Communication is the transfer of information from one entity to another. There are various types of communication in an organization; interpersonal communication which is the exchange of information between two individuals while organizational communication is a collection of all patterns, networks, and systems that facilitate communication in an organization. Effective communication is very necessary for a manager to be successful in his role. However, effective communication is not synonymous with agreement because an agreement involves certain elements such as signatures and compromises. Effective communication is all about understanding and exchange of information and no contract is needed to make the process complete. An agreement is a contract.
Motivation is one of the key functions of communication. Managers can be able to communicate with their employees and give incentives that will encourage them to achieve their best. Another function of communication is to have proper control in an organization. Managers need to effectively communicate with their employees to ensure there is order at the work place. This involves communicating to the employees their roles, policies of each department, goals and objectives, to list but a few. Communication also facilitates interaction between the management and the employees. Besides management-employee interaction, there is also good interaction between the employees and clients. This interaction helps meet all the requirements of the clients, resulting to satisfied customers who will want to come back again. It is only through communication in an organization that the management will provide information and receive feedback, both from clients and employees to the management and vice versa.
There are six main components of the communication process. The context is what effects the communication. It can be defined as the setting, or the circumstance necessitating the communication. The sender or encoder is the person that codes and puts together the message itself. The sender determines the type of channel or medium to use and the form of the message. Another component is the message itself. It is the core component of the communication process. The medium is the means through which the message is sent. The recipient or decoder is the person who receives and decodes the sent message. They analyze and process the information as the context calls for. One they are done, they send back a feedback to the sender. The feedback is the last component of the communication process.
Managers can communicate to their employees or clients either formerly or informally. The formal method involves the use of written documents such as memos ad notices. Informal communication is usually done verbally. No written document is needed to facilitate the communication. The criteria that managers can use to determine what type of communication to use is by identifying the context of the message, and its intended purpose.
The main barrier of communication is language. The lack of a common language or official language at the workplace can make communication difficult. Communication can also be affected by physical barriers such as noise or distance. Emotions are another barrier to communication. Emotions such as anger or fear affect how we listen to those communicating to us. Stress in its own way determines how a person interprets information that has been given to them. Another barrier is lack of knowledge of the subject of communication. If the sender uses a lot of jargon and the recipient is not well conversant with the subject, effective communication will definitely not take place. Managers can overcome these barriers by using much easier language, having an official language that everyone in the organization is well conversant with. Again, the HR department should hire people who are well skilled and fit for the jobs. Having the organization located in a noise free area can help ease one of the barriers to communication. The organizational structures should also be simple to avoid confusion at the work place.
Formal communication is the use of written documents such as memos to pass on a particular message. It is mostly between the management and employees. Informal communication is the type of communication that is verbally done. It is mostly between the employees. It helps their personal satisfaction and makes interaction much easier and better.
Communication flow is the path which communication follows. It is determined by the organizational hierarchy. Communication flow can either be upward, downward, lateral, or diagonal. There are two types of grapevines; the gossip chain and the cluster chain. If not checked, this can lead to miscommunication in the organization, which is dangerous to the daily running of the organization. The only way that managers can handle the grapevine is by controlling informal communication among the employees, and reducing interactions at the workplace.
Information technology affects managerial communication by making it possible to establish internal networks at the work place. IT also makes the collection of information at the work place much easier, enhancing the performance of the managers. To an organization, technology adds value by automating most of the activities. Having automated services makes the general delivery of the organization much better and satisfying.