Communication Models for Successful Change Management in Organizations

This report delves into the critical role of communication models in effectively managing change within organizations. It begins by highlighting the importance of communication models in conveying information, ideas, and emotions, and how these models facilitate understanding and collaboration. The report then explores various communication models, including the linear model, Aristotle's model, Shannon and Weaver's model, Berlo's SMCR model, Hoveland's Persuasion Model, and the interactive model, discussing their strengths, weaknesses, and applications. It examines how Toyota utilizes these models for information dissemination and change management. Furthermore, the report analyzes how these models influence team performance, emphasizing the need for consistent, frequent, and trustworthy communication to drive employee engagement and commitment. The report also underscores the significance of feedback, two-way communication, and adapting communication strategies to foster a positive work environment and achieve organizational goals. The report concludes by emphasizing the link between effective communication plans and the success of change management initiatives.

BUSINESS MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Task 3.....................................................................................................................................1
Task 4.....................................................................................................................................5
REFERENCES..............................................................................................................................10

INTRODUCTION
Present study will discuss communication models for successfully implementing change
management in the organisation. Furthermore, it will compare traditional and modern models of
team. In addition, it will describe how team models fit with high performance work teams.
MAIN BODY
Task 3
Models of communication are important for explain the human communication process.
It helps to sending and receiving information between tow or more people. The information can
include facts, ideas, concepts, opinions, beliefs, attitudes, instruction and even emotions.
Communication models are systematic representations and helps in understanding how
communication work can be done. The purpose of communication choosing a particular model
and company foster to improve their communication, explore their business and evaluate their
situations.
Linear model of communication it is very simple and easy to understand message flow in a
straight line from sender to the receiver. There is no concept of feedback this is only the task a
receiver does here is to receive the information. Toyota also used this model for receiving and
sending information of the company. There are different types of model that follow linear model
of communication are Lasswell's model. This model is known as action model or one way
model of communication. Toyota also follow this model it is related the communicators or
sender or source of message. This model help to sender to have all the power and representations
of different groups of the organisation. This Company send their information through message
use the channel of medium or media for receiver with feedback. It is very effective process.
Manager talked easily with their employees and explaining all the work through this model. It is
very helpful for this company find out the actual problem and easily find out the right solutions
through this communications model.
The effect of this model on change management improving their organisation relationship
with other like customers, clients, different nations. Through use this model organisation focus
on work efficiency. It help to understand employees work, business changes, and help to making
new organisation polices establishing. According to this model organisation also improve their
relationship between among employees and increasing their business sale and expand their
business through communication. The success of organisational change lies in the reactions of
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those people who have emotions, feeling and personal connection. So communicating the
change , the goal and giving many benefits of change and the roles of staff are expected to lay in
that change become critical, because it is the key to success during time of change, and manager
also play a important roles in linear communication.
Aristotle model of communication Toyota used this model foe delivering their speech in a
manner that the listeners convinced with their favour , or in other word respond in same manner
the speaker wanted to. This model is very effective for this organisation according to this model
the speaker play a vital role in communication. For example this company manager take
complete charge of the communication. Firstly top management prepare a content they express
their thoughts, ideas in words very carefully with an objective of influencing the other team
member it is necessary for the team listen carefully and do work accordingly top manager
decision. The speaker of this firm must be very careful about their selection of words and content
in this model of communication. They should understand their target and prepare their speech.
Making eye contact with their employees is again a must to create an impact among their
listeners. This industry maintain their relationship with different countries peoples, customers
and other competitors in market through this communication model. With out clarity of thought
no any employees maintain their relation build-up whole team. So communication is very
important part of every business.
The Aristotle model of communication is the widely and the most common model of
information where sender send the details or message to the receivers to influence them and
made them act accordantly. This model is the golden rule to excel in public speaking, seminar,
lectures where the sender makes some main point to clear. According to this model company
change their management system like business process , system , organisation structure and
changes in employees job roles. This model help to improve Toyota company management
working system. It is very help to improving their communication process. Through this model
they easily communicate with their employees and helps to increasing the sale of the firm
through effective communicate. This model can change giving a motivation to their worker and
help identified to specific problems or coming opportunities the their business. This model
help to improve employees skills, knowledge and communication process. If any organisation
use these model , company earn more profit and establish their connect lot of nations through
effective communication model.
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The ultimate goal of change management is to drive the business result and outcome bt
engaging employees and inspiring their effective compunction of a new way of working.
Through these model change employees behaviours they work in doing proper manner with new
innovative ideas. The whole system of Toyota organisation support their team in making
transition through Aristotle model of communication. They develop change management
strategy and business plan and an integral part of enabling project success while using this
model. They raise their funds and providing accurate information through this model. They
directly communicate with their employees and they hear their business problem and solve all
the problems. The most effective practice this organisational change management is effective
communication plan, and executions of the communication plans. This model help to giving a
direction of the Toyota company employees. It is necessary for people need to be bale to explore
what this change mean for them, personally and they easily understand how their roles will be
changing in company. It is extremely important for employees are exploring their new reality on
and learning possible new skills, increasing their business productivity.
Aristotle model play an important role in Toyota corporation. Leader must prepare their
speech and analysis giving a important details in front of other team member and they build
their speech for different audience on different time .These model of communication is very
useful for every organisation and giving a time to time real encourage and motivate employees
with positive information about the company and these model help the organisation reach its
goals. With help of these model employee work in efficient manner and giving a best result to
the firm. Top management must be very careful about their words and content of their models of
communication. They main their eyes contact with their whole staff member and understand
their people need requirements. Toyota concrete on these model they provide better services to
their customer.
Communication models have greater effect in management change on both team and
organisation. It includes representing methods which gives the complete idea, representing
objectives which means it gives the purpose for which the message is sent, determining success
of communication in which models help to check the efficiency. They basically help in decision
making.
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For the effective change in management the communication must be consistent, frequent through
various sources including speaking, writing, etc. Communication is must when the new
information is available. A leader must develop trust within employees so they can directly
communicate without any hesitation (Lederer and Heider, 2016). Management must give enough
time for people to clarify doubts, ask questions, interact properly. The basic purpose of change
management is to create Awareness, Understanding, Acceptance, Commitment (Warrick, 2016)
When people involve themselves totally, it means they are committed to work. So the
leader has to create this type of ambience to make people understand the worth of change
themselves. To make them getting into one to one conversation with leaders for letting the
change happen. Leaders need to listen to people to get them into good communication. Changing
day to day activities of people will grow their interest in every field and this will be beneficial for
the organisation (Koerner and Schoop, 2014).
Shannon and Weaver's model
It is basically the simplest model which contains sender, encoder, channel, decoder,
receiver, noise.
Information created by sender goes from sender via encoder and decoder to receiver with the
physical disturbances that comes in between. When the message is received, receiver sends the
feedback.This is a type of non linear communication in which identity of sender and receiver is
not clear (Chen, 2014).
So it has great effect on team and organisation. It contains noise option which is very
helpful. If the noise disturbance is removed the communication gets better and then it is the
simplest source of communication. Communication is always better when it is two way and this
a two way communication model and in an organisation communication is must. So it helps the
organisation to develop by better communication power and good skills .Same applies with
management-employee communication (Assadi and et.al., 2016). If they connect with each and
id their work is appreciated then team can work with full energy and motivation. If interpersonal
communication is needed then this model is used (Kumar and Bhatia, 2014).
Berlo's SMCR Model
It as the name says contains Sender, message, channel and receiver. Sender is one who
generate message and send it to receiver. The channel is the medium through which sender sends
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message and receiver receives. In this sender and receiver both have their own factors on the
basis of which they act like knowledge, attitude, culture, skills, etc.
But somewhere it is less efficient than Shannon's model because it has no option for noise
disturbance so in case there is any congestion in noise this model has no option and the message
remains unsent (Chude-Okonkwo, Malekian and Maharaj, 2016). And there is no
acknowledgement(feedback) from receiver which means sender wont get to know if the receiver
got the full message. So this not a two way communication. The receiver is not valued in this
type of model because two way interaction is not there.Berlo tried that both the side should be on
same level .the receiver must understand what speaker is saying but he failed to do so. And it
remained one sided. And in an organisation or team a two way communication is needed. It is
mostly used in as individual work performance (Koerner and Schoop, 2014).
