The Importance of Departmental Communication in Organization Report

Introduction

The greatest problem here is communication coupled up with poor planning. For the activities to be carried out smoothly, it requires good inter-departmental communication so as the whole organization works as one unit. It will take a properly laid out communication program to ensure that every member of the organization knows exactly what is happening at what time and by which department. In addition, each head of the department should have a clearly defined plan of what is to be done where and when and what are the requirements which he should ensure are in place in due time.

Background

A successful organization needs to have a good communication strategy at all times. This includes both internal and external communication (Redoctober, 2008). The problem facing ABC Inc. is a breakdown of internal communication. In an organization, there need to be two forms of communication which are formal and informal. Informal communication, information flows through the specified company rules. These include reports, memos, directions, etc. These forms of communication take place in three channels that are supposed to be open at all times. These channels are upward, downward and horizontal communication. The downward channel involves the movement of information down the hierarchy. Most of these are policies, directions orders, and procedures. Upward communication includes the movement of information up the hierarchy. This includes the movement from lower members of staff to those in bigger positions. Information here includes requests, opinions, and at times complaints. Finally, horizontal communication includes the movement of information between members of different departments. These are people of the same rank in an organization.

From the study above, it is evident that ABC Inc. has none of the communication channels open. Note that restrictions are hindering the movements, but just voluntary disinterest in communication. There is no clear formal communication between Carolls’ office and Carl’s. All departments have no link between themselves thus the activities of each department are isolated. This has caused poor utilization of available resources. As seen in the case study, the recruiting department’s event is colliding in the same venue as the IT’s training event.

Key problems

The activities of ABC Inc. are completely uncoordinated. Each department works as an independent organization. This is evident from the way the activities are jamming. The Operations Officer, Carols is completely engrossed in her work to the extend that she is not so much concerned about the recruits who are supposed to work directly under her. Carl who is solely responsible for the recruiting process is not even aware that some information about the recruits is missing. He discovers too late that there are no orientation manuals and that the recruits have not done their medical check-ups. At the same time, he discovers that the same room he is supposed to carry out his orientation activity is being used by the IT department on training on the new database program.

There is no sign of neither formal nor informal communication. The channels are not in operation. There is supposed to be a clear communication channel between the operations office and the recruitment office. The channel here which means upward and down communications were missing. In downward communication, Carl could have been ordered to submit reports of the progress. In upward communication, Carl could have submitted the reports necessary and the progress of the recruitment event. There is also no communication between the recruiting office and the IT department.

Another glaring problem is the lack of proper planning. Just a day before orientation, Carl finds out that there is a lot that had not been done. There are no orientation manuals, some of the applicants’ transcripts in the file had not been completed, drug screening which is mandatory before hiring had been performed to none of the recruits. In addition, Carl has been in the company for only six months. This means that he is not so conversant with the needs of the company. He probably has not learned the organization’s culture. Therefore delegating such duties as hiring new staff was too much for a new member of staff.

There is also evidence of a lack of vision for the organization. There seem to be no objectives, mission, or vision. These could help build a defined culture for the members of staff. They could be having a collective effort to attain the objectives and goals of the organization. With these visions in place, there could be a laid down plan on how the departments have to assist one another in attaining the objectives of the company. Also, the supervisory mechanisms could have been enacted to avoid issues like undone medical tests, lack of orientation manuals, and unfiled forms.

Alternatives

With these several problems, the progress of the company is likely to be hindered. The set objectives will remain mere writings but will never be achieved. What should be done therefore to put the company back on track? There are several prescriptions for the several problems. For communication, an ideal communication model has to be rolled out to benefit the company. Formal channels of communication should be clearly defined and methods of how it can be made efficient be outlined. Carl should be made to make a weekly report to Carols for every activity that he undertakes. He should explain every reason why some activities have not been accomplished or accomplished in a way that is not pleasant. From the other side, Carroll should make it her responsibility to order a progress report for every activity being undertaken. The use of formal communication that was the main thing should be improved but be strengthened by the inclusion of formal methods of communication (Redoctober, 2008).

The use of notice boards should be encouraged. More notices should be communicated through the use of this means than talking. For example, the weekly activities should be outlined on the notice board so that everybody knows what is to be done and where and when, and by who. This should be communicated. With clear specifications of the following week’s event, with venues and time specified, the issue of two departments finding themselves in the same room will be solved.

There was also an issue of poor planning. This can be solved by ensuring that all members of staff are given rigorous training on management skills. This should be done through holding seminars, workshops and sponsoring further studies for members who exhibit excellence in their performance. Through training, the workers will understand the need of working together as a team or unit. These will resolve the issue of each department working as an independent organization without any link with the other departments. This could be a good method but the company will need to dig deeper into its profits to facilitate these activities. Organizing seminars and retreats can be quite costly. In addition, sponsoring workers for further training could also mean more money (psychological solutions, 2008).

To further reinforce this issue of planning, there should be a well-chosen management system that will encourage the supervision of workers. The organization could decide to use the management by walking around the method. In this method, a supervisor will always walk around and oversee the progress of workers (Hunter, 2007). This method is also very efficient only that it will temper with the workers’ privacy and thus motivation. Workers are likely to feel downgraded if they are followed up so closely.

Proposed Solution

The greatest strategy here is the redefinition of the company’s objectives and goals while instilling a culture that will improve the production of workers. The redefinition of the company’s objectives will give the workers a reason to work together and thus appreciate the effort of each other in the collective effort to attain the company’s goals. Through these outlined responsibilities and activities, every department will have enough time to plan on what is supposed to be done. This will save the company from squeezing in recruitments within a short period. Apart from redefining the goals and objectives, the company should also define a given standard of behavior that will in turn define its culture. A defined culture will instill a sense of togetherness and a collective effort to see the success of the company which will mean their success as workers. Changing the culture will improve the workers’ motivation which will, in turn, translate to good quality and good relation to the external environment (customers) To be precise (psychological solutions, 2008).

Recommendations

Carl can not work anymore. He is psychologically disoriented. Soon, Carroll will also follow suit when she discovers that Carl has not accomplished his responsibilities. This means that lack of focus, responsibility, and communication leads to underproduction. To help to ensure that such incidence does not occur again, Carroll should ensure tight supervisory measures on Carl. The communication department should make more use of the notice board and also design a model of communication for the company and finally, Carl should be trained on managerial skills or be sacked if he continues to perform haphazardly. This will transform the company.

Reference

Hunter, j., (2007), “Management by walking around.” Curious Cats, 2009,Web.

Psychological Solutions, (2008), “Organizational packages.” 2009. Web.

“Purpose of effective communications in an organization.” Writing Campus, 2009. Web.