The provided document reports on the essentiality of communication in improving organisational performance and efficiency. It emphasizes the need to evaluate cross-cultural differences and user information before selecting a communication system, as an effective system can increase motivation in the workplace and contribute to organisational success.
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Managing Communication
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Table of Contents INTRODUCTION...........................................................................................................................2 ACTIVITY 1....................................................................................................................................2 Covered in PPT.......................................................................................................................2 ACTIVITY 2....................................................................................................................................2 4.1 Communication audit......................................................................................................2 4.2 Theories of organisational communication......................................................................3 4.3 Plan for improving communication..................................................................................3 4.4 Measures for evaluating success......................................................................................4 ACTIVITY 3....................................................................................................................................4 3.1 Effectiveness of own communicational skill....................................................................4 3.2 Application of interpersonal skill theories.......................................................................5 3.3 Feedback for others.........................................................................................................5 3.4 Plan own Personal Development.....................................................................................6 CONCLUSION................................................................................................................................7 REFERENCES................................................................................................................................8 1
INTRODUCTION Communication refers to the process of exchanging and imparting information from one person to another. Communication when performed between two organisation or within the organisation then this process is known as business communication (DeMarco and Szczerba, 2016). This project covers the key information and practices of communication management in context of Richardson which impart sales training and is established in UK. This report explains about various modes and barriers of communication as well as various theories used for improving communication system within an organisation. ACTIVITY 1 Covered in PPT ACTIVITY 2 4.1 Findings from Communication audit It refers to evaluation of organisation's ability to share, receive and send information with its internal stakeholders. Communication audit also assists manager in identifying about changes happened within an organisation which have an direct impact over the decision making of company. Communication audit was conducted over Internal communicational process of ALDI by using questionnaire for its employees and its findings are given below:- ï‚·ALDIhavelesstransparencyinitscommunicationalprocesswhichrequires improvement for enhancing organisational efficiency. ï‚·ALDI uses hierarchical structure for communication and is required to apply flatter organisationalstructurethathelpinsimplifyingmanagementprocedures.Asthis hierarchical structure delays the operations of organisation. ï‚·Communicationaltoolsusedbyorganisationisalsonoteffectiveduetowhich information is not communicated properly to employees. So ALDI can use various communicational tools such as intranet or emails through which it can communicate securely throughout the organisation (Rickard, 2015). From the internal communication audit of ALDI, it has been clear that, though employees understand and follows the direction of authority still they want company to simplify the communicational process. Reduction of complexity will help in improving time management and also bring efficiency in operations. 2
4.2 Theories of organisational communication Organisational communication refers to the process through which interaction promote coordinatedactionstowardcommongoal.Therearenumberoftheoriesdevelopedby researchers to create an understanding about organisational communication which are as follows: ï‚·Attraction-selection-attritionframework:-Communicationalpracticeswithinan organisation is depend upon the culture of an organisation. This theory suggest that communication skill must be developed according to the psychology of employees within an organisation (Caballero, 2014). For developing better organisational communication framework, ALDImust develop communication system and planning according to psychological preference of its internal stakeholders. ï‚·Contingencytheory:-Accordingtothistheorycommunicationsystemwithinan organisation isdepend upon the attitude which a company reflect toward its employees. Contingency theory consider both internal as well as external environment for selecting appropriate channel of communication to convey information. ALDI must identify the ways which employees prefer and on the basis of which communication system must be formed. ï‚·Group think:-This theory explains that an organisation must develop an communication system for considering the group thinking of employees instead of taking higher authority preferences into consideration. Application of this theory will help ALDI in formulating better strategy toward achieving higher growth within the marketplace by inviting views or ideas from its employees. 4.3 Plan for improving communication An effective communication system within an organisation help in performing operations effectivelyandalsohelpinachievinghighermarketingsuccess.Forimprovingthe communication system of company, ALDI must perform following actions: ï‚·Consensus and survey:-ALDI can conduct survey over its employees for identifying challenges and barriers faced by them. While communicating.(Fuller and et. al., 2017). This information will help manager in taking better decisions and in improving the communication system of company. 3