Hoveland’s Persuasion Model
This model contains sender ,receiver,message and response. The sender create message sends it
to receiver(audience) who remain in same place and can return the feedback. This is a two way
business communication model which includes no interference of receiver other than just a
feedback. So this type of model is basically used in organisations or team where everyone have
to listen to manager and can return a feedback and nothing more than that (Lederer and Heider,
2016).
Interactive Model of communication
It contains source(sender) who encodes the message and send it to receiver who decodes
the message and again sends another encoded message(feedback), which is then received and
decoded by source. In this way both sender and receiver acts as encoder and decoder and vice-
versa while sending/receiving messages. It sounds more complex than it is but very useful.
Schramm's model is a type of interactive model (Assadi and et.al., 2016).
So it is useful in organisation as the sender and receiver both are equally valued. Feedback
is a new process here. It can be used for new media. If anyone (sender /receiver) does not
respond, there is no boundation. This type of communication is called circular communication
which gives opportunity to both side. This is useful because both remains active to complete
their respective functions. Sometimes feedback can be slow as it depends on the medium which
is used to send message. e.g. a telephone call or an email (Chen, 2014).
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Task 4
Team performance plays significant role in the success of business organizations. Each
firm focus on effective team performance so that it can accomplish its objectives. Team working
is the central methodology of each business unit that helps the firms in managing their business
well and raising performance of the company (Kumar and Bhatia, 2014). There are various kinds
of models that are implemented by the firms in order to improve performance of team members.
Traditionally companies were taking support of traditional model of team. This is the conceptual
framework in which boss or the owner of the firm allot responsibility to all employees. All
people are responsible to perform their work in effective manner as per the guidelines provided
by higher authorities to them. Boss share vision or mission of the firm with the team members so
that they can understand effectiveness of working in team. This traditional model of team helps
the organization in accomplishing its goal in effective manner (Bertolotti and et.al., 2015).
Traditional models explains that higher authorities have rights to make any kind of decision in
the team. It is essential for the workers that to follow their instructions and manage work as per
the indication of higher authorities.
The higher authorities have power to allot leadership role to the other team members. But
this decision is much more depended upon the ability of individual whether person is capable to
fulfil responsibility of leader or not. Business owner evaluate performance of the person and
accordingly make decision to promote employees. Team spirit model is another theory of team
working. This explains that managers build a group of team members, they all work together for
one higher authority. Boss motivate them by giving reward and recognition and all people feel
happy in the organization (6 Different Team Effectiveness Models to Understand Your Team
Better, 2016). But this models does not believe in sharing of views with each others. It emphases
on working as per the direction of higher authorities.
Now modern models of team working have come into existence. GRPI model of team
effectiveness was introduced by Rubin, Plovnick and Fry. It has several phases goal, role,
procedure and interpersonal relationships (Team Models - Different types of teams, 2018). It
explains that all people can work in an effective manner when managers set clear goal and
communicate objective of business unit effectively with each others. Once goal has been set then
managers has to allocate responsibility to all team members. In order to allocate responsibility to
all team members it is essential for the individual that to identify their capabilities and then give
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them duties. If individual is given duties on the bases of their role then it helps the organization
in performing well in organization (Kumar and Bhatia, 2014). Next phase of team performance is
clear decision making. They have to manage work well and have to make effective decisions.
Once decision has been taken then managers have to develop strong relationship with employees.
They have to communicate with each workers effectively and have to develop their trust. This
raise confidence of team members and they become able to work in the organization in effective
manner. This is modern model of team working that helps organization in managing team and
raising their performance as well (Bertolotti and et.al., 2015).
The Katzenbach and Smith model is another theoretical concept of team working. This
explains that there are many factors that need to be considered by the manager in order to raise
performance of team members. Commitment is the main elements, manager has to enhance
commitment of employees towards their work. When they put their hard efforts to raise their
working qualities then they will be able to contribute well in achieving goal of business unit.
Another factor that contributes in team performance is skills of individuals. Team members need
to have required skills (6 Different Team Effectiveness Models to Understand Your Team Better,
2016). This helps them in performing ell in the workplace. Accountability is another element of
this model which ensure that each person perform their duties well. Individual is accountable for
their performance.
There is huge difference between traditional and modern models of team. Both these
theories work in the new direction. In the traditional models higher authorities direct team
members to perform the work. In such theories team members do not have power to take their
decisions. They have to follow instructions of the higher authorities or the boss. On other hand
modern approaches of team concentrate on providing power to team members and developing
interpersonal relationship among all employees (Team Models - Different types of teams, 2018).
It explains that if all the workers coordinate with each others well then it will be beneficial for
the corporation to develops communication between team members. By this confusion get
minimized and working performance of each employees get improved soon. Traditional models
do not focus on team bondings, they emphases on achieving goal of the company by following
instructions of the higher authorities. But modern models emphases on developing team
performance by enhancing interpersonal relationship among all team members (Bertolotti and
et.al., 2015).
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The major difference between traditional and modern models of team is decision making
power. Traditionally companies do not involve people in decision making process. They just
circulate instructions which team members have to follow and have to work according to these
guidelines but when it comes to modern approaches then managers give power to employees and
involve them in decision making process. They have rights to share their views and managers
implements their ideas in order to improve work based performance (Kumar and Bhatia, 2014).
This is the great way through which entity becomes able to retain its skilled staff members in
organization for longer duration and gaining their trust as well.
A team is more than a group of people who work together. These are the group of people
who are indulged in sharing a common vision, metrics and goals so as to fulfil the requirements
of the organization. They also collaborate with a common perspective which are ultimately
accountable to achieve effective results. The main characteristics of high performance team have
solid trust in each other and feel free to express their ideas that can help them in initiating high
performance working. Since, they all work for a common objective, they are quite clear
regarding their job responsibilities which can help them in achieving their tasks (Katzenbach and
Smith, 2015). They tend to cooperate cross functionally with clear definition of all their works
and procedures to be carried out by them. Further, they also help each other in managing
conflicting and making appropriate decision that can help them in initiating growth.
Applying Katzenbach and Smith model, the teams are committed enough to perform heir
functions in such a manner that they can achieve a common goal with the help of initiated
common approach through it. The model is generally fir to the small group of people who work
as a team with the commitment of achieving the main objectives, for which the team was
actually formed. High performance teams adopting for Katzenbach and Smith model have deeper
sense of purpose and have relatively ambitious goals in comparison to that of other ordinary
teams. Since, they are mutually accountable, their skills can be interchangeably used to perform
other tasks as well (DuBois and et.al., 2015).
GRPI model helps in skilfully combining the attributes so that each players direction and
approach can be understood and responsibilities can be shared according to it. Establishment of
roles and procedures helps in clearly defining their job responsibilities in such a manner that
effective team can be formed and initiate profitable outputs out of it. Hence, it can be stated that
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the four main factors of GRPI models must be clearly specified, which are, goals, roles, process
and interpersonal relationships (Schalock and Verdugo, 2012).
Since Traditional model of team focuses on output rather how the teams are actually
formed. In this scenario, strategic management is quite required. It helps in ensuring that right
kind of candidate is put in right job rather then ensuring that whether their can be any
interpersonal relationship build between the personnel or not. In this scenario, it becomes
important to ensure that ultimate output of the organization is effectively achieved (Warrick,
2016). However, the environment is moulded in such a manner that the ultimate goals can
effectively be achieved. It helps in developing high performance team as they are put in the team
only based upon their attributes and strength that whether they will be able to achieve a particular
task or not. Further, due to stability and security of the members, they are able to produce
maximum possible outputs out of the resources they are made available to conduct their task
(Owens, Johnson and Mitchell, 2013).
Team spirit models are basically a part of team building models which as the name
defines focus on building their teams stronger especially when it comes to organizational
benefits. Teams are main part of organisation or can say a better and efficient organisation. If the
team is appropriately directed then every individual will put their effort together in a common
goal and create a better combination of sight and vision. They will also learn to be happy with
each other .
A model in which whole group of people works under one head. Though everyone is
going their own way smoothly and comfortably but the head only takes the decision without any
other authority. Everything seems to be going well whether it is or not in real . But externally it
seems fine .That what is called as team spirit models.
This kind of model plays a very important role in making a high performance team in
organisation because they work with unity and with full management. They communicate with
each other, help each other and complete their tasks on time or even earlier and continuous high
results of performance gives the company better profits. So it is very helpful.
CONCLUSION
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