Effective Communication Strategies in Organizations

The report concludes that effective communication is essential for profit and productivity in an organization. However, barriers and challenges can lead to miscommunication. The assignment emphasizes the importance of considering principles and purposes of HR directors while implementing strategies. It also highlights the need for participants to have specific characteristics as effective listeners and speakers during meetings, and mentions personal strengths and weaknesses in terms of oral and written communication.

Business
Communication

Table of Contents
INTRODUCTION...........................................................................................................................1
Assessment 1 (Covered in ppt)........................................................................................................1
Assessment 2....................................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Principles and purpose of HR director that would need to consider in a communication
strategy........................................................................................................................................1
1.2 Characteristics of an effective listeners and effective speakers during meetings ................3
TASK 2............................................................................................................................................4
Evaluation of own strengths and weakness in terms of communicating, both in orally and
writing.........................................................................................................................................4
Conclusion ......................................................................................................................................6
References........................................................................................................................................1

INTRODUCTION
Communication is derived from a Latin word “communis” which refers to common. It
means sharing of ideas and thoughts. Moreover it means to exchange ideas and data with each
other. Communication involves two or more people. Usually there is sender and a receiver in a
communication process There are two types of communication which are formal communication
and informal communication. When a exchange or interaction of ideas, thoughts and personal
messages is with regards to business it is termed as business communication. It also refers
interaction regarding activities of business which includes delivering services and goods to
clients with a motive of earning profit. This report is about ineffectiveness of communication in
Sports love organisation. This is being divided into two assessments. In first assessment common
barriers, challenges and strategies to overcome barriers of communication is discussed. Ways in
which culture influences communication is also mentioned. In assessment two principles and
purposes of HR director along with characteristics of effective listeners and speakers is
mentioned.
Assessment 1 (Covered in ppt)
Assessment 2
TASK 1
1.1 Principles and purpose of HR director that would need to consider in a communication
strategy
HR director is a one who has responsibility for increasing profit and smooth operation of an
organisation's department of human resource. There are various principles and purpose of HR
director of Love sports which are mentioned below (Chesher and Kaura, 2012).
Principle of communication strategy:
 Principle of clarity: Message which is needed to be communicated must be spelt out
clearly. It must be conveyed in a same manner in which receiver easily understand
message that sender is conveying. Ambiguity should be removed in a message. There
should be a perception that speakers give meaning to words.
 Principle of attention: To make an effective communication,attention of receiver
should be drawn towards message. As there are people with various emotions,
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behaviour etc. therefore they will give response to a message differently. In Love sports
if Director will be punctual in their work than there subordinates will also follow the
same, since actions speak louder tan words ( Ricci, AutoConnect Holdings LLC, 2016).
 Principle of feedback: It is very important factor for making a communication process
effective. Feedbacks are given to know whether message send is properly understood or
not.
 Principle of informality: For conveying messages common method used is formal
communication. But there are cases where formal communication are not effective as
informal communication. Managers can use informal communication for
acknowledging reaction of workforce related to different policies. In Sports love
director can communicate informally to to transmit some decisions to get their
feedbacks. This principle shows that informal and formal both communication are
important in an organisation (Kotz, Kozubowski and Podgorski, 2012).
 Principle of consistency: This principle defines that consistency should be maintained
with plans, objectives, policies and program of a workplace for an effective
communication. They should not conflict with them. Since if messages are in conflict
with plans and objectives then it will lead to confusion and chaos in mind set
subordinates and they might not follow them properly (Kwok and Yu, 2013).
 Principle of timeless: According this principle, process of communication should be
done within a particular time as it is beneficial in implementing plans. If there would be
delay in process of communication than it would not serve specific purpose but those
plans can be of only historical importance.
 Principle of adequacy: This principle states that message which is being conveyed
during communication process should proper, complete and adequate in all criteria.
Since inadequate information may lead to delay in actions and might create confusion.
Adequacy is also important for a effective decision making process and making plans
for action (Meimaris and Vafopoulos, 2013).
Purpose of communication
Communication is important in every organisation. As if there will ineffective communication it
will lead to negativity among employees which will lead to decline in performance and
productivity of employees as well as organisation. In context with Sports Love organisation , if
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there will be effective communication within a workplace there would be exchange of ideas and
knowledge between employees. This will also lead to change in behaviour, attitude and beliefs of
employees. It also builds trust and faith among employees which will lead to commitment
towards organisation and it will generate revenue and profits. An Effective communication also
creates a good working environment within a workplace (Aijaz and Aghvami,2015).
1.2 Characteristics of an effective listeners and effective speakers during meetings
An effective communication is a process which requires an effective listeners as well as
effective speakers. Because if person will not listen attentively and clearly to what a speaker is
saying it will lead to miscommunication between both. There are certain characteristics of
effective listener and effective speaker of Love sports organisation during meetings which are
being discussed below.
Characteristics of effective listener
 Non verbal behaviour: Effective listener keeps a positive posture and eye contact while
listening. Moreover they concentrate on what speaker is delivering during meetings
(Gligor and Autry,2012).
 Focus of attention: An individual maintains a focus on comments on speaker. They also