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ï‚·Planning workplace communication:-This action will help in determining the policies andproceduresofcommunication.PlanningwillhelpALDIinimprovingthe operational effectiveness and accomplishment of organisational goals. Responsibility for improving the communication:-HR Manager of ALDI must ensure that employees should actively participate in decision making process for formulating better strategies. They must also ensure that both upward and downward communication process must be followed for improving operational efficiency. Time Scale:-For improving the communicational process within ALDI, company will require at-least 6 month for implementing and getting positive result by performing its actions. 4.4 Measures for evaluating success For achieving the success in communication system planning within an organisation it is very essential for a manager to use various measures in order to identify the progress of its plan. Following are the SMART measures that can followed for evaluating the success: ï‚·Feedback:- Under this the HR manager implement this communication planning within the organisational system and collect feedback about application of this plan from its employees. ï‚·Comparative analysis:- Collected information will be assessed and then comparison should be performed between current outcome with standard result (Mueck, 2015) . ï‚·Outcome based evaluation:- This comparison will help in identifying the the limitations of plan. These limitations must be rectified for establishing a proper control over communication process for its success. ACTIVITY 3 3.1 Effectiveness of own communicational skill Personal communicational skill are very essential for a person as it help in improving the working efficiency. As an manager of ALDI, it will help in managing team work much effectively. Following is my personal communication audit: ï‚·Written communication skill:-Within an organisation most of the information are circulated through written communication mediumsuch asemail, noticesetc. An individual must have good writing skill in order to communicate right message to right individual (Cahn and Abigail, 2014). I am good in written communication. 4
ï‚·Use of Information and communication technology:ICT play an very essential role while communicating message in most speedily manner. I am well skilled and have knowledge of using information technology. ï‚·Body language:-It is an most effective and important part of communication. So, it is very essential for a person that its body gestures must present the same message which that individual is conveyingverbally. Iusually fail to carry proper body language during conversation. 3.2 Application of interpersonal skill theories Interpersonaltheorieshelpanindividualinimprovingitscommunicationskills. Following are the interpersonal skills:- ï‚·Attribute theory:-It is one among these which suggest that attributes are consider as internal or external process which defines the understanding as well as interpretation behind one's behaviour.This help HR manager in identifying the point of view or reaction of individuals while communicating with them. This will assists in simplifying the interaction process. ï‚·Uncertain reduction theory:-This theory suggest that an individual can reduce the uncertainty in relationship by developing knowledge and understanding. Hence, by applying this theory HR manager can improve relationship with its employees by minimizing uncertainty. ï‚·Expectancy value model:-This theory more focuses on interactive and complex nature of attitude. It evaluates the belief and attitude toward the object. Expectancy value theory influences communication by presenting social influence in change of attitude. By applying this theory HR manager will better understand the attitude of its employees toward a particular action of management. 3.3 Feedback for others Feedback forms essential that assist in evaluating the effectiveness of communication process. Being HR manager of Aldi, following are the individuals that can be approach to provide feedback that help in identifying the communicational effectiveness: ï‚·Supervisor:-HR manager of Aldi can take feedback from their supervisors and can also get recommendation for improvement.The supervisor told me that my communication skills is fine however the ability to influence other needs to further improved. 5
ï‚·Subordinate:-They can also take feedback from their subordinates to identify the effectiveness of their communicational skills.My subordinate told me that general guidelines are clear however in-depth discussion on the topic needs improvement as I do not emphasize on the audience. ï‚·Friends:-HR manager of Aldi can also take suggestion and recommendation from their friends while having conversation with them. My friends have told me that I excel in communication with others and does not need any major improvement. 3.4 Plan own Personal Development Development of personal communication skill is of vital importance for an individual to adopt(Rickard, 2015). For developing my personal communication skills I will go through mentioned below planning: S No.Skill/objectiveImportanceResources required Measurement of success TimescaleAchieved 1Listening skillIthelpin improvingthe communication al process. Study materialto learnabout various methodsof improveme nt. Toget feedback from subordinate. 2-3 months yes 2Communication skill Thiswill assistsin motivatingthe employees and conveyingthe right information accurately. Debateand seminars helpin improving the communicat ional skills. Feedback from management team. 4 monthsyes 3Time management Thishelpin executingtask By preparing Byevaluating organisational 8 monthsyes 6
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skilleffectively and on time. schedule for taskand prioritizing them. productivity. CONCLUSION From the above report it can be summarized that communication is very essential for improving the performance and efficiency of an organisation. So it is very essential to evaluate about cross cultural differences andusers of information before selecting a communication system. An effective communication system will help in increasing motivation in workplace and organisational success. 7
REFERENCES Books and journal Abel, M. T., Microsoft Corp, 2014. Means for provisioning and managing mobile device configuration over a near-field communication link. U.S. Patent 8,718,554. Austin, E. W. and Pinkleton, B. E., 2015. Strategic public relations management: Planning and managing effective communication campaigns. Routledge. Broom, A., and et. al., 2014. The troubles of telling: managing communication about the end of life.Qualitative health research.24(2). pp.151-162. Caballero, A., Honeywell International Inc, 2014. Managing data communication between a peripheral device and a host. U.S. Patent 8,868,803. Cahn, D. D. and Abigail, R. A., 2014. Managing conflict through communication. Pearson. Coombs, W. T., 2014. Ongoing crisis communication: Planning, managing, and responding. Sage Publications. DeMarco, S. J. and Szczerba, R. J., Lockheed Martin Corp, 2016. System for predictively managing communication attributes of unmanned vehicles. U.S. Patent 9,383,750. Fuller, M. A., and et. al., 2017. Information Systems Project Management: A Process and Team Approach, Edition 1.1. Prospect Press. Jeung, K. S., Park, J. K. and Rho, H. M., Samsung Electronics Co Ltd, 2014. Method and system formanagingcommunicationofadual-standbyportableterminal.U.S.Patent 8,805,338. Kramer, M. W., 2014. Managing uncertainty in organizational communication. Routledge. Mueck, M. D., Intel Deutschland GmbH, 2015. Communication network device, communication device, method for managing communication resource allocation and method for communication resource allocation. U.S. Patent 9,071,976. Rickard, D., BAE Systems Information and Electronic Systems Integration Inc, 2015. Managing communication and control of power components. U.S. Patent 9,003,206. Suryanarayana, L., and et. al., 2015. Apparatus and methods for managing widgets in a wireless communication environment. U.S. Patent 9,110,685. Online BarrierstoEffectiveCommunication.2018.[Online]Available through<http://readytrainingonline.com/employee-management/barriers-effective- communication/>./ 8