Communication Purpose and Principles in Transport Organisation

This report discusses the purpose and principles behind different forms of communication in a transport organisation, as well as how to evaluate communication practices.

Report

Abstract
Communication is integral part of all the functions of organisation and for ensuring that
employees and their activities are well coordinated and activities are taking place as expected by
top managers. This report discussed about communication purpose and principles in Transport
organisation along with what they should and how they can evaluate practices of the
communication in the organisation.

Table of Contents
INTRODUCTION...........................................................................................................................4
Literature Review............................................................................................................................4
Analysis and Discussion..................................................................................................................4
Purpose and principles behind different forms of organisational communication......................4
Principles of Effective Communication to enhance practice.......................................................5
Evaluation the communication practices.....................................................................................7
Recommendation.............................................................................................................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Communication is a medium through which ideas and thoughts are exchanged. It is
important that communication is effective in order to ensure that receiver of the message
correctly understand what sender intends to communicate. Communication is integral part of the
organisational functioning because organisation consists of several people who are
interdependent and this is why it is important to communicate. This report will discuss about
principles and purposes behind different forms of communication along with principles of
effective communication.
Literature Review
As stated by De Nobile, 2017 organisational communication is a system that allows
organisations to connect with people within the organisation as well as outside organisation.
Organisational communication allows organisations to function, grow and connect with
stakeholders of the organisation. Organisation communication takes place in many forms that is
written and oral. Internal organisation communication consist of training module, messaging
within the organisation in form of notice, circulars, interpersonal communication in management
and employee is also a part of internal organisational communication. External organisation
communication consists of communicating to external stakeholders, community through press
release, marketing and promotions.
According to Porcu, Del Barrio-Garcia and Kitchen, 2017some of the reasons because of which
organisational communication is important are promotion of motivation through ensuring
adequate and required assistance. Clarifying targets and expectation of performance for
efficiency and effectiveness of performance of employee and ensuring adequate standards of
performance. This also important for providing information which is required to maintain
coordination and also works resources required for performing the work.

Analysis and Discussion
Purpose and principles behind different forms of organisational communication
Formal and Informal Communication
Formal communication is the communication which is structured and takes place in a
definite pattern within organisation. This includes formally drafted standardised message in clear
and concise formal language. Purpose of this form of communication is to ensure that message
takes place and give adequate information to all receiver of the message. Principle of this
communication form is clarity, conciseness and proper flow of communication.
Informal communication is the communication which takes place out of formal and
official setting of the organisation (Polat and et.al., 2018). Purpose of this communication form
varies on the basis of people who are involved in the communication. This communication is not
based on any specific principle and sometimes its principle is to ensure that communication
spreads in organisation much faster than formal pattern of communication.
Oral and Written Communication
Oral communication is the communication which takes place in form of oral form. Orally
messages are exchanged and feedback is received. Purpose of this form of communication is to
ensure that receiver receives the message and feedback can be collected at the same time.
Communication taking place spontaneously also takes place in form of oral communication.
Principle on which this communication is based is feedback and listening. Both these are
important for efficiency of communication in oral form.
Written communication takes place in written form. This includes communicating
through latter, notice, and emails. Purpose of this communication is to collect and ensures
records of communication for future reference and for evidence. Principles in which this
communication is based are correctness, clarity, conciseness and courtesy (Crawford and
Kloepper, 2019). This is because written communication needs to such that message being sent
has the capacity to communicate with limited number of words included in the message.

Principles of Effective Communication to enhance practice
There are several reasons because of which effectiveness of communication is important
and there are some of the important requirements that are known as principles of effective
communication and enhance practices of communication. These are;
Clarity- This is very important that communication is clear when it starts from the source.
Clarity of communication means that selection of words in communication clearly reflects the
intention behind the message that has been sent. This also includes that message that is sent to
the receiver includes all the aspects of the message that is required to be sent. Clarity also
includes that long sentences are avoided and short and concise messages are used in order to
retain and ensure that main element of communication and message does not get avoided. This in
simple form can be said that information added in the message is adequate neither excessive not
less.
Listen- This is another important principle of effective communication and this means that when
communication takes place this is important that listener carefully and actively listen to what is
being said. This is important that message and interaction is paid attention and actively listen to
ensure that communication is understood properly (Kaak, 2017). Carefully listening enables
individual to understand what is being said and in case they are not able to understand the
meaning, objective and content of the communication they can also ask for clarity. This is not
possible if individual does not listen carefully.
Consistency- This is another requirement for effectiveness of communication. Consistency
refers to ensuring that communication takes place according to predefined and determined
objectives of the communication. Along with this it is also important that communication at one
time is based on one subject and do not get deviated from the subject.
Feedback- This principle of effective communication is based on communicating back to the
sender of the message. This is important in both ways in case receiver of the communication has
understood well what the communication meant. This is also useful when communication is not
properly understood this helps in ensuring quality of communication.
Correctness- This is another important principle of effective communication and for enhancing
quality of the communication (Pitonakova, Crowder and Bullock, 2016). This includes that

