Organizational Communication
Organizational communication can be defined as the critical analysis and consideration of the importance of effective communication within any organized setup. It can be either formal or informal, where ideas are shared from one department to another (Li et al., 2021). For it to be effective, certain skills and relevant knowledge must be possessed by the employees. This is due to the daily interactions and consultations, which need the concept of sharing opinions. Through this, the main goals and objectives of the organizations can be achieved. This paper elaborates on the importance of communication in leadership regarding experiences at the workplace.
Regarding this research topic, I recall an experience I encountered while working in a particular organization dealing with graphic design. Our manager was very determined and believed that for any success to come through, an individual must be dedicated to achieving it. He believed that teamwork was the utmost act of work and encouraged all of us to share our knowledge and ideas without fear. He could organize meetings and spend most time coaching and mentoring us on the importance of applying effective skills when dealing with customers. Further, he emphasized that our daily interactions should be friendly and effective. Ideas and opinions could be shared freely even with the supporting staff who were ranked low in the company. To ascertain whether his employees were going in accordance with his expectations, he organized individualized meetings. He could measure each employee’s level of communication and the art of service delivery.
One day, as I reported to work, he summoned me to meet him in his office. The main agenda was to discuss how the art of communication is the language of leadership. During the meeting, he asked me about areas that should be worked on as a leader, especially in the manner of leadership. Keen attention was paid whenever he was talking, and he observed turn-taking. Since I knew of effective communication from my studies, I advised him on some of the strategies to be adopted to improve the mode of interaction.
Lessons Learnt
From this experience, I learned that for any organization to be successful, interaction skills are very critical. It improves customer satisfaction through improved service delivery. Due to the different characteristics individuals possess, coming to agreements on some issues can take time and effort. Therefore, the employees must be very flexible and be willing to adapt to the changing situations. Through this, they will be certain their customers and increased sales will be realized.
Mentoring and coaching session by the manager leads to improved skill acquired for workers since they are equipped with new knowledge. They, therefore, learn the current trends in communication where traditional modes have been eliminated. Digital devices have become common, and failure to use them effectively can lead to harm. For instance, social media platforms have become common, but when misused, they can spread false information, which may ruin the organization’s image. Further, cyberbullying and scamming can occur by unauthorized individuals using the names of genuine organizations.
The importance of tone, body language, word choice, and message clarification are critical aspects of communication. A polite tone is preferred when offering services to get a clear hint of input. Informal words which may insult an individual must be avoided since they may interfere with one’s emotions. Circumstances may arise, which can lead to quarrels, but the situation can be changed by the tone applied. Words such as sorry, excuse me, and pardon can be applied in such scenarios for clarity. Body language usage should be limited due to the difference in cultural diversity. They may present conflicting meanings since each culture has a different view of a particular body language. Message clarification in all circumstances is essential to ensure instructions are followed.
The above is especially applies when a client needs a particular design, and failure to follow the instructions given can lead to conflicts. Therefore, both the receiver and origin of the information should be articulated.
Communication ODP
A communication ODP is critical in any structure since it gives the main goals and objectives to be followed. Further, a list of activities to be done to achieve the desired outcomes and the resources required are set in place. Elimination of ambiguity can be eliminated by making a better decision on the choice of words to be used. Circumstances such as using contradicting phrases result in changes in the intended meaning. The stunning and cheeky facial expressions should be avoided as they may have negative implications.
The application of modern technologies plays a critical role in improving the means of interaction. Platforms like google meet, Facebook, and Twitter have features that enable people to interact worldwide. This brings the world into a global village where freedom of expression is practiced (Mohd Aman et al., 2021). Current market trends and new customers can be reached easily when they can order goods and services online. Physical meetings are no longer used as individuals have a better option. Production costs incurred reduce due to less workforce usage and preference. Digital machines make work easier and fast. Environmental pollution has become low due to modern means of dumping waste. This creates a conducive working environment where quality service delivery and increased output is the ultimate goal.
Threats such as competition from developed organizations can lower the number of sales made. Therefore, any organization must continue its existence by developing coping strategies (Weng & Xin, 2022). Organizational culture is another aspect that influences the mode of operation. The brand strengths can be maintained by offering promotions frequently as a mode of retaining customers. This will increase their urge to obtain services as the incentive appeals to them continuously. Considering customers’ cultural differences and preserving them is a goal that leads to success. Individuals who may feel their rights are disrespected develop a negative attitude. Through this, they may spread a negative environment to the community, which may go against their activities.
The training of staff members to be proficient with the current trends requires enough resources. Computers used may be insufficient, giving employees challenges in doing practical work. Skill proficiency becomes a limitation since there are unequal opportunities. In some cases, the devices used have yet to be updated to digital forms and cannot work as expected. This call for the need to purchase new items, which are very expensive. Negative morale on the adoption of IT in communication is a threat that leads to insufficiency. Some individuals prefer the traditional modes, which have more disadvantages. Mentoring programs should be organized where they are informed on the importance of adopting technology.
