A New Communication Structure

One of the key success criteria for a firm is effective internal communication. According to Husain (2013), it’s critical for employees to communicate effectively in order to express their hopes, dreams, and concerns to the company. Unsatisfactory customer service, an increase in lawsuits, and a high turnover rate could all be consequences of poor communication (Husain, 2013). Allowing employees to interact and speak freely within an organization creates opportunities for collaboration and the exchange of ideas that would be advantageous to the business (Bell & Smith, 2010). This report proposes five concepts that would enhance communication within an organization with the aim of helping it achieve its goals faster. Some of the ideas highlighted in the report include leadership strategies, conflict resolutions, active listening, organization culture and formal and informal communication. If well applied, the strategy can transform the company and enhance the relationship with the relevant stakeholders.

Active Listening

Listening enhances communication in an organization (Kluger & Zaidel, 2013). Active listening entails being attentive to the speaker to get their message and later reaffirming if what you have heard is indeed true (Bauer, Figl & Motschnig-Pitrik, 2010). Excellent listening skills enable the relevant stakeholders to share ideas and identify the loopholes that need to be sealed (Bauer et al., 2010). In this case, active listening can enable the manager point out the shortcoming of the employee without being too defensive or condescending (Bell & Smith, 2010). For a productive working relationship, it is essential that the employees understand the personality and the communication skills of their fellow employees (Husain, 2013). Active listening communicates a caring, open attitude that is not judgmental and this is also likely to elicit a positive response (Bauer et al., 2010). When one purposely listens, they are also able to get information that they would otherwise not get without paying attention (Bauer et al., 2010). The manager can, for instance, get the employee’s concerns and also seek to offer solutions to their problems (Ames, Maissen & Brockner, 2012). When an organization listens to existing and potential customers, they acquire new knowledge on how to improve their products which can also bring forth positive returns (Bauer et al., 2010). Companies can implement active listening by allowing the employees to take a turn with each other, be attentive while the other is talking and reiterate what has been spoken (Bauer et al., 2010). The senior leaders ought to set a good example by always been keen when the junior staff is talking to understand they understand all the points and repeat what was mentioned (Ames, Maissen & Brockner, 2012).

Organization Culture

The organization culture dictates how employees relate with one another, dress and also relate with the customers (Bell & Smith, 2010). The culture of any firm forms the identity of the company, and everyone hence associates specific attributes to it. For instance, the company can choose to be the best of customer service within their industry and make it their trademark. The general public hence associates the group with quality services, and this guarantees the company of increased business and profits. The organization culture can, however, bring a company down. For instance, an organization that has no defined set of values may have a mix of attitudes and work ethics which may hence bring confusion to the customers. A good organization culture would enhance communication between the staff resulting in good relationships (Husain, 2013). The organization should communicate clearly to the team on their desired lifestyle and mark critical areas where they would apply some of the principles (Kluger & Zaidel, 2013).

Conflict Resolution

Conflict resolutions entail how the members of the organizations handle arising problems. For instance, a company would have a structured way of managing wrangles between employees which may even lead to termination. It is crucial that the leadership understands the importance of being accessible to the subordinates so that they can get positive feedback and solve problems as soon as they come (Husain, 2013). Common conflicts arising within an organization may be emotional, financial, physical or political. An organization should lay the ground rules for the expected conduct of the employees (Bell & Smith, 2010). For instance, it is essential that the employees keep off political talks in the office because it is likely to elicit heated arguments and disagreements that could get physical. In the event where the employees enter into a conflict, the management should negotiate between the warring parties without taking either side (Bell & Smith, 2010). After the battle has been solved, the superiors should also set rules on how such cases would be handled in the future. It is, however, crucial that the management does not avoid conflicts in the office because that would breed resentment among the employees.

