Importance of Clear and Effective Communication in the Workplace

Management 1
MANAGEMENT
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Management 2
MANAGEMENT
ASSIGNMENT 3
1. Explain why clear and effective communication is essential in the workplace (16marks)
Workplace communication is very significant in ensuring that there is smooth operation in an organization.
The notion of workplace communication exists in various contexts such as verbal communication, non-
verbal communication and written communication. Workplace communication includes exchange of
information such as emails, notes, voicemails and text messages between different individuals in an
organization. Communication can be effective conveyed during annual meetings, training forums and
conferences and impromptu meetings among others. The frequency of communication is largely dependent
on the need and the necessity of the information as well as how it has an effect on the operation of an
organization. However, communication is normally shared frequently due to the changing dynamics in the
organization with respect to factors such as production, consumption and customer services.
Communication can be between the management and the employees or the supervisors. This is
normally achieved used models of communication such as horizontal, vertical, internal, communication
channel, formal and informal communication respectively. Vertical communication involves the hierarchical
sharing of information in an organization such as between an office clerk and a manager; horizontal
communication is between members of the management such as a manager and another manager while
external communication is between the organization and a third party client.
There are several aspects that must be factored in order to ensure effective communication is
achieved. These aspects are dependent on impeccable communication such as verbal and non-verbal cues,
listening skills and written skills. For instance, oral communication such as use of telephones, one-on-one
interactions and voicemail requires the management to possess great finesse and confidence with oral
communication. Non-verbal communication on the other hand is concerned with facial expressions and body
language such as body gestures, eye contact, posture and the audibility of the speaker to ensure that there is
effective communication being relayed. Written communication is also one of the commonly used forms of
communication exchange in a workplace today. This means that there is need for an exquisite etiquette

Management 3
while sending out email correspondence by ensuring that it has correct use of grammar, spelling and
punctuation.
Communication is crucial at workplace and if it’s not clear or effective it may result to negative
consequences at work place. Some of these include;
 Low morale. With less or no communication at workplace, employees are likely to feel unwanted or
not worth hence lowering their productivity level as they cannot add extra effort. It’s important for
management to ensure effective communication between them and employees as well as between employees
themselves.
 Relationship breakdown. Communication at workplace enhances positive relationships between
individuals both in senior and junior level of leadership important for support. Poor or lack of effective
communication may result to communication breakdown between the individuals resulting to poor relations
hence increased challenges at workplace.
 Increased conflicts. In most cases, conflict results from disagreements, if individuals cannot share
about their challenges and experiences, any mistake may be blamed on any member resulting to conflicts.
 Decreased number of innovation activities. A positive innovation idea is successful after being
shared between two or more people of able mind. This gives a base to correct any mistake and add more
relevant skills to enhance its development. Without effective communication, it’s hard for innovational ideas
to be realized1.
2. Outline the key stages in the communication process (12marks)
The process of communication in Shannon Weaver theory uses the concepts of a sender, encoder,
channel, decoder, receiver and noise in order to ensure that there is effective communication taking place in
an organization. This model follows a step by step approach as indicated below.
1 Stelzer, Skaidrite, and Joseph F. Ceccio. "Write to the Point: Effective Communication in the
Workplace." Journal of Business Communication 21, no. 4 (Fall84 1984): 67. Complementary Index,
EBSCOhost (accessed April 25, 2018).

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Sender- This is the primary source of information such as the senior management who prepare the message
and sends it using a suitable channel of communication.
Encoder – This is an individual who is tasked with the responsibility of transmitting the communication by
means such as a telephone.
Channel – This refers to the main medium through which the message is communicated to the employees or
between the management team. This can be by use of electronic means such email correspondences, mails,
telephone or by word of mouth.
Decoder – This refers to the process through the information is understood by converting the electronic
signals into a form which can be understood.
Receiver – This refers to a person to whom the message is meant for. This is the receiver such as an
organization employee who acts on the communication being relayed.
Noise – This refers to an actual physical interruption that prevents a message from being in its original
manner. This could be people or the unfavourable factors in the environment.
Feedback- Refers to a process indicating that the receiver has received information sent by the sender in its
original form, read and understood it as required.
3. List potential barriers to communication and outline how these could be overcome (16marks)
There are several barriers of communication in a workplace that can be hindrance to effective
operation of a business. These barriers can distract and distort the information or even restrict the
information completely. These barriers include:
 Physical Barriers – These are distractions that cause interference with effective communication such
as telephone calls, noise form radio and the position of the office walls to external noise. The issue of
external noise can be used by installing sound proofs while telephone calls can be directed to the company
call center or the secretary with clear instructions.
 Language/ semantic Barriers – The choice of diction, use of language and the meaning is sometimes
a major problem that affects the effectiveness of communication in an organization. This occurs when one
word is used in place of the other hence creating a jargon that has a different meaning across different
departments. This therefore, creates a communication breakdown.