strategies for improving communication there are several tried –and tested techniques for...

Strategies for Improving communication

There are several tried –and tested techniques for improving organizational communication

Encourage open feedback:

In theory encouraging open feedback is simple

If accurate information is the key to effective communication then organizations should encourage feedback

Feedback is the prime source of information

Theory because it is natural that workers will be afraid of repercussions if extremely open with their superiors

High ranking officials may also be apprehensive about hearing what is I the minds of their workers


The fear and apprehension can wreak havoc on organizational communication

These problems would be unlikely to occur in an organizational climate in which top officials openly and honestly seek feedback

Lower level workers believe they can speak their mind

How can this be accomplished?

Not easy but several successful techniques for opening feedback channels have been used by organizations

360- degree feedback: Hewlett-Packard, Motorola etc

Suggestion systems: Tata Steel, Kodak etc

Corporate Hotline: Telephone lines staffed by corporate officials ready to answer questions and listen to comments(useful during times of change-AT&T used it in early 1980s –anti trust divestiture


Use simple language:

Speak he language of audience Follow KISS principle Keep it short and simple

Avoid Overload: When people are confronted with more information than they can process at any given time their performance suffers/this condition is overload

You can minimise this problem Rely on gate keepers-Administrative Assistants of Top officials Practice queuing-Lining up incoming information so that can be

attended in an orderly fashion/Air traffic controllers


Walk the Talk: when it comes to effective communication

-Action definitely speak louder than words

- Often communication is hampered by the practice of saying one thing but meaning something else(we may be cutting jobs) contradict message(don’t worry the company is stable )

It is bound to create confusion

Inconsistency comes from the top

The effective way to foster effective organizational communication is for CEOs to “Walk the Talk”-to match their deeds with their words

My door is always open but the boss is never available for consultation


Be a good Listener: Effective communication involves more than just presenting messages clearly

Effective communication involves doing a good job of comprehending messages sent by others

Most of us take listening for granted/effective listening is an important skill

Managers spent 40% of their time listening to others but only 25% on effective listening

Effective listening does not refer to passive act of just taking in information


Effective listening involves three important elements

Being non –judgemental while taking in information from others

acknowledging speakers in ways that encourage them to continue speaking

Attempting to advance the speakers ideas to the next step

Individuals can be the root cause of a communication problem

In a business scenario we do not attempt to change individual personality traits nor is it possible

We can surely understand the role of an individual in communication breakdown


Communication by leaders and Managers

Leaders and managers with the capacity to communicate effectively are able to work directly with people

Consequently there are fewer hidden agendas

Issues are resolved at an early stage before they become long term problems

Effective communication by leaders and managers leads to fewer direct controls and more understanding commitment and motivation


Control: Communication can be used by an organisations management as a means to control procedures and have employees conform to company objectives/directives or work procedures

People within organisations participate in employees assessment schemes Read manuals of procedures for different work tasks Set targets for company plans People are using their communication skills constantly


Control:

The difficulty for leaders and managers is to communicate in a way that achieves a balance between control, motivation and efficiency

Too much control may reduce initiative and actually lead to lower productivity

-with less of what the client wants and more emphasis on what workers think the managers want

Too little control may cause uncertainty and insecurity


Motivation: An organisations management including leaders of small teams can use communication to motivate employees

Employees have a need in varying degrees for achievement, power and a sense of belonging to the organisation

When organisation is willing to acknowledge and provide feedback on the achievement of individuals and groups

Job satisfaction and performance are improved(Acknowledgement can be verbal/written or circulars)

This helps to keep people in the organization feel that they are important part and are appreciated


Balancing needs and goals: Communication within he organisation has another important role

The interests and expectations of the organisation and the goals and needs of employees have to be balanced

To understand and achieve this balance both employer and employee need to understand one another-good communication is essential

When this understanding is achieved and the needs and goals of both are compatible

The behaviour required at work to achieve the organisations goals is satisfying to the employee


Organisational goals Individual /team goals

Profit Good pay

Return on investment Job security

Employee efficiency Fringe benefits

Production of quality goods and services

Scope for initiative and achievement

Competitiveness Challenge

Low absenteeism and low turnover of employees

Satisfaction


The organisation needs to convey its viewpoint to employees

Employees must persuade management to appreciate their view point

Slow inefficient lines of communication may mean dissatisfied customers and demoralised workers

For all these reasons business organisations need people who are skilled communicators and effective channels of communications to move information through organisation efficiently and effectively

strategies for improving communication there are several tried –and tested techniques for...

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