusses ways to implement an effective conflict resolution strategy. Conflicts take place in almost every organization on a daily basis. Though, it is impossible to avoid these conflicts, however they can be managed if they are recognized on time. Basically, a conflict occurs when different people have different thought processes, interests, and opinions and they do not want to cooperate with each other. In this scenario, it is essential for the organization to train the staff members to deal with this kind of situation. In fact, it is for all time intelligent to become accustomed to some level and search for a solution to the problem instead of fighting and cribbing. Without a doubt, disagreements and conflicts simply guide to lack of enthusiasm and things never reach a conclusion. An organization must train its staff members which let them try their level best to keep away from conflict at the first place instead of finding the solution later (ManagementstudyGuide, 2012; Turkalj, Fosic, & Dujak, 2008; Cloke & Goldsmith, 2000). Some of the suggestions to implement an effective conflict resolution are outlined below: One suggestion is that the issues that can cause a conflict must be managed promptly to stay away from the explosion of a big clash. In this scenario, conflict management can play a significant role in the organization since fighting never makes someone happy and in fact makes one’s life unhappy (ManagementstudyGuide, 2012; Turkalj, Fosic, & Dujak, 2008). It is an admitted fact that the organizations run their businesses for making money to survive well. So it is the responsibility of staff members to give their best at work to make sure that their organization attains the maximum productivity. In fact, the organization will get nothing and cannot be prolific if its staff members are always involved in criticizing others and fighting. In this scenario, conflict management can play a significant role in preventing from conflicts and for the staff members to focus on their work. In addition, the team leaders and managers must make sure that they have assigned roles and responsibilities to each and every team member. The management should not encourage an employee who interferes with each other’s work. The employees should focus on their work; otherwise they cannot give their best (ManagementstudyGuide, 2012; Turkalj, Fosic, & Dujak, 2008). The organization must form a culture in which its staff members feel aggravated at work and feel every single day challenging and exciting. In addition, before putting into practice any idea, an organization must discuss it with everyone and none of the staff members should ever be left out or ignored (ManagementstudyGuide, 2012; Turkalj, Fosic, & Dujak, 2008). Leadership Strategies Leadership plays an important role in achieving organization’s goals and mission. This section outlines the role of leadership strategies in an organization’s success and discusses ways to implement effective leadership strategies. An organizational strategy works much better when is combined with the leadership strategy even they both can work at the same time with the intention of developing innovative core functionalities essential to the organization’s successful survival. Without a doubt, it is leadership, which is referred as a focused and determined group of like-minded people that can make obvious and take part in developing innovative ways of carrying out tasks and being that develops the culture and brings a wide variety of business outcomes. In addition, the leadership strategies should be formed to decide for future business directions, to motivate the dedication of people toward this general purpose, and aligns resources. In this scenario, a leadership strategy plays a significant role in setting the direction for significant process of the corporation’s development by establishing connection with leadership in the direction of a common cause of building the few, new capabilities inside the corporation and its culture (McGuire, 2003). Some of the suggestions to implement effective leadership strategies are outlined below: In order to be successful in this ever-increasing competitive world a business should openly connect leadership strategy to business strategy (Bersin, 2012; Mills, 2005). Though operational implementation occurs at the mid-level and decision-making level so when these people are well aligned, trained and coached, the organization can be successful (Bersin, 2012; Mills, 2005). An organization should develop a leadership development program which exclusively supports, trains, and recruits people who make their business strategy. It can help improve the leadership skills of individuals (Bersin, 2012; Mills, 2005). A leadership strategy must be formed in a way that it expresses the organization’s vision clearly and in a convincing way with the intention that others are fully involved in it (Mills, 2005). Formal and Information Communication The successful execution of a business heavily relies on both the formal and informal business communication. The effective execution of both these communication channels can help an organization get success in this competitive business world. This section outlines the importance of formal and informal communication for an organization and discusses ways