Managerial communication

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Managerial Communication

From 19th century to 21st century, from desktops to laptops, from papers to databases, change of time, people, way of living every aspect of in the world faces the change. Change is nothing other than transition from current state to near future state. According to Alvin Toffer change is vividly described as a” roaring current” that overturns institutions, shifts our values and shrivels our lives.

Change is a main perception for every individual and organization irrespective of the industry they working in. It has become a normal routine. Business change is not the change to the business but it is change in the formation as to bring in line towards the business. Every organization or every individual have to change and have to adapt new environment, new ways and process to survive in the market. Change word seems too simple to crack but it is not true.

Changes occurring in business organizations leads to major problems and disturbances. To solve this they need to implement a lot of techniques and efforts. These efforts are called as change management. Change management is the art of making changes in a planned way and running it in a systematic fashion. As per Case Western Reserve University “change management is a systematic approach to dealing with change, both from the perspective of an organization and on the individual level proactively addressing adapting to change, controlling change, and effecting change”.

As in earlier times the trade and the business was limited. The thoughts of people in business was done locally among themselves. After certain period they realised the importance of machinery and industry and hence there came in the industrial revolution. This revolution helped the people understand the use of their resources. As the time passed by and people started to know the advance the technological era emerged in. This was era was a drastic change in human lifestyle and also affected the organizations. The world economy was now undergoing globalization. The companies started facing competition. Many changes were implemented in different companies for their development. Hence business went under changes thinking for betterment and developing worldwide. It can either help the company to grow or can be a reason for its downfall. This is how and why change happens in organizations. ****

Organization changes are of different types. The major types are developmental and transitional change. Developmental change is a slow change that is meant for the development of the organization. The banks are one of the great example of developmental change. To cope the fast paced life it was very necessary to for the employees to get trained with the latest technologies .Transitional change can be fast and they make sudden transitions. Slow changes have less negative effects. Hence most of the organizations tend to implement slow change.

Implementation of change is one of the major concerns of the organizations. There are many methods and steps for implementing change. 8 step methods is one method which is used for change implementation. According to John P Kotter the following steps are involved:-

  1. To make the people know how important is the change and how fast it should be implemented.
  2. To get the right people for the change implementation.
  3. To know the aim behind the change and make it efficient.
  4. Communicate with the concerned people in different sector.
  5. To implement and monitor the change and its results.
  6. To complete the backlog and breakdown the task into small bits, which can be easily implemented in different periods of time.
  7. Not to give up in between the process and continue by knowing the success achieved in the meantime.
  8. Reinforce the value of successful change.

The main entity of the organization is the people, process and culture. The people involved are the managers, customers the share holders and the employees. Amongst them managers are the change coordinators. They are responsible for implementing change and for this they use internal communication in each and every step. The main aspect of communication is to convey the message which we are trying to say. *** There are basically two types of communication in an organization known as internal communication and external communication.

Internal communication is the communication between Managers and the employees within the organization. This process takes place in following four ways:- upward, downwards, horizontal and diagonal. Upward communication is the communication of the employees with the higher level managers whereas downward communication is the communication of the manger with the employees in the lower level. Horizontal communication is the communication between the employees in the same level. ***

Internal communication is of different types. They are:

Verbal, non-verbal, written and visual.

Verbal communication:- it is defined as communicating via words, using different languages. Speech is the verbal communication method. The verbal communications is components

In business world meetings is the best suited example of a verbal communication. The Individuals express their thoughts and views by speaking out to each other. It is a two way communication process in which both subjects are taken in count.

Non-verbal communication can be best described as the gestures made by an individual. Non verbal is a wordless way of communication. The key component in this communication is the body language like the way you sit, the handshake, eye contact etc..This is one of the most important type of communication which send strong messages without any speech. The negative effect of this communication is, there are times where we can misinterpret the messages conveyed. From your posture to body movement every single way counts in this communication.

Written communication leads when you communicate via written documents. Mails letters notices, postcards are some ways of writing communication. If in case we need to have an urgent management meeting in the organization, we can convey the purpose, time and place by sending a mail or put it up on the notice board. Also to get the minutes of the meeting written down and circled around to know the aim for meeting.

Visual communication is communication is done through video, audio presentations.

Change to be successful in any business has to have both innovators and adaptors. The top level managers are the people who decide the change which has to be made. This decision is then bought in front of the managers who plays a vital role in the whole system. As they act as a connector in whole system. Manager is the medium through which the message of change is passed from top level to the front line managers. This manager is back hand to communicate internally in the system to implement change. Managers firstly gets in touch with the top level managers to discuss the reason behind the change. The manager tries convince them by showing positive impacts of the change on the organization. Once he gets the approval to go ahead with the change from the managers he starts planning the way the change has to be proceeded. After making plan he communicates horizontally with the employees of the same level. He tries to gain the support of him team. After meeting the necessary requirements for the implementing the change he coordinates with respective personalities and explains them the necessity of the change. He communicates with the low level employees and imposes the change. As the change is implemented he has to monitor the change and its results. For this he needs to get the feedback from the concerned employees whom the change has affected. He must get himself involved in the team and ask them their suggestions. People in the team who have not understood the change and are not comfortable let them open up with their ideas and views which are restricting them from going ahead. He must the solve the negative effects to let the change be carried on successfully. Manager has to keep the communication all time flowing as in let the change occur over and over again.

Taking example of a change occurring in a company where in the record of the cooked food was kept in manually which ended up in loss of count of food materials. Hence manager thought to introduce an EPCS system to carry forward the exact time to cook and discard the food. Firstly to start using this EPCS system the change coordinator had to learn the exact procedure of the system. He then knew the positive effects of the EPCS system and recommended the change. The main benefit of using EPCS was it used to show the exact count of food cooked, wasted and sold in a day. Also if teh food holding time is nearer to end it can show warning signal. Having knowing so many benefits of the system, now there was major thing to train the team members. Training needed time and but as it was necessary for the company to get in this system manger decided to go ahead and discuss with the higher authorities for the implementation of the change. As the usage of the system was approved and the manger was informed to go forward with the change. The number of team members was vast, he decided to train the team members in a group of 10, so as to save the time. He involved with the employees at his par and firstly communicated with them. The change coordinator got in their views to as to make them feel part of the change. Once all the team members were trained he got installed the EPCS in the company. The change coordinator on a weekly basis got the feedback from employees. Seeing the progress in the managing the count of materials used and needed, the company decided on go ahead with this system. This whole procedure shows in the way the change is implemented. The change was mainly was possible only by the internal communication of the manger with the top level and frontline managers. To summarize internal communication is one of the most important factor in change.

No path can be successful without restriction. Even path of change has restrictions and barriers which tend to let them be incomplete. Change can be in the organization on a whole or to only faced by the change coordinator who implements the change. The reason of failure of the change can be many, there cannot be one specific reason. Some major reasons for its being unsuccessful are:-

  • The path in which change has to be carried out was not organized well.
  • Lack of trust and support among the employees involved in the process.
  • Lack of interest of some employees and not the reason not known properly.
  • Communication and relation between the employees not much.
  • Tradition and prior set rules and regulations.
  • Insecurity for not being successful due to some disadvantages hence leading to disagreement over carrying forward the change.

Embracing the change, driving the change, or creating the change in your industry, business, or role can be the biggest and most important investment you can make in your business