Communication is the lifeblood of any organization. Its importance cannot be overemphasized since it is one of the basic functions of management in any organization. Communication is a process of transmitting information, ideas, thoughts, opinions and plans between various parts of an organization. Proper and efficient communication within the organization is vital to its success and growth.
Communication skills allows for effective expression of thoughts, sentiments, hopes and dreams. Using them allows people to understand each other. Lack of communication skills prevents clear and articulate expression of selves and results to trouble in interacting with others, making friends, or moving forward in career-wise. Effective communication is needed at various levels and aspects in an organization such as:
For Manager – Employee relations:
Effective communication of information and decision is an important factor for management-employee relations. The manager cannot get any work done unless he is able to clearly communicate to his employees what and how the work should be done. Most of management problems arise due to lack of effective communication. Misunderstanding and misrepresentation can be avoided or minimised with proper communication system.For motivation and employee morale:
Communication is a basic tool for motivation to improve morale of the employees. Inappropriate or improper communication among employees or between manager and his subordinates is among the major reasons of conflict and low morale at work. Manager should be able to clearly explain to the employee what and how a certain task is to be done. This translates for better performance by the employee because it enhances his motivation and encourages the utilization of his strength. He can prepare a written statement, clearly outlining the relationship between company objectives and personal objectives and integrating the interest of the two.
Effective communication skills reduce the amount of miscommunications that results in debates and arguments. It maintains a good human relation in the organization; by encouraging ideas or suggestions from employees or workers and implementing them whenever possible, production increases at low cost.
For employees: Employees submit their work reports, comments, grievances and suggestions to their seniors or management through communication . Effective and speedy communication policy and procedures within the organization helps to avoid delays, misunderstandings, confusion or distortions of facts which, in turn, help establish harmony among all the concerned employees and departments.
Types of communication:
Communication can be done verbally or in writing. In oral communication, listeners can make out what the speaker is trying to say when delivered audibly clear. It includes proper use of appropriate words, tone, intonation, pronunciations, and diction.
In written communication on the other hand, the message should be clear, purposeful and concise with correct words, to avoid any misinterpretation of your message. Properly formatting a letter, knowing how to properly address individuals and understanding (and applying) the appropriate social rules for the form of communication are observed. Written communications provides a permanent record for future use and it also gives an opportunity to employees to put up their comments or suggestions in writing.
Effective communication is very important for successful working of an organization. The dictionary defines it as “producing a decided, decisive, or desired effect.” Communication skills can be considered effective it makes the listener change his mind or cause him to agree with the speaker’s point of view.
Words can easily be misunderstood or taken out of context so an effective communicator should always aware of his audience and conscious of his tone. Someone who communicates in an arrogant manner may cause his audience to tune him out.
Although communication might be thought of as one-way only, effective communication is bi-directional and employs listening skills as well. If a communicator searches for feedback and acts on that feedback, that separates him from the rest and makes him an effective communicator.