to improve these communication channels. Formal communication presents a structure in the direction of prolific results and informal communication enables reliable associations and substitute techniques to generate importance in the firm. However, both balance each other and can support the organization when successfully applied. Though, both kinds of communication can be implemented through planning, however informal communication is typically unprompted. Additionally, formal business communication is a planned distribution of information in order to support an obvious plan (Callaway; Wilhelm, 2013). Similar to formal communication, informal communication also plays a significant role in the business organization as it is used to convince a wide variety of requirements, for the most part emotional and social. In view of the fact that informal communications do no depend on places and ranks people engage with an organization hence it is not organized or managed in any planned manner (Callaway; Wilhelm, 2013). Some of the suggestions to implement effective formal and informal communication strategies are outlined below: All the employees should be trained in both kinds of communications in particular they should be cautious while communicating private information (Wilhelm, 2013). Though, in many cases formal communication can also be informal, however it should be suitable to keep away from ethical and legal issues (Wilhelm, 2013). In view of the fact that grapevine communication can extend information rapidly as well as can without difficulty go beyond established corporate boundaries, hence the information it distributes should be changed by means of the exaggeration and deletion crucial details (Callaway; Wilhelm, 2013). An organization should carry out the majority of its communications through formal communication channel especially regarding the issues that are significant to employees and staff (Wilhelm, 2013). An organization should keep information receiving frequently particularly for the duration of change when the staff members are unaware of what’s going on. In this scenario, regular communication with employees will decrease the stress of ambiguity (Wilhelm, 2013). Conclusion This paper has discussed some of the important business communication structures. This paper has discussed some of the important aspects associated with conflict resolution, leadership strategies, formal and information communication, organizational culture and active listening. This paper has shown the facts how an organization can take advantage of these communication structures. This paper has discussed the role of these communication structures in business organizations. This paper has also outlined the strategies for improving each of the communication structures. References Bersin, J. (2012, July 30). Its Not The CEO, Its The Leadership Strategy That Matters. Retrieved January 12, 2013, from http://www.forbes.com/sites/joshbersin/2012/07/30/its-not-the-ceo-its-the-leadership-strategy-that-matters/ Callaway, C. (n.d.). eHow.com. Retrieved January 10, 2013, from 2013: http://www.ehow.com/about_6708973_formal-informal-business-communication.html Cloke, K., & Goldsmith, J. (2000). Conflict resolution that reaps great rewards. The Journal for Quality and Participation, Volume 23 Issue 3 , 27-30. Hatter, K. (2013). How to Improve Active Listening Skills in Business Situations. Retrieved January 03, 2013, from http://smallbusiness.chron.com/improve-active-listening-skills-business-situations-20192.html Kati. (2011, October 10). Active listening for business success. Retrieved January 04, 2013, from http://bookboon.com/blog/2011/10/active-listening-for-business-success/ Lowe, K. (2013). The Importance of Culture in Organizations. Retrieved January 12, 2013, from http://smallbusiness.chron.com/importance-culture-organizations-22203.html ManagementstudyGuide. (2012). Importance of Conflict Management. Retrieved January 10, 2013, from http://www.managementstudyguide.com/importance-of-conflict-management.htm McGuire, J. B. (2003). Leadership Strategies for Culture Change: Developing Change Leadership as an Organizational Core Capability. Retrieved January 13, 2013, from http://www.ccl.org/leadership/pdf/community/connectedleadership.pdf Mills, D. Q. (2005). The Importance of Leadership. Retrieved January 13, 2013, from http://www.mindedgepress.com/PDFs/htlhtl.pdf Mitchell, H. M. (2006). Corporate Culture and Business Success. Retrieved January 10, 2013, from http://www.strategicmgmtresources.com/pdfs/Corporate%20Culture%20and%20Business%20Success%204%2017%2006.pdf More-For-Small-Business. (2012). Active Listening is an Effective Listening Skill and Strategy. Retrieved January 03, 2013, from http://www.more-for-small-business.com/active-listening.html Tingum, J. (2013). Why Is Listening Important in a Business Organisation? Retrieved January 06, 2013, from http://smallbusiness.chron.com/listening-important-business-organisation-24040.html Turkalj, Z., Fosic, I., & Dujak, D. (2008). Conflict Management in Organization. Interdisciplinary Management Research, Volume 4 Issue 5 , 505-515. Wilhelm, L. (2013). Formal / Informal Communication Channels. Retrieved January 10, 2013, from http://www.expressyourselftosuccess.com/formal-informal-communication-channels/ Read More