Introduction
For any organization to succeed in its operations, communication plays a significant role. The manner that communication is effected in a company depends on the policy of the organization and the rules that are laid down. The relationship between the members also plays a key role. Without proper communication channels, the business or the operations of the organization will not succeed. Because of this immense role, it is essential that organizations define how communication amongst workers and members is effected. Through a proper policy and strategy, the goals of the organization can be easily met. In practice, there are several concepts that are essential for any effective communication. These may include organizational culture, active listening, leadership strategies, organizational culture, conflict resolution, formal and informal communication, among many more others (Wilson, 1994). This paper gives an analysis of some of such concepts and how they should be implemented in the organizations.
Active listening
As a concept of communication, active listening entails paying attention and fully engaging the people who are communicating (speaking). The listened should be in a position to effectively receive the information being communicated and put it into context. The active listening technique requires the listener to put his concentration in the topic under discussion in exclusion of all others. To achieve this, one should ensure that they put their interest in the subject matter of communication in order to avoid unnecessary disturbance. In order to achieve this technique, it is advisable that the listener maintains eye contact with the speaker. Other ways of enhancing the technique include asking questions and repeating what the speaker has said in one’s own words. This way, communication between members of an organization will be fruitful.
Active listening is necessary in any communication. In practice, this technique gives the listener the opportunity to fully understand whatever being communicated. Experts always advise that the listener should not interrupt the speaker. It is necessary that one takes their time to understand what is being communicated so as to ensure they are in a better position to give the required responses. Without employing this concept, it would be difficult for one to understand what they should be answering to. As such, active listening plays a significant role in organizational communication.
There are several ways through which active listening can be implemented in the organizational setting. First, the managers should encourage the employees to be active listeners so as to ensure they capture all the issues being discussed. It is through this way that effective communication can take place (Rogers, 1996). Employees who are found not to be following this style should be punished or be thoroughly warned. As a method of implementing the style, the organization can also resort to asking the employees questions after a discussion to ensure that they understood what was being discussed. Through this, most of the employees in an organization will do their best to be good listeners so as to understand whatever being discussed. Encouraging the employees to adopt this method will also help as they will be in a position to directly benefit.
Organizational culture
In any organizational setting, culture refers to the prescribed manner how people behave within the premises of the organization. It also extends to the meaning that these people attach to the said behaviors. Organizational culture also connotes the specific elements and aspects that an organization may employ in order to ensure that it achieves its goals, mission, vision and objectives. Organizational culture can only be achieved when there is effective communication in the organization. Whenever there is effective organizational culture, employees share mental assumptions. This guides them in interpreting and defining the action they should take so as to achieve the stipulated goals. Organizational culture should define the expected behavior of employees at various times and situations. Different companies may have different cultures, depending on their uniqueness and their shared beliefs. This means that the organizational culture in one company may differ from that of another company. Because of this, the assumption is that every company has its unique culture and subculture to which the employees subscribe. Without culture, employees will not have the yardstick to measure their behavior and performance.
For successful communication and performance in the organizational setting, organizational culture plays a very big role. Organizational culture is very different from corporate culture. Because it differs from one organization to other, the beliefs and assumptions that employees have determine how they relate among each other. An organization where employees do not respect their managers and leaders is likely to have communication problems, making its success difficult. Whenever the organization instills discipline among the employees, then it is most likely that the same will be reflected in terms of performance and communication. Organizations where employees do not have respect to each other, on the other hand, are likely to fail because of organizational problems and challenges.
Implementing an organizational culture presents a more difficult task. In practice, there are difficulties in coming up with the best culture to be followed and on how such culture should be implemented. In doing so, however, it is necessary that the employees in the organization are encouraged to follow the instructions given to the letter. The managers and other leaders should play a major role in influencing the culture to be adopted. This can happen in various ways. First, the managers ought to lead by example. They must be in the frontline to do something before asking the employees to participate. This is important as it encourages and motivates the employees. It is also important for the organization to set clear expectations and goals about what they aim to achieve. This way, all employees will o their best so as to achieve better results. Proper organizational culture should seek to encourage employees to be free with each other. It should also ensure it promotes an environment that is relaxed and inviting to ensure that the employees feel at home. It is such closeness that motivates employees to open up and come with new ideas on what should be done. By doing this, organizational culture will lead to better communication within the environment.
Conflict resolution
In any organization, conflicts are bound to arise. In most cases, they result from the differences in objectives and goals, attitude, behavior and emotions among the employees of an organization. If not censored and addressed, such differences and conflicts may result in lack of cooperation and trust among the employees and the employers. In any work-place/ organization, conflicts are normal. At times, the conflicts result in intense personal animosity which may threaten the continuity of the organization (Doherty, 2008). However, it is not always that conflicts are bad. Whenever they are resolved amicably and professionally, they can lead to professional and personal growth. The manner that the conflict is treated in the organization dictates the communication levels of the members and fellow employees. This means that the organization and management should take a professional approach to ensure any contract which may arise is amicably solved. Without this, organizational communication might be threatened. Conflict resolution entails seeking a mutual solution to the problem, hence creating trust within the members of the organization. If this is followed, then employees will have a better chance to express their views, thoughts and opinion freely. This is essential in promoting communication in the organization.
