Unit 5.5: Managing Communication Report for Training Package

This report examines communication management within an organizational context, specifically focusing on a training organization's need to update its 'Managing Workplace Communication' training package. It includes an introduction to communication, followed by an analysis of a communication audit conducted for ALDI, highlighting areas for improvement such as transparency and hierarchical structures. The report then explores various organizational communication theories, including the attraction-selection-attrition framework, contingency theory, and groupthink, and their application. A plan for improving communication within the company is proposed, along with measures for evaluating success. The report also includes a self-assessment of the author's communication skills and an application of interpersonal skill theories. Feedback from supervisors, subordinates, and friends is incorporated, along with a personal development plan. The report concludes by emphasizing the importance of effective communication for organizational performance and efficiency and provides relevant references.

Managing
Communication

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:-
 ALDI have less transparency in its communicational process which requires
improvement for enhancing organisational efficiency.
 ALDI uses hierarchical structure for communication and is required to apply flatter
organisational structure that help in simplifying management procedures. As this
hierarchical structure delays the operations of organisation.
 Communicational tools used by organisation is also not effective due to which
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
coordinated actions toward common goal. There are number of theories developed by
researchers to create an understanding about organisational communication which are as follows:
 Attraction-selection-attrition framework:- Communicational practices within an
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, ALDI must develop communication system and planning according to
psychological preference of its internal stakeholders.
 Contingency theory:- According to this theory communication system within an
organisation is depend 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.
 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
effectively and also help in achieving higher marketing success. For improving the
communication system of company, ALDI must perform following actions:
 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

 Planning workplace communication:- This action will help in determining the policies
and procedures of communication. Planning will help ALDI in improving the
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:
 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.
 Comparative analysis:- Collected information will be assessed and then comparison
should be performed between current outcome with standard result (Mueck, 2015) .
 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:
 Written communication skill:- Within an organisation most of the information are
circulated through written communication medium such as email, notices etc. 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

 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.
 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 conveying verbally. I usually fail to carry proper body language during
conversation.
3.2 Application of interpersonal skill theories
Interpersonal theories help an individual in improving its communication skills.
Following are the interpersonal skills:-
 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.
 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.
 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:
 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

 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.
 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/objective Importance Resources
required
Measurement
of success
Timescale Achieved
1 Listening skill It help in
improving the
communication
al process.
Study
material to
learn about
various
methods of
improveme
nt.
To get
feedback from
subordinate.
2-3
months
yes
2 Communication
skill
This will
assists in
motivating the
employees and
conveying the
right
information
accurately.
Debate and
seminars
help in
improving
the
communicat
ional skills.
Feedback
from
management
team.
4 months yes
3 Time
management
This help in
executing task
By
preparing
By evaluating
organisational
8 months yes
6

skill effectively and
on time.
schedule for
task and
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 and users 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
for managing communication of a dual-standby portable terminal. 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
Barriers to Effective Communication. 2018.[Online] Available
through<http://readytrainingonline.com/employee-management/barriers-effective-
communication/>./
8