Marketing Material Report: Interdepartmental Communication

This report analyzes the importance of interdepartmental communication within an organization, focusing on the case of PMG Hotels and Resorts' new Flora Beach resort in Sri Lanka. It explores various forms of organizational communication, including formal, informal, downward, upward, horizontal, oral, and written communication. The report highlights the significance of effective communication principles, such as consistency, clarity, and feedback, in fostering strong interdepartmental relationships. Furthermore, it identifies common barriers to communication, including linguistic, psychological, physical, and organizational structure barriers. The report then discusses strategies to overcome these barriers, such as clarifying ideas, using appropriate language, active listening, selecting the right media, and ensuring feedback. The conclusion emphasizes the crucial role of communication in organizational success, conflict reduction, and achieving competitive advantages for the resort.

Individual Assessment
Marketing Material BC

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Developing inter- departmental cooperation...............................................................................1
Barriers of Communication.........................................................................................................3
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................6

INTRODUCTION
Communication refers to the transferring of an information from one person to another. It
is considered as one of the important part of an organisation as through this every people is able
to interact with each other which results in building a healthy relations. Moreover it enables the
company to achieve their desired objectives on time (Davis Boykins, 2014). The sharing of
information between the employees with an organisation or outside an organisation to promote
the products and services of the company is known as business communication. For conducting
this report, PMG Hotels and resort is taken which has recently opened a new resort by the name
of Flora beach in Sri Lanka. This report will study about the importance and need of inter
departmental communication. Further this also discuss about the barriers of communication and
about the strategies in order to overcome.
MAIN BODY
Developing inter- departmental cooperation
In business communication, the information is shared between different employees of an
organisation that provides a benefit to the organisation as the goals and objective can be
effectively achieved. Other than this it also shares the information outside the premises in order
to promote the products of the company. Interdepartmental communication is considered as one
of the most important concept within an organisation as it promotes best culture practice. As it
enables the easy flow of messages form one end to another (Shannon and et. al., 2015).
Organisational communication defines as the process of transmitting the message among the
individual in an organisation with an aim of achieving the common goals. There are different
kind of organisational communication in relation with Flora beach resort and are discussed
below:
On the basis of organisational structure
 Formal communication: In such type of channel, communication flows smoothly and
timely within the specified lines of the authority. Here members convey with each other
according to the structure laid by an organisation. Formal communication can be in the
several forms like telephone calls, meeting, conferences etc. There is formal flow of
communication in Flora Beach resort as this enables the standardised information which
benefits both employers as well as employees in an organisation.
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 Informal Communication: It refers to process where information flow is casual and
personal in the organisation as there is no specific structure followed. Normally the
messages which flows are inaccurate and not reliable. ]
On the basis of direction
 Downward and Upward Communication: The flow of communication from superior to
subordinates is known as downward communication. This communication is beneficial in
Flora Beach resort as through this subordinates are able to know about their
responsibilities which they need to be performed in the company (Madera, Dawson and
Neal, 2014). Where as on the other hand, in upwards communication there is a flow of
communication from subordinates to the superiors. In such type of communication, every
employees give their valuable ideas to employer so as to accomplish the goals and
objective of the company.
 Horizontal Communication: Here there is a flow of communication between the people
of same level in an organisation. Such type of communication in Flora Beach Resort will
enables people to interact with each other and also results in reducing the conflicts which
sometimes arise at the workplace.
According to the way of Expression
 Oral and Written communication: In every organisation there exist two type of
communication namely oral and written. The company adapts them according to the
situation or time. There is face to face interaction between the two individuals in the oral
communication. The medium which can be used here are face to face or with the help of
electronic mode. Where as on the other hand written communication involves graph,
pictures, diagrams etc. for transmitting the precious information (Raman and Sharma,
2015). With the help of these two communication, managers of Flora Beach resort are
able to quickly transmit their ideas or suggestions to the team members or individual that
results in increasing the productivity and profitability of an organisation.
Flora Beach Resort in order to make communication effective make use of some of the
principles of communication. With the help of these principles resort is able to develop effective
relationship between the inter department. Below mention are some of the principles of
communication:
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 Principle of consistency: This principle state that communication should always be in
accordance with policies, plans and objectives of an organisation. If the messages
conveyed are against the policies of an organisation this results in conflicts in the mind of
subordinates which results in their wrong implementation. Such situations are very
harmful for business enterprises.
 Principle of Clarity: The message which are need to be communicated by the superior
must be clearly spelt out so that it can be easily understood by each of the subordinates
(Engström and Stehn, 2016). A clear communication avoids conflicts and also result in
building good culture in an organisation.
 Principle of Feedback: It is one of the most important principle of effective
communication. In this a proper feedback is taken by the person to know whether they
are clear about the message which is transmitted by the sender.
With the effective use of principles, communication can be developed in an organisation which
results in profit maximisation and productivity of a concern.
Barriers of Communication
The communication process has many barriers. An intended communique will be
disturbed leading to misunderstanding condition as well as communication failure. It is first duty
of manager of Flora Beach resort to find out such barrier and make suitable measures in order to
overcome. There are some barriers of communication mention below:
Linguistic Barriers- Language is main barrier that limit an effective communication. In
an organisation, language is one of the most employed communication tool. At same workplace,
different staff members will have the varied linguistic skills. So, communication channels span
across Flora Beach Resort would be impacted through this.
Psychological barriers- There are different psychological and mental problems which
may be main barriers for effective communication. Some of the people have fear, depression,
speech disorders and many other issues (Malacane and Beckmeyer, 2016). These all situations
are very complex to be manage and will limit to ease communication at workplace.
Physical Barriers to Communication- They are main barriers to communication.
Mostly these are removable in easy manner in principle. This kind of barriers consists closed
doors, used faulty equipments for communication, noise etc. In context to this, physical
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separation among different staff members of Flora beach resort combines with any faulty
equipments many outcome in serve the communication issues.
Organisational Structure Barriers :In an organisation, there are several communication
methods. Each methods have their won constraints and issues which many become barriers to
communication. Most of barriers are arise due to lack of transparency and misinformation
available to staff manner.
Measures to overcome the barriers
With the help of effective communication, Flora Beach resort is able to create a healthy
environment. This results in increasing the productivity and profitability of the concern. There
are some of the ways through which barriers of communication can be minimised (Arnold and
Boggs, 2019). Some of them are mentioned below:
 Clarify the idea before communication: The transmitted information in the resort must
be very clear keeping in the mind the level of the receiver.
 Using of proper language: The leaders and managers of Flora beach resort should
always make use of simple language so that everyone is able to understand it easily.
Moreover this reduces misunderstanding in the office premises.
 Active listener: Manager of Flora beach resort along with a good speaker must also be a
good listener. As it enables to clarify the complex issues which arise during the working
in an organisation. The managers who are active listener are able to convey message
properly to the workers which creates the healthy relationship between the employers and
employees.
 Proper selection of media: The manager of Flora Beach Resort Resort in Sri Lanka must
make use of proper medium of communication. The method of communication depends
upon both situation as well as time. Accordingly message need to be convey in oral or
written form.
 Ensure proper feedback: It is very important for the manager to take proper feedback
from the receiver time to time. As this make managers clear about the message received
which results in developing a effective communication between employers and the
subordinates.
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Thus by using the above mentioned ways manager of Flora Beah Resort able to overcome
the barrier of communication. Overcoming such barriers will help the resort in gaining the
competitive advantage (Arnold and Boggs, 2019).
CONCLUSION
As per the above discussion it can be concluded that for effective running of an
organisation, communication plays a great role. As through this organisation are able to develop
a strong relations among the employers as well as employees. Furthermore it also helps the
company in reducing the conflicts and misunderstanding that arises while performing the
operations. Though some of the barriers were faced during the communication but those obstacle
can easily be overcome by the managers if look after properly.
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REFERENCES
Books and Journals
Arnold, E. C. and Boggs, K. U., 2019. Interpersonal Relationships E-Book: Professional
Communication Skills for Nurses. Saunders.
Davis Boykins, A., 2014. Core communication competencies in patient-centered care. ABNF
Journal. 25(2).
Engström, S. and Stehn, L., 2016. Barriers to client-contractor communication: implementing
process innovation in a building project in Sweden. International journal of project
organisation and management. 8(2). pp.151-171.
Madera, J. M., Dawson, M. and Neal, J.A., 2014. Managing language barriers in the workplace:
The roles of job demands and resources on turnover intentions. International Journal of
Hospitality Management. 42. pp.117-125.
Malacane, M. and Beckmeyer, J. J., 2016. A review of parent-based barriers to parent–adolescent
communication about sex and sexuality: Implications for sex and family educators.
American Journal of Sexuality Education. 11(1). pp.27-40.
Raman, M. and Sharma, S., 2015. Technical communication: Principles and practice. Oxford
University Press.
Shannon, and et.al., 2015. Beyond stigma: Barriers to discussing mental health in refugee
populations. Journal of Loss and Trauma. 20(3). pp.281-296.
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