Conflict resolution is necessary for successful communication in the organization. Existence of a conflict implies that people have different ideas and opinions as compared to their friends. When this is the case, it gets difficult to free up with the rest of the members, meaning one will be forced to keep their ideas. A conflict also creates a bad working relationship between employees of an organization (Doherty, 2008). However, whenever a conflict is amicably solved, the employees get a chance to relate freely. This opens up the communication, boosting the operations of the organization.
Implementing conflict resolution mechanisms in an organization is not a difficult challenge. In essence, every organization should have defined mechanisms through which conflicts are solved. When this is the case, the parties to a conflict will have the feeling that justice has been done. Resolution should be done within the defined procedures. In case the matter is serious, the managers can seek the services of external experts. This way, it will be easy to promote communication in an organization, boosting its success.
Leadership strategies
This refers to the policies that an organization may employ to achieve the set goals. Leadership strategies differ from one organization to another, depending on the involvement level and the organizational culture. An example of a leadership strategy is where an organization’s management involves the employees in the process of decision making. Whenever this is the case, the company may stand a good chance to succeed because there are diverse ideas on how to handle the day to day challenges. Leadership strategies have always determined the success or failure of an organization. Most organizations that succeed tend to include employees in every stage of development (Schein, 2005). With this, the relationship between the employees and the management is bound to strengthen, hence a good chance for the organization to make progress. In one way or another, leadership strategies determine how the employees feel. When the strategy is positive and encouraging, employees would feel motivated and as such, they will share their views and ideas freely. This promotes communication in the organization.
Implementation of leadership strategies in an organization is not a difficult task. In essence, the implementation process depends on the organizational culture and the strategies that should be implemented. For new organizations, such strategies may be communicated during the organizational meetings to ensure that all members understand them and how they should work. Employees of an organization should be encouraged to accept and adopt such strategies since they reflect the continuity and sustainability of the organization. Implementation of this strategy cannot be left to one person; it requires team effort which should always be headed by the management of the organization. Each employee in the organization should be allocated specific responsibility which they should be required to accomplish. The entire organization should then understand the leadership team’s role in implementing the strategy in question (Schein, 2005). This way, it becomes easy for the organization to promote communication among its members. It will also ensure that every employee understands the role they ought to play in ensuring the organization succeeds. This should be a collective effort rather than a personal effort.
This concept entails having both formal and informal communications among employees of an organization. By definition, forma communications entail those that take channels that are well-known. A good example of this is a communication to indicate an expansion policy at an organization. Such a policy should be dictated in an upward manner, from the members towards the management (Ferguson, 1980). The organization’s members discuss issues at their respective branches. A delegate from each branch is then required to attend an annual conference where they debate on whether to agree on or ignore the policy. Electronic and paper-based communications which are availed to members of the organization at a meeting also constitute of formal communication. Informal communication, on the other hand, refers to communications hat do not follow specific procedures or rules (Rogers, 1996). For an organization to end up being successful, it is advisable that it employs both formal and informal communication technique. This concept has proved to be effective in various organizations over time.
For proper and effective communication, this concept is essential. Research shows that organizations that strictly require the formal channeled to be followed have always failed. As much as formal communication should be embraced in any organization, members should be allowed to engage in informal communications. Informal communication promotes bonding and understanding among the employees of an organization. Whenever this is the case, employees feel free to each other. This will give them a chance to trust each other more. Whenever this is the case, communication within the organization will be free and effective.
Implementation of the formal and informal communication cannot be pinned down to a specific formula. As a fact, every organization has its culture, rules and regulations that guide them. Such culture is essential in determining how communication can be implemented (Ferguson, 1980). Giving the employees a chance to feel free to each other ensures they do not keep secrets in the workplace. It also ensures that teamwork is enhanced. Through this way, the performance of the teamwork improves. As such, the concept plays a big role in ensuring the organization succeeds in its operations.
Conclusion
For any organization to be successful, the above communication concepts play a big role. The understanding that members of an organization may have determines how free they feel to each other. The more they feel free, the more they will work as a team. However, when all employees fail to be free to each other, it becomes difficult to implement the necessary policies. By embracing both formal and informal communication, the sense of togetherness will be promoted. The employees will also get a chance of understanding each other better, promoting their teamwork. The organizational culture also dictates how the organization carries out its activities. As such, the above concepts are important in elevating an organization to success.
References
Doherty, N., & Guyler, M. (2008). The essential guide to workplace mediation & conflict resolution rebuilding working relationships. London: Kogan Page.
Ferguson, S. (1980). Intercom: Readings in organizational communication. Rochelle Park, N.J.: Hayden Book.
Rogers, E., & Rogers, R. (1996). Communication in organizations. New York: Free Press.
Schein, E. (2005). Organizational culture and leadership. San Francisco: Jossey-Bass.
Wilson, J., & George, J. (1994). Leadership trapeze: Strategies for leadership in team-based organizations. San Francisco: Jossey-Bass.
