Effective Communication Principles for HR

This assignment discusses the difficulties of written communication for HR professionals, including the lengthy process of preparing documents, time consumption, and potential overload. The student suggests implementing principles of effective communication to improve relationships and understanding among employees, ultimately boosting company efficiency and productivity.

Business
Communication

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1 Principles Of Communication:............................................................................................1
2 Characteristics of Effective Listeners and Speakers:..........................................................3
TASK 2............................................................................................................................................4
3 Strengths and Weakness of Oral and Written Communication of HR Director:................4
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................7

INTRODUCTION
Human Resource Management is a branch of management which is mainly concerned
with the acquisition of personnel and providing responsibilities to them according to their skill
and knowledge. HR Manager does many necessary functions like handling labour grievances,
record keeping, hiring and training, and help in handling certain performance related issues. The
report is for improvement in the communication among employees of Sports Love Company
(Bargiela-Chiappini and Nickerson, 2014). For a company to perform better, the communication
channel must be strong so that the information could be transferred in a correct way.
TASK 1
1 Principles Of Communication:
The HR Director of Sports Love Company can enhance the communication among
employees by understanding and applying the Principles of Effective Communication. These
principles of Communication are also knowns as 7 C's of Communication. By applying these
principles in the organisation, the communication among employees can be enhanced which will
lead to better performance of employees and also increase their interaction with each other
(Brink and Costigan, 2015). The following are the Principles Of Communication which are
discussed as under:
(Source: Principles of Communication, 2014)
1
Illustration 1: Principles of Communication

1. Principle of Clarity: This principle tells that the information or idea must be worded in a
way that the receiver will understand the same what the sender wants to convey him. The
idea or message must be clearly spelt out. This will help the HR Director in providing a
clear idea about his concern that he wants to transfer to his employees.
2. Principle of Completeness: The message conveyed by the sender in a way that the
receiver gets the complete information about the message which the sender wants to
convey with him. There must not be anything in the message that creates doubt in the
mind of both or they need to imagine about the message. It will help the HR in getting the
proper and expected results for the message he conveyed to his employees.
3. Principle of Correctness: This principle tells that the information transferred must be
written in correct language (Felix and Stolarz, 2013). The grammatical mistakes, errors
should be avoided. Sometimes informal communication may be a reason for transfer of
incorrect information among employees. This will help in making the communication
effective between the HR Director and the employees.
4. Principle of Conciseness: According to this principle, data transferred must be written in
short and simple language that clearly defines the motive behind the message. A message
is clear when the storyline is consistent and does not contain any inconsistencies. This
will deviate the chances of confusion from employees hand as they are clear about what
they have to do.
5. Principle of Concreteness: This principle says that matter should be relevant or must be
factual such as research data and figures. It does not relate to some personal imagination
that cause irrelevancy of data. It will help the HR Director in getting the accurate results
from the task performed by the employees.
6. Principle of Consideration: In accordance with this principle, the message should target
only those for which it really means. In order to communicate, it is important to target the
group and be involved. HR Director will be able to communicate only those employees to
whom it is necessary to convey the message.
7. Principles of Courtesy: This principle tells that the message should be conveyed in a way
that it approaches the audience in a friendly and courteous manner. The message must not
be biased and must include the terms that show respect to the receiver (Fall and et. al.,
2013). Use of words that show respect for the receiver contributes towards effective
2

communication. It will help in creating respect for management in the mind of
employees. HR Director is the link between the management and employees so it is
necessary to maintain proper relation between them which is only possible through
respecting each other and solving grievances of the employees and working as per the
need of management.
Purposes that HR Need to Consider in a Communication Strategy:
It is rightly said that the success or failure of a company depends upon the
communication among employees. For improving the communication, HR Manager of Sports
Love Company can do the following:
1. Lead By Example: When communicated by providing examples to the employees will
help them to understand clearly what the HR Director is trying to explain them. It will
also help in getting the company closer to the desired results as employees' work will be
according to the level which was expected from them.
2. Transparency is Must: It means that there should not be anything which is hidden from
the employees regarding the work. By providing them appropriate information about the
work, the knowledge can be enhanced. Employees will be able to clear their doubts
regarding the work they are provided with which will help them to perform their task
more efficiently(Kankaanranta and Lu., 2013).
2 Characteristics of Effective Listeners and Speakers:
While communicating with one another it is necessary to speak and listen very clearly
and attentively so that a clear understanding can be made among all. This will help in getting
clearly the reason behind message conveyed. The following are the characteristics of an
Effective Listener:
 Good listeners pay careful attention to the words of speaker.
 They ask questions not to embarrass or attack, but to clarify and resolve.
 For being a good listener, it is must not interrupt habitually or rashly, rather interruption
can be done intentionally or gently.
 Laziness should be avoided for being a good listener, work hard to understand what the
message is all about (Sharp and Brumberger, 2013).
3

 Sometimes managers used those words in frustration which are not easy to listen, but
good listeners do not take them in a negative way instead they understand their mistake
and make that fine.
One should possess the following characteristics discussed above to be an effective
listener. Employees of Sports Love Company must listen what the HR Director or the
Management is trying to convey with them so that they may be able to perform their task
correctly. It will also help in making doubts clear of both the management and the employees
during meetings.
The following are the characteristics of Effective Speaker:
 A good speaker must be confident while speaking. It creates credibility in the words
conveyed to the listeners.
 The message transferred must be natural. Only those facts should be shared which exists
in real. Perceptions must be avoided.
 Speaker should convey his words with the listeners in short, sweet and simple way that
attracts the listeners and make them to listen speaker.
 Repetition of the message must be done in order to make the message stuck for a long
time in the mind of the listeners
The HR Director should also possess the following characteristics in order to be an
effective speaker. By repeating the same message again and again, it will be made clear to the
employees about the main motive behind the meeting. The conduction of meetings at regular
intervals make the employees aware about the objectives which change from
TASK 2
3 Strengths and Weakness of Oral and Written Communication of HR Director:
Communication refers to the exchange of information, ideas or feelings from one person
to another whether in a formal or informal way. As the HR Director of Sports Love Company, I
communicate to my employees and third party in two ways, i.e., Oral and Written. These are
discussed below:
Oral Communication:
When information or ideas are transferred from an individual or group to another in
verbal from, is called Oral Communication.
4

Strengths of Oral Communication for HR:
As the Human Resource Manager of Sports Love Company, Oral Communication is
helpful as the communication skills are very good, I know where to keep my tone high, where to
low, where I have to pause and where to resume. When addressed to a single person, it can be
effectively communicated and it is easy to make the receiver understand what the message is all
about (Kernbach and et. al., 2015).
Weakness of Oral Communication for HR:
While addressing to more people it becomes difficult to present views in front of them
due to low confidence level. It is difficult to explain the message that smoothly reaches to the
receiver. As many employees are communicated orally in a day, so it is not easy to remember
what was said to whom. When employees are orally told about any compliance, they do not take
that seriously, and continues doing the same mistake again and again.
Written Communication:
When communication is done in a written form, or the use of written words is done in
order to transfer the ideas or informations, is known as Written Communication (Advantages and
disadvantages of written communication, 2018).
Strength of Written Communication for HR:
Maintaining proper records are very helpful for me while for future references as I can
check the details as and when needed. My writing skills are good so I note down all the
important informations which may prove useful for me in future. As I have a habit of writing my
schedules so it is helpful as I knew the deadlines of different tasks and according to that I provide
everyone with their related tasks. It keeps both the employees and clients relation maintained.
Weakness of Written Communication for HR:
It is also very difficult for me to express my views in written form to the employees
(Thill and Bovée, 2013). As it is a lengthy process to prepare documents, so it consumes much
time and proper time for other works cannot be managed. Sometimes due to overload of work, I
am unable to accomplish all the tasks in time. So it also causes mismanagement of time.
CONCLUSION
From the above given information, it is concluded that for enhancing the communication
among employees, Sport Love Company can make use of various principles. These principles
not only help in improving the communication but will also improve the relationship and
5

understanding among them. This will directly create a positive affect in the efficiency and
productivity of the company as their employees are now working in a proper way. Further, the
use of communication channels must be done by understanding the way in which the message
can be best conveyed to the targets.
6

REFERENCES
Books and Journals
Bargiela-Chiappini, F. and Nickerson, C. R., 2014. Writing business: Genres, media and
discourses. Routledge.
Brink, K. E. and Costigan, R. D., 2015. Oral communication skills: Are the priorities of the
workplace and AACSB-accredited business programs aligned?. Academy of
Management Learning & Education, 14(2), pp.205-221.
Fall, L. T. and et. al., 2013. Intercultural communication apprehension and emotional
intelligence in higher education: Preparing business students for career success.
Business Communication Quarterly. 76(4). pp.412-426.
Felix, L. and Stolarz, D., 2013. Hands-on guide to video blogging and podcasting: Emerging
media tools for business communication. Focal Press.
Kankaanranta, A. and Lu, W., 2013. The evolution of English as the business lingua franca:
Signs of convergence in Chinese and Finnish professional communication. Journal of
Business and Technical Communication, 27(3), pp.288-307.
Sharp, M. R. and Brumberger, E. R., 2013. Business communication curricula today: Revisiting
the top 50 undergraduate business schools. Business Communication Quarterly, 76(1),
pp.5-27.
Kernbach, S. and et. al., 2015. The use of visualization in the communication of business
strategies: An experimental evaluation. International Journal of Business
Communication. 52(2). pp.164-187.
Thill, J. V. and Bovée, C. L., 2013. Excellence in Business Communication (11th.
Online
Advantages and disadvantages of written communication. 2018. [Online]. Available Through:
<https://thebusinesscommunication.com/advantages-and-disadvantages-of-written-
communication/>.
7