nods and smiles when there is a necessity.
 Acceptance: Listener hears speakers ideas and accept their emotions and feelings. They
sometimes asks to elaborate ideas which they find interesting.
 Empathy: They are able to understand speakers feelings and also share their feelings too.
 Paraphrasing: Listeners paraphrases what speakers are delivering so that they have an
idea that they have understood is correct and clear or not. This also give them as-surety
that they exactly understood what a speaker wants to convey.
 Advice: They also give advices by broadening ideas and thoughts given by speaker.
Moreover they can also suggest alternatives for a certain idea.
 Summarising: An effective listener summarises results and progress of decision within
intervals of time (Kay and Samaroo, International Business Communications Inc, 2015).
Characteristics of effective speaker Confidence: An effective speaker is a one who remains confident while . If a person is
confident than one must perceived as believable, accurate and intelligent. Because if a
speaker is nervous than conveying of messages is ineffective.
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 Authenticity: A speaker is confident within himself as well as the subject. This depicts
authenticity to listeners. Authenticity comes when a speaker practice speech and not
memorize it, deliver message in a natural voice and try to be normal while conveying
message. Passion: A speaker is passionate speakers is able to move attention of speakers. Being
passionate means speaker feel about subject and importance. Voice Modulation: Effective speaker maintains modulation of speak with their normal
voice. Connect with audience: Effective speaker connects with their audience and also deal
with different disturbances and distractions during meetings. Connecting with audience
also help them to create a environment where listeners concentrates on what they are
speaking and neglect rest of distractions.
 Storytellers: They try to gain attention of listeners by integrating small and short stories
within their speech. Story also helps listeners to connect with topic and easily understand
it (Chen, Chiang and Storey, 2012).
TASK 2
Evaluation of own strengths and weakness in terms of communicating, both in orally and writing
Strengths of oral communication
 I can save lot of time as message can be transmitted easily and work load can be released.
 My money is saved as I can communicate my words by interacting with other person and
do not require any kind emails, calls or other sources.
 I can express myself very easily as speech is strong tool for control and persuasion.
 Shades of message or pitch, intensity and tone can depict mood of individual.
 I receive motivation from high authorities and can increase my capability to motivate
lower staff.
Weaknesses of oral communication
 I don't have proof of who said what, it is not possible to maintain message for future.
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 Sometimes some other message is sent but when it reach final destination its meaning is
changed like I have said something to someone to say to third person then way or tone in
which message is delivered may not be same and can create conflicts between them.
 Many of times I get distracted or interrupted when third person starts talking in between
and disturb flow in which communication was going as something's can be confidential.
 Meaningless communication leads to distractions from concerned discussion.
Recommendations
I can remove these weaknesses by just focussing on what is meant to be said rather then
communication which are not important. If I have something confidential information and to
share that with someone else then I should make sure that no one should distract and interrupt in
between for this I should arrange meeting.
Strengths of written communication
My strength is that I can easily present complex matters which attracts people. My
writing also helps in delegating authority to subordinates. It gives people clarity of
understanding, inbuilt confidence in me as well as it is easy to circulate. My writing skills helps
in building an image of me as well as of organisation in which I m working.
Weakness of written communication
My major weakness in written communication is poor vocabulary. Along with this, I also
failed to use punctuation marks appropriately. Therefore, messages which I want to convey often
not spread in desired manner. It creates misconception. Many a times I use a lot of jargon in my
writing due to which many a times receiver is not able to understand message I need to convey.
Recommendation
I can overcome my weakness in written communication by reading more books and
referring to dictionary. This will help me in improving my vocabulary. Along with this I should
be aware of state of mind of reader so that I can write according to their perception and be more
focussed while writing so that punctuation marks can be placed in a proper manner.
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CONCLUSION
From above report it can be concluded that an effective communication is needed in an
organisation to earn profit and increase productivity. Barrier's and challenges of communication
can lead to miscommunication. Moreover it has been concluded that there are certain principles
and purpose of HR director that needs to be considered while implementing strategies of
communication. Characteristics that participants must have to be an effective listeners and
effective speakers during meetings. At last personal strengths and weakness is been mentioned
in terms of oral and written communication.
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References
Books & Journals
Chesher, M. and Kaura, R., 2012. Electronic commerce and business communications. Springer
Science & Business Media.
Ricci, C. P., AutoConnect Holdings LLC, 2016. Vehicle to vehicle social and business
communications. U.S. Patent 9,349,234.
Kotz, S., Kozubowski, T. and Podgorski, K., 2012. The Laplace distribution and generalizations:
a revisit with applications to communications, economics, engineering, and finance.
Springer Science & Business Media.
Kwok, L. and Yu, B., 2013. Spreading social media messages on Facebook: An analysis of
restaurant business-to-consumer communications. Cornell Hospitality Quarterly. 54(1).
pp.84-94.
Meimaris, M. and Vafopoulos, M., 2013. Knowledge-based semantification of business
communications in erp environments. In Web Information Systems Engineering–WISE
2011 and 2012 Workshops (pp. 159-172). Springer, Berlin, Heidelberg.
Aijaz, A. and Aghvami, A. H., 2015. Cognitive machine-to-machine communications for
Internet-of-Things: A protocol stack perspective. IEEE Internet of Things Journal.2(2),
pp.103-112.
Gligor, D. M. and Autry, C. W., 2012. The role of personal relationships in facilitating supply
chain communications: A qualitative study. Journal of Supply Chain Management.
48(1). pp.24-43.
Kay, N. and Samaroo, R., International Business Communications Inc, 2015. Beverage
juicer/shaker. U.S. Patent Application 29/475,386.
Chen, H., Chiang, R. H. and Storey, V. C., 2012. Business intelligence and analytics: from big
data to big impact. MIS quarterly. pp.1165-1188.
Kandeepan, S., Jayaweera, S. K. and Fedrizzi, R., 2012. Power-trading in wireless
communications: A cooperative networking business model. IEEE Transactions on
Wireless Communications. 11(5). pp.1872-1880.
Zikmund and et. al., 2013. Business research methods. Cengage Learning.
Brevini, B., Hintz, A. and McCurdy, P. eds., 2013. Beyond WikiLeaks: implications for the future
of communications, journalism and society. Springer.
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