content of the communication is correct which means all the fact and data that are included in the
communication are correct and based on reliable sources of the communication.
Evaluation the communication practices
Communication practices are important element in ensuring communication
effectiveness. Organisation employs different practices for the communication practices and
evaluation contributes in ensuring that practices of the communication in organisation are
effective and fulfil the objectives for which they are carried out.
In context of organisational communication it is mainly based on the objectives and goals
of the communication. Review of the communication practices requires that firstly objectives
and goals are evaluated this means that communication is evaluated from the time
communication starts (Quattrocki and et.al., 2018). Evaluation of the goals in terms of what
exactly organisation wants to achieve and whether goals and objectives of the communication
practices in the in coordination with goals and objectives of the organisation. After analysis of
goals and objectives of the communication later practices of the communication are evaluated.
Practices of organisation includes written communication, this communication takes
place in various forms such as emails, written circulars and notices. Oral communication mainly
takes place in one to one communication between management and employees. Other than this
public speech within organisation and meetings within the organisation also involve oral
communication practices. Evaluation regarding practices of communication includes channel of
communication their effectiveness for the purpose of communication. Channel of
communication is ways through which communication is transferred from one source to another.
These are also known as tools of communication. Presently digital and information technology
tools are playing important role in communication for internal and external communication and
evaluation involves effectiveness of these tools.
Tools and practices of communication during its evaluation also includes what channel
and tool is used for communication from centre of the organisation and what channel of
communication in used for employees to communicate with their fellow employees (Milton and
et.al., 2018). Their effectiveness evaluation will include their strength and weakness in context of
organisation.

This also includes evaluation of feedback tools and mechanism to ensure that all the
parties are able to provide their feedback to organisation including internal and external
stakeholders of the organisation.
Recommendation
Transport organisation previously used poster to deal with communication problem that it
was facing. On the basis of discussion carried out earlier it can be recommended that forms of
communication and its tools are changing and adopting to them can increase organisational
efficiency (Sparks, 2018). Hence, transport organisation should also adopt the manner of direct
communication in top management and employees. This will improve quality of communication
and will ensure that top management is aware of the impact of their decisions of the employees.
They can adopt to open door policy of communication.
CONCLUSION
On the basis of above discussion it can be concluded that communication becomes more
qualitative and effective when it is based on the principles and purpose of the communication is
clear. Different forms of communication need to adhere to different principles of the
communication and its effectiveness. Evaluation is important in ensuring that communication
possess all the elements and quality which ensures that communication is effective and
competent to fulfil its purpose and objectives.

REFERENCES
Books and Journals
Crawford, G.L. and Kloepper, K.D., 2019. Exit interviews: laboratory assessment incorporating
written and oral communication. Journal of Chemical Education. 96(5). pp.880-887.
De Nobile, J., 2017. Organisational communication and its relationships with job satisfaction and
organisational commitment of primary school staff in Western Australia. Educational
Psychology. 37(3). pp.380-398.
Kaak, E.J., 2017. Mention Communication—Think Organisation: Agile Communication in the
Digital Era. In Out-thinking Organizational Communications (pp. 129-143). Springer,
Cham.
Milton, A.C and et.al., 2018. An evaluation of communication barriers and facilitators at the time
of a mental health diagnosis: a survey of health professional practices. Epidemiology
and psychiatric sciences. 27(4), pp.357-368.
Pitonakova, L., Crowder, R. and Bullock, S., 2016. Information flow principles for plasticity in
foraging robot swarms. Swarm Intelligence. 10(1). pp.33-63.
Polat, V and et.al., 2018. Formal and informal communication in new product development
teams: the mediation effect of team trust. International Journal of Innovation: IJI
Journal. 6(2). pp.97-111.
Porcu, L., Del Barrio-Garcia, S. and Kitchen, P.J., 2017. Measuring integrated marketing
communication by taking a broad organisational approach. European Journal of
Marketing.
Quattrocki and et.al., 2018. A Comprehensive Evaluation of an Organization’s Communication
Practices.
Sparks, E., 2018. Banking's Open Door Policy. ABA Banking Journal. 110(6). p.29.