What is communication?
Communication is a learning skill. Almost all the people are born with the natural capability to speak,
But what we need to learn and to convey very well .Speaking, listening, writing and reading are those aptitude which we need understand. Verbal and nonverbal meanings are skills that we develop in various
Ways. We learn basic communication skills by observing other people and modelling our
Behaviours based on what we see. We also are taught some communication skills directly
Through education and by practicing those skills and having they evaluated.
Process of communication
Communication process involves sender encoding medium of channel decoding and receiver. The purpose of communication is to get desired action and sender expect a healthy feedback to see the reaction from the receiver in order to see either the communication is positive or the receiver could not get it right. Communication could be verbal and non verbal.
What is Verbal communication
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Verbal communication: we communicate with each other all the time by talking or oral communication. Most of ways of oral communication are speeches, one-on-one talk, group meetings, and informal discussions. The benefits of oral communications are quick transmission and quick feedback. A verbal message can be conveyed and a response received in a minimum amount of time. If the receiver is fails to get the message, a quick feedback come that tell the sender to repeat its communication in better way so the receiver get it right and do it right. The main disadvantage of oral communication is whenever there is number of people involved the message which has to passed through them would be a problem. Each person interprets the message in his or her own way. The message's content, when it reaches its target, it has change allot form its original.
Non verbal communication
“Facial expressions: a smile, a frown
Gestures: movements of hands and body to help to explain or emphasis our verbal message.
Body posture: how we stand or sit.
Orientation: whether we face the other person or turn away.
Eye contact: whether we look at the other person or not, and the length time that we look at the other person.
Body contact: a pat on the back, an arm round the shoulder.
Proximity: the distance we stand or sit from the person.
Head -nods: to indicate agreement or disagreement or to encourage the other to go on speaking.
Appearance: physical grooming and choice of clothes.
Non verbal aspects of writing: handwriting, layout, organization, neatness, and visual appearance generally.”(Mastering Communication)fourth edition (Nicky Stanton)2004 published by MacmillanPalgrave.
Barriers for communication
All these above are just simple examples for non verbal communication. But there are barriers to communication which fails it to get its desires goals. Some of the barriers are as follows.
- Difference in perception
- Jumping conclusion
- Lack of knowledge
- Lack of interest
- Difficulties with self-expressions
The management of any organization does communicate inside the organization and as well as outside the organization. That communication which normally takes place within the organization is Non as internal communication.
What is internal communication?
In small organizations all the decisions are being made by the owner or the manager's themselves. But now the businesses are growing and trends are changing. Now employees are taking part in decision making.
Toyota Motors World no 1 car company. (Financial Times)
Published: December 1 2007 00:31 | last updated: December 1 2007 00:31
Toyota motor company has become worlds no 1 after beating Ford the second largest in America.It is all happened because of its good leadership and good communication within organization. Employees can participate in decision making this is the Moto of Toyotamotors .that lead them to become world no 1.
What points should be considered while internal communication in an organization?
Communication could be effective and can get its desired result. If we know who are being communicated and what is the purpose of communication if it is below level and it is towared up level.
Communications to low level:
- To make sure that staff members have received the all required documents which help them to achieve their target or which provide structure to meet their duties within the organization.
- To make sure that each and every staff member has got a handbook that contains all the information about staff policies.
- Produce a basic set of procedures for how in order to do routine tasks which are conducting and include them in standard operating manual.
- To make sure each and every staff member has got a copy of their job description and the organization chart.
- Continues conducting the meeting in order to keep in touch with the staff member but not to conduct the meeting if theirs is something to report them in that case the communication would not be healthy it could be a failure and you might not get your desired goal.
- Conduct meeting on major level once in a month to inform the members and to get suggestions from them about how we are going.
- The senior managers must do one to one contact with their front line staff every week.
- Frequently conduct meetings to celebrate foremost accomplishments. This helps employees see what's important, gives them a sense of path and completion, and lets them know that management is on top of things.
- To make sure all employees receive annually performance reviews, including their goals for the year, updated job descriptions, events, needs for improvement, and plans to help the employee achieve the improvements.
- To make sure all staff providing regular status reports to their supervisors. Include a section for what they did last week, will proceed in next week and any actions/issues to address.
- To make sure all supervisors are meeting one-on-one a single time in a month with their low level staff in order to discuss how its' happening, hear any current issues from the employee, etc. Even if the meeting is a one to one talk, it cultivates an important relationship among supervisors and employee.
- Use administration and staff meetings to ask for feedback. Ask how it's going. Do a round table approach to hear from each person.
- Act on feedback from others. Write it down. Get back to it -- if only to say you can't do anything about the reported problem or suggestion, etc.
- Respect the "rumour mill." It's most likely one of the most common and dependable forms of communications. Major "movements" in the organization usually first appear when employees feel it safe to venture their feelings or opinions to peers.
How communication can be effective?
Always on Time
Marked to Standard
The above example shows the importance of communication in an organization. Internal communication can only be effective if the communicator is capable for this because it is not very simple that a communicator communicates to its employees and get the desire feedback easily. The manager should be able to communicate with;
A plan is very much important either it is internal or external communication. There must be a plan in order to get desired result. What points should we keep in mind?
- What type of message do you want to pass on?
- How important the message is and how quick it should pass on?
- What's the best way to convey the message to members (txt message, email Letter, memo.etc)?
- How will you know the feedback of the receiver?
What is change?
The new era of our economy is about to change, which is happing with the help of technology. Everything is around us changing. From living standards shopping style the way of conversation learning methodologies and so on. Our organizations are also feeling this change and it is almost the necessity of all the organization to get their selves change with the help of new technology. This change could be very productive and perhaps vice versa.
Example: “learning style” traditional way of teaching was to use markers, pens and board to note down the lectures the tutors were used their most of time while writing the lecture at the board. But now they are using MS PowerPoint for putting on the slides on the projector, which save theirmost of the time which they are utilizing for better knowledge.
Important organizational change occurs, for example, when organizations changes its overall approach for success, make some positive moves and removes a major section or practice, and/or wants to change the very nature by which it operates. It also occurs when:
- There is a change in overall structure
- There is be merger
- There is an improvement in information system
- There is a development
- There is a change in leadership/management
Managers are repeatedly doing hard work to achieve successful and momentous change its natural in their jobs. Some are very good at this attempt (probably more than we realize), whereas some others are repetitively effort and not succeed. That's often the difference between people who prosper in their roles and those that get shuttled around from job to job, finally settling into a role where they're disturbed and unsuccessful. For instance;
Example:A strike by catering workers at London's Heathrow airport has Created turmoil and disruption for thousands of air passengers and crippled the operations of British Airways (BA). Up to70, 000travellers have been stranded, not knowing when, or if, they will fly. BA cancelled all of its535 flights in and out of Heathrow as several hundred baggage Handlers, cargo staff and other workers went on strike. The snap Industrial action was called in support of 800 employees sacked by the US Catering firm Gate Gourmet. (Financial Times)By Andrew Taylor, Employment Correspondent
RESISTANCE TO CHANGE
Resistance is not the enemy
It is much more complex than it may first appear. Change fails for a variety of reasons as with many concepts there is not one best way to address difficulties brought about by change. Resistance can occur where an individual's own rational assessment of change outcomes differ with those of management. Individual reaction to change is also a function of predispositions and preferences not necessarily based on a rational assessment of change. Resistance is also influenced by political factors such as favouritism or “point scores” against those initiating the change. Poor management styles also contribute to resistance.
Benefits of supporting change?
The benefits of supporting change are:
- Improved value and status.
- Increased personal and professional growth opportunities (especially for active supporters of the change).
- Improve job satisfaction.
- Deliberately making a difference.
Additional frequently asked questions are:
- What we are going to loss if change does not happen?
- If we take longer will it not occur?
- What would be my responsibilities during its process?
- What is the possible penalty to me of not changing?
- What are the plus points of supporting the change?
- What if I think they are fixing the wrong problem?
- What if they have tried before but failed?
Resistance as an ally
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That resistance can play a useful role in organizational change certainly stands juxtaposed to a traditional mindset that would view it as nothing more than an obstacle. However a variety of authors subscribe to this view and believe that resistance can assist the change effort.
What are they?
Performance evaluation is a process that measures of inputs, processes, outputs, outcomes, and impacts for development projects, programmes, or strategies. When supported with sound data collection, perhaps involving formal surveys analysis and reporting indicators that make managers able to monitor progress, demonstrate results, and take related action to make better service delivery. Contribution of key stakeholders in crucial indicators is chief because they are then more expected to understand and use indicators for management choice making.
What can we use them for?
- Background presentation targets and assessing improvement toward achieve them.
- Identifying inconvenience via an early advice scheme to allow remedial action to be taken.
- signifying whether an in intensity evaluation or re-examine is needed.
- Helpful means to quantify growth toward objectives.
- Facilitates benchmarking comparisons stuck between different organizational units, districts, and over time.
What steps are involved in change?
The most important tools to successfully manage change in an organization are: administrative support, efficient communication, and answerability. All of these are direct everyday jobs of management. Thus, unsuccessful change initiatives are most recurrently caused by unfortunate management presentation.
It's comparatively easy to hold responsible the stubborn mumble workers on the front lines for digging in their heels and resisting change. Much awareness is to be found on efficiently dealing with their touching response to change. While that is certainly important, it's really the managers that involve much more of the centre of attention. If they are not involved, there is no chance that the individual performers will be.
Managers have their logic for resisting change. Nevertheless, they are employees too. They are bumpy with change. Most are tough willed as well and are very sure that planned changes will be either unproductive or simply won't work at all. In addition, there is often not a high degree of trust along with management. Change initiatives have been failed so many times in the earlier period, and no one has been held answerable. consequently, managers just play along, wait until the winds of change blow over, and see where the dust settles.
It's not so much the obvious face of disappointment, rather, a delicate statement or response, a failure to coherent the reasons for the change, or just ignoring a planned change that can have a huge pessimistic collision on team members and quickly torpedo an initiative. If managers right through the organization are not engaged, they will not do what is necessary to get their direct reports engaged.
How the change can be achieved in an organization?
All this change process is possible with the help of effective communication.
The direct answer is that you manage change much the same way you would manage anything else of a unstable, untidy, disordered nature, that is, you do not really manage it, and you grapple with it. It is more a matter of leadership ability than management skill.
- The first thing you need to do is jump in. You cannot do anything without jumping in.
- A clear sense of job or purpose is necessary.
- make a team.
- Maintain a flat organizational team structure and rely on negligible and casual reporting requirements.
- choose people with applicable skills and high energy levels.
- Move to an action-feedback form. Plan and act in small intervals.
- Set flexible priorities. You must have the skill to drop what you are doing and tend to a touch more important.
- Take care of everything as a provisional measure. Does not “lock in” until the last minute, and then persist on the right to change your mind.
- Ask for volunteers. You will be surprised at who shows up and you will be pleasantly surprised by what they can do.
- Give the team members anything they ask for - except power. They will generally ask only for what they really need in the way of resources.
- focus on distributed information. Maintain the communications barriers low, generally spaced, and easily hurdled. Originally, if things look disorganized, relax - they are. keep in mind, the job of change management is to bring order to a messy situation, not pretend that it is already well organized and disciplined.
What skills are required to achieve a successful change in an organization?
- Eye contact
- Exhibit affirmative nods and appropriate facial expressions
- Ask question
- Avoid interpreting the speakers
- Do not talk when someone else is speaking
- Make smooth transition between the roles of speaker and listener
Answering and Ask Questions
- Directly answering the question
- Repeating the question paraphrasing it
- Asking probing questions
- Promoting a discussion
- Postponing answering the questions
- Admitting when you do not know the answer
Writing and Correspondence Skill
All the above discussion shows the importance of communication for an individual and for and an organization at its all levels from top to low from internal to external. Similarly it helps the manager in leading to run the business at its best and to produce well with its limited resources as discussed an example of Toyota motors as well that show, how Toyota became the No 1. Company in the world. In the same way it also enables managers to get their desired goals if there is any change in the work of organization. Change is that one thing that, from an individual to a group of people from front line staff to top level managers does not want. Human tendency is relax so nobody feels himself comfortable with change. often most of the staff member does not support the change in the organization. So it can only be possible and can easily be achieved by the help of communication. It's also been discussed that what could be more helpful tools and ways which enables the managers to implement the change in the business.