Leadership Strategies

Leadership strategy is the overall plan that the company has concerning their leadership position (Quong & Walker, 2010). The leadership strategy details the number of leaders that should be in every department, the criteria under which they are chosen or even demoted (Bell & Smith, 2010). Potential leaders ought to exhibit specific characteristics which push the company’s vision forward. It is vital that the leaders learn how to communicate with the junior staff and objectively correct them when they are wrong (Quong & Walker, 2010). The managers should not consider themselves as superior and above the rest, but instead, they should view themselves as one team committed to a common goal (Husain, 2013). Having objective leaders who are passionate about the progress of the organization can significantly influence its success and the communication within it (Bell & Smith, 2010). It is essential that the company trains their leaders on their leadership strategies and the kind of interaction they desire to have within the firm (Quong & Walker, 2010). The managers should also be taught on how to relate with the subordinate staff and how to manage conflicts with each member respectfully.

Informal and Formal Communication

The forms of communication define how messages are passed across the different departments (Husain, 2013). The organization should have a framework highlighting how information is to be given from one person to another within the firm (Fortado, 2011). Having a structured form of communication ensures that all the parties know what is expected of them and the relevant changes that the company seeks to make (Husain, 2013). It is hence essential that the organization chooses the right formal and the informal communication media channels. For instance, official messages should be passed through memos, emails, and letters to the relevant parties. On the other hand, informal communication can be done by word of mouth or through a mobile phone, and it does not necessarily have to entail essential messages on the firm (Bell & Smith, 2010). The company should, however, set rules on how the different communication channels are to be utilized and their timings. The management should ensure that all employees have an official email address through which they can receive all the vital information. If some employees do not have a formal email address, then the management should seek for good alternatives of passing the messages across (Kluger & Zaidel, 2013). Official communication should contain high levels of etiquette and correct language as opposed to an informal discussion (Husain, 2013). The organization can hold different training forums to enlighten the employees on various communication channels available to them and how they can use them to relate better to each other (Bell & Smith, 2010). Work emails should in this case not be used for personal messages and the language used should always be formal and respectful (Fortado, 2011).

Conclusion

Indeed, the right application of critical communication concepts is essential to good performance, service delivery, and excellent company rating. The organization should highlight the culture within the company. A company’s culture entails how they deal with their customers, public, the media, dress and even relationships with one another. Moreover, having an established formal and informal means of communication would, in this case, ensure that everyone gets information as intended and in the right time. Conflicts are bound to happen in an organization since people have a different set of opinions regarding various subjects. It is critical that the management learns how to deal with the interpersonal issues to ensure they do not reflect negatively on the employee’s productivity. Listening is an essential part of good communication because it enables the parties to understand each other better and also get new ideas on how to run the company. With active listening, there would be fewer cases of insubordination since the junior staff also feels respected by the seniors. Having a leadership strategy would enable the firm outline the number of leaders they would have, how each leader would be involved in enhancing communication and ways in which they would communicate to the staff. Applying the highlighted strategies would need prior planning and company analysis to understand where they currently stand and how they would be willing to improve their operations.

References

Ames, D., Maissen, L. B., & Brockner, J. (2012). The role of listening in interpersonal influence. Journal of Research in Personality, 46(3), 345-349.

Bauer, C., Figl, K., & Motschnig-Pitrik, R. (2010). Introducing “active listening” to instant messaging and e-mail: benefits and limitations. IADIS International Journal on WWW/Internet, 7(2), 1-17.

Bell, A. H., & Smith, D. M. (2010). Management communication. Hoboken, N.J: John Wiley & Sons.

Fortado, B. (2011). A field exploration of informal workplace communication. Sociology Mind, 1(4), 212.

Husain, Z. (2013). Effective communication brings successful organizational change. The Business & Management Review, 3(2), 43.

Kluger, A. N., & Zaidel, K. (2013). Are listeners perceived as leaders?. International Journal of Listening, 27(2), 73-84.

Quong, T., & Walker, A. (2010). Seven principles of strategic leadership. International Studies in Educational Administration (Commonwealth Council for Educational Administration & Management (CCEAM)), 38(1).