Feedback to access the achievements made can be in different forms. Firstly, online questionnaires can be filled out where random questions concerning the mode of teaching are answered. They are customized and can be used to attain the most confidential information. Negative leadership scenarios can be pointed out; giving managers hints on what improvement is needed. Online presentations where PowerPoint features are utilized are adopted for accessing the skill proficiency.
External mentors in counseling emphasize the sharing of ideas in different forms. Teamwork between the employees is created as they are advised on the need to work together. Coordinated interaction creates a conducive working environment that favors every individual. Differences in opinions are accommodated, making the division of labor easier. Team managers learn from other leaders about better means to use to make their organizations successful. Organized workshops can create opportunities for demonstrating unique talents and abilities.
SWOT Analysis Referring
A SWOT analysis is a communication strategy that organizations use to improve their communication strategies. It looks at the existing markets’ strengths, weaknesses, opportunities, and threats, which may affect its operation (Wu et al., 2022). Being aware of the upcoming challenges enables the development of necessary actions to be taken. Organized training can be made to prepare the employee’s mentality and adapt to existing change. Through this, even modern technological advancements are applied to increase the quality of services.
Strengths refers to the strongholds within an organization, which makes the production process easy. Clearly set objectives and goals give direction to the employees by acting as a guide. Workers with experience leads to improved customer service hence higher output. A leader with efficient leadership and communication organizes coaching session, which educate the team on handling customers. Use of modern and updated technological devices reduces labor work hence cost efficient. Opportunities refers to platforms available for improving the working conditions. Impacting knowledge to newly admitted works makes them adjust with the new trends. Mentors and team leaders also facilitate sharing of concepts and creativity is the realized outcome.
Weaknesses refers to the areas, which need improvements for better progress. Insufficient time for coaching creates challenges where most workers have communication difficulties. Customers change in service preference and insufficient money to purchase digital devices are some of the weaknesses. In some cases, adoption of new technology becomes a challenge to some members since they prefer traditional methods. Threats refers to the external forces like higher taxation, technological shifts, and competition that hinder the operation of production activities.
Gap Analysis
Measuring Table
Recommendations for Improvement
In case of communication deficiencies, certain recommendations must be implemented to improve the situation. Their impact may not be felt overnight, but it can be improved with dedication and hard work. Whenever possible, a business mentor may be involved to offer guidance and counseling on what strategies should be adopted. Investing in communication can be one of the greatest achievements in any organization as it creates order and resilience, which eventually is realized in the general output.
Giving Audience Undivided Attention
During meetings with the staff members, the manager must pay full attention to their ideas. In some situations, they may be pointing out mistakes they may be afraid of discussing at individual levels. Further, phones should be kept out of reach to avoid the creation of disturbances. Eye contact with the audience should be maintained to ensure each individual is focused and present in the meeting. The individuals should be given chances to ask for clarifications in areas of doubt to avoid bias.
Making Follow-Ups in Writing
Organized speeches should be presented in written form to act as backups. The audience should be encouraged to note important points since they may not remember everything said. This facilitates future references where coaching may be needed. In the case of new members, the notes can be used for training and mentoring on the important communication strategies. Mistakes made I future can be well charged from this evidence where rules and regulations had been made clear.
Been Selective in Body Language
Communication cooperates with nonverbal cues, which vary from one community to another. A relaxed mood and facial expressions should be adopted while communicating with employees (Ebbesen & Froemke, 2021). Arms should be maintained by the sides rather than crossed over the chest. This is a defensive posture that may leave the audience in doubt. Engaging the audience through the question-and-answer method keeps it active and lively. Through the interrogation, hidden aspects that are relevant to the manager can be revealed.
References List
Ebbesen, C.L. and Froemke, R.C. (2021) “Body language signals for Rodent Social Communication,” Current Opinion in Neurobiology, 68, pp. 91–106. Web.
Li, X. et al. (2021) “Relationship between emotional intelligence and job well‐being in Chinese registered nurses: Mediating Effect of Communication Satisfaction,” Nursing Open, 8(4), pp. 1778–1787. Web.
Mohd Aman, A.H. et al. (2021) “IOMT amid covid-19 pandemic: Application, architecture, technology, and security,” Journal of Network and Computer Applications, 174, p. 102886. Web.
Weng, M. and Xin, J. (2022) “On the English translation and its communication effect of Cultural Intangible Heritage in Zhejiang Province from the perspective of communication theory,” Advances in Social Science, Education and Humanities Research. Web.
Wu, C., Wu, L. and Jin, P. (2022) “Effect of SWOT analysis combined with the medical and nursing integration emergency nursing process on emergency treatment efficiency and prognosis of patients with acute myocardial infarction,” Emergency Medicine International, pp. 1–6. Web.