Bus1.

1: Communication in an Organisation

1. Analyse communications in organisations

1.1 Understand the importance of effective communications in
organisations.

Importance of effective communication in organisations

Ø Effective communication is essential for an organisation to implement the basic
functions of management such as planning, controlling, leading and organising.
Ø It helps managers to perform their jobs and responsibilities
Ø Managers of an organisation spend more time for communication, and it can be in the
form of telephonic, face to face, letters or memos with their superiors, subordinates,
colleagues, customers or suppliers (Husain, 2013)
1.1 Understand the importance of effective communications in
organisations.

Importance of effective communication in organisations summarised below:

Ø Communication promotes motivation by informing and clarifying employees about the
task to be done.
Ø Communication is a source of information to the organisational members for the
decision- making process, and it helps to find and assess alternative course actions.
Ø Communication also plays a vital role in altering individual attitudes
Ø Communication promotes motivation by informing and clarifying employees about the
task to be done.
1.1 Understand the importance of effective communications in
organisations.

Importance of effective communication in organisations summarised below:

Ø Communication is a source of information to the organisational members for the decision-
making process, and it helps to find and assess alternative course actions.
Ø Communication also plays a vital role in altering individual attitudes
Ø Today, it is impossible for any organisation to survive without communication.
Communication assists the organisation to socialize.
Ø Communication also helps in controlling process, and it assists controlling organisational
member’s behaviour in different ways (Ifeoma, Ngozi and, Scholarstica, 2015).
1.2 Identify and explain communication practices and systems that allow organisation
policy and procedures to be understood and followed; and how ideas, new initiatives
and developments can be shared.
Organisational Communication
Ø Organisational Communication is all about the communication practice in an organisation which help to
convey ideas, new initiative and, development of an organization.
Ø Promotion of new ideas, impacts of new initiative and development and communicate the goodness of
an organisation are the significant objectives of organisational communication (Ruck and Welch, 2012).

Types of Organisational Communication

Ø Formal and informal are the two channels for organisational communication.
Ø Formal communication may be horizontal and, upward or downward
Ø Informal communication is known as grapevine communication
1.2 Identify and explain communication practices and systems that allow organisation
policy and procedures to be understood and followed; and how ideas, new initiatives
and developments can be shared.
Ø An organisation may use formal and informal methods for communication (Ruck and Welch, 2012)
Ø Informal communication is related to interpersonal and horizontal communication
Ø In the modern time, informal methods have been using by any organisation to communicate accurately
Ø A Top-down approach is a formal approach
Ø The top-down approach facilitates top-level management to communicate with low level.
Ø The Top-down approach uses to apply plans, policies and, guidelines of the organization communