Communication Methods and Strategies for Organizational Success

This report delves into the multifaceted nature of communication within organizations, exploring various methods such as verbal, non-verbal, formal, informal, written, and oral communication. It emphasizes the crucial role communication plays in organizational success, highlighting its importance for departments, teams, and individuals. The report examines five different communication tools: social intranet software, private groups, ticketing or issue tracking software, blogs and videos, and discussion forums. It diagnoses communication styles, reflecting on verbal, non-verbal, active listening, and assertive perception within an organization. The analysis identifies potential issues, such as misinterpretations and secrecy, and provides insights from real-world scenarios. A literature review discusses challenges like too little or too much communication and explores the theoretical and interpersonal skills essential for effective communication. The report concludes by emphasizing the significance of communication in fostering positive relationships, boosting employee confidence, and ensuring the overall functionality of an organization.

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Executive summary
The main purpose of this assignment is to create and understand the communication in an
organization. The various methods of communication are discussed in the assignment. There are
six types of communication namely: verbal, non-verbal, formal, informal, written and oral. In an
organization communication plays an important role as no department, team or an individual
even can make a task successful without communication. Communication is important for proper
functioning of the organisation. The assignment covers introduction followed by the reflection
on the topic with literature review and a conclusion at the end.
Introduction
This assignment is all about creating and developing a deep understanding of communication
within the organization. Communication means the exchange of words, information, thoughts &
ideas in written form, or by speaking or it can be communicated through expressions, any
process of this world is incomplete if there is no communication in it. Humans can’t survive if
the communication process comes to an end (Myers, 2014). It is really necessary to talk to others
in order to make a communication successful. There are six types of communication namely:
verbal, non-verbal, formal, informal, written and oral. In an organization communication plays
an important role as no department, team or an individual even can make a task successful
without communication (Berger, 2008). Effective communication is really important in an
organization as it helps building good relationship between the superior and sub-ordinates. When
people in an organization communicate with each other, they not only build good relationships
but it also boost the confidence levels of the employee (Lienard, 2011). In this assignment we are
going to discuss the various communications style that is used in the organizations and we will
also discuss in detail about the various diagnosis tools of communication.
Diagnosis and Reflection
In an organization, there are different communication styles and patters. Some of the big firms
use different software’s for different communication purpose and while other medium or small
scale firms use other types of tools of communication. We will first discuss and diagnose 5
different types of communication tools that different industries use as per their requirements
(Rahim, 2010):
 Social Intranet Software: An Intranet is a limited or a restricted network that is mostly
used by the organizations within the firm to supply information from one table to another.
Social intranet software is required for the company as it will not only keeps the
employee’s up-to date but it will also lessen the paperwork and the important discussions

and documents will not be lost in emails (Adamgale, 2016). A social intranet not only
flows the information but it also creates an influential image of the organization amongst
its competitors. By having a central social network an organization will not save its time
but also the money, as now the employees will get all the required information from the
network created without calling someone over the phone, which will waste time and
money of the organization (Shehourse, 2013).
 Private Group: When in an organization the employees from different teams work
together, in order to make the task successful they need to communicate hundreds of
times with each other about various pros and cons of the task, which they can’t discuss by
going to each other’s cabin again and again, a private network or a chat group can help
the team to communicate without any barrier in the group (Mansdes, 2015). This tool of
communication is helpful when the team-mates are spread in different geographical
locations. This will save the money and time of the organization and every team mate
will feel highly motivated being the part of the discussion. Most of the high end
industries of the world use these private messaging apps that let their various teams to
chat and discuss about various things about the project (Khatri, 2017). Hence a private
messaging app or a group chat is another tool that is required in an organization (Chron,
2013).
 Ticketing or Issue Tracking Software: Customers of an organization when faces any
technical issue they run towards the organization to get it resolved (Melinda Therisa,
2017). Call centers of different organizations are presently there but most of the
customers are not satisfied from their services as mostly customers sometimes have
issues that can be resolved a professional only (Rosenberg, 2004). So in that case an
organization can make issue tracking software, on which the customer can file a
complaint or raise an issue and then track his/her query about that issue on that software
by logging into the company’s website (Glason, 2000).
 Blogs & Videos: In an organization, most of the employees finds regular meetings about
various tasks boring and mundane. It is a general fact that our brain attracts to visuals
60% faster than to any other thing (Mathew, 2015). So in order to make the employees
take an active part in the tasks and to make them understand different things, an
organization can use a blog or videos that holds the message from the top level to all the
sub-ordinates about different propaganda of the organization. These video messages will
help the employees to understand fully that what the top level wants from them. It is
another tool that helps effective communication in an organization (Mcdermott, 2011).
 Discussion Forums: Discussion forums are those discussion places where anyone can a
question about anything but it should be related to the basic aim of the forum. In an
organization when many new employees are recruited they hesitate to ask questions from
their superiors or even from their team-mates. So these discussion forums can help the
employees, asking different queries about different things (Carlos, 2016). This
communication tool will not only answer the queries of the newly recruited employees

but it will also betters the relationship of the organization and the newly recruited
employee (Kik, 2011).
Above are the different 5 diagnostic tools of communication that can be used by an organization
to make the process of communication between and outside the organization successful. Now if I
have to analyze my own communication style within the areas of verbal, non-verbal, active
listening and assertive perception. Then in our organization, verbal communication between the
employer and the employees takes places face to face or by sending the employees a video
message that verbally communicates the information from one end to another. Active listening
in our organization is done with the help of messages, for that we have private group chat
software within our organization that allows the employer and the employee to exchange words
in the form of messages. Sometimes the newly recruited employees feels hesitates to share their
opinions or sometimes they are afraid that they will not be listened by their superiors, so in that
case the private group voice messages help them speak and all the high end managers listens to
their queries carefully and revert back to them with appropriate answers. While in our
organization when non-verbal information has to be communicated then we use it by sending
visuals to the employees as visuals makes the brain more attentive and it catches the brain
attention 60% faster than any other source (Susan, 2015).
The 5 diagnosis tools that are explained above are no doubt the best tools an organization can use
to simplify the communication process within the organization and to elevate any hesitation
between the employee and the employer. These communication tools are till date the best and an
effective method of keeping the communication structure of the organization in form (Tracy,
2015). However even the best of the things suffers from some bad points same is in the case of
these 5 tools. When we go into the detailed process of these 5 tools, we come to know about that
these tools suffer from various loopholes. Here in this part we will address 2 issues that require
further development in order to make the organization communication successful. Below are the
2 issues that need further improvement:
 Misinterpretations of others statement: When the employees shares information’s,
idea’s, thoughts and other related things about the task or when they put in front their
point of view in the group messages or chats, then there are chances that other team
mates might misinterpret about their opinions, this may lead to issues and conflicts
between the teams (Holland, 2016).
 Secrecy: While sharing information about the tasks or the project over group messages,
the chances of leaking the confidential information about the company increases. This is
another issue that needs to be improved (Bilzard, 2000).
Meeting 1: 3 Months back, I had a meeting with the group of local interior designers that were
working as a freelancer. I told them that I need a makeover for my house, so they can work as a
team and I can pay them accordingly, one of the designer said that he loves to work alone as it
lets him concentrate on even the very little details of the project, but he won’t mind working with

others. The statement of designer started a verbal conflict between the interior designers. Here
his statement was misinterpreted by others as they had to understand his point of view as well.
Meeting 2: A few months back, I had a meeting with a chartered accountant to discuss about
various financial and monetary things. The Chartered accountant was the partner of an
organization that uses to keep an eye on the financial standings of the persons so that they can
offer them various plans to invest. After signing the agreement for the services of the CA, I
started receiving bulk of mails, calls from that organization to invest my money into different
securities. When I came to know that my CA leaked my information to the organization, I
immediately cancelled his services for breaching the agreement as he leaked my secret financial
information to a third party.
Literature Review
The two very common issues that occur in the process of communication are mentioned as under
(Pract, 2013):
 Too little communication: Too little communication is one of the most common issues
that arise while in the process of communication. It is generally seen that the high end
managers often communicates less, even if they have to convey some information to their
sub-ordinates they talk very less. This too little communication makes the sub-ordinates
feels frustrated as he is now obliged with a responsibility that he do not even know
properly because of the little communication between him and his superior (Mansdes,
2015).
 Too much communication: Where in an organization too little communication between
the employer and the employee leads to issues, there too much communication also left
the employees frustrated, as they can’t concentrate on what to do rather they are only
listening to the instructions of their superiors. Communication between the employees or
superior or sub-ordinates must always be in an adequate amount that is not less or no
more (Miller, 2015). Because any communication below or beyond the point of the
requirement will only waste the efficiency of the employees and will make them confuse
and frustrated about what they have to do.
Now in this section we will discuss the concept of theoretical and interpersonal skills of
communication. But before going in its detail we will first discuss what communication is and
we will below present a diagram of how communication works. Communication is the exchange
of words, thoughts, ideas, information between two persons i.e. a sender and a receiver
(Prozesky, 2015). The senders think of an idea to exchange it with a second party (receiver).

Below is a diagram that will help the audience to understand the process of communication
(Cohn, 2013).

So as you can see the communication process starts from the sender and ends with a feedback
that is a response from the receiver. The sender will encode the information that means he will
decide the language in which he wants to sends the message, after that he will decide the channel
that means how he wants to convey the information by using different means such as text
message, phone call, video message, face to face etc. After receiving the information the receiver
will decodes the message and as soon as he understands what the sender wants to convey, he will
send a feedback to him. Here the communication process will come to an end.
Now we will talk about, Interpersonal communication or skills are that communication that
occurs between two people i.e. a sender and a receiver. In inter-personal communication both the
persons involved in the communication are interdependent on each other as they both have some
information about each other. The interpersonal communication becomes successful when the
sender sends a message and the receiver receives it and understands the message. In
interpersonal communication people exchange their feelings, this kind of communication
generally happens between, lovers, sisters, brothers, son and father etc, but it doesn’t means that
employee and employer don’t have interpersonal communication with each other. Example of
interpersonal communication are: suppose there is a construction company that has a
construction work in its hand, as the project involves the unanimous voting of the employees,
there is one employee, who doesn’t talks to anyone, now this will affect the whole process of
voting and the construction work. Another example of interpersonal communication can be, if
there is a family, in which the head of the family doesn’t talks to others, then the other members
will not get to know about his nature and they, after a certain point will start hating the head
because he is not talking to anyone, no communication will create an invisible wall between
them that will affect their relationships and ultimately their family will fall apart (Hanlon, 2013).
Now if we talk about the theoretical skills of communication then these are, firstly the
communicator must be very polite in his tone; he must be clear and conveys concise information.
The sender should not gives a wrong information and must always waits for a feedback then only
the communication between the sender and the receiver will be considered to be successful. The
theoretical skills of communication can be learnt, but in some peoples they are inbuilt.
Action Plan
After studying in detail about the communication and its different errors that can occur which
leads to the failure of the communication, a conclusion or a action plan has been prepared that
suggests few ways of making the communication process successful. Following are the five
activities that can be performed to make the communication process successful:
 Group interactions: Group interactions will help the organization in making the bond of
superior and sub-ordinate more strong, as they will interact with each other. Group

interactions will not only hold face to face but it will also happen on video calls, so as to
include those employees, who are away from the organization for a process.
 By giving chance to lead: Every single employee in the organization wants to be a
leader and to lead some projects. It not only boosts their confidence but also gives them
the feel of superiority. When each employee will have equal chances of being the leader
they will start working effectively and efficiently and the communication between the
employers and employees will also get better as every single person world like to be a
leader.
 Speech day: Speech day can be held in every week or once a month. In this day a group
of different employees will prepare a speech on different topics or even on personal
things and they have to give a speech to their department of about at least 30 minutes.
This speech giving in front of their department will not only improve their
communication skills but also of those who are listening to the speech. As it will
improves the listening skills of the others in the department.
 Communication strategy: An organization in order to make the communication process
successful, they must prepares a communication strategy that will set up each and
everything to be communicated in a right place and the communication process will not
get haphazard.
 Feedback: No communication is successful, if it does not receive a feedback from the
receiver. So an interactive session in which all the employees will be trained not only,
how to communicate with each other but also how to send a healthy feedback to the
sender to make the communication successful.
Above are few activities that will help the organization to make their communication process
successful and if the communication in the organization is good then it will ultimately bring
good results to the organization.
There are six types of communication namely: verbal, non-verbal, formal, informal, written and
oral. In an organization communication plays an important role as no department, team or an
individual even can make a task successful without communication.
Conclusion
After studying in detail about communication in an organization a detailed and a concise
conclusion has been written here. Communication plays a pivotal role in the success of a
company. In the project above many different communication ways has been defined for an
organization so that the process of communication doesn’t stops. Even the smallest of the
activities in an organization is based upon communication, hence miss-communication can lead
to the failure and successful communication can lead to the accomplishments of the common
goals of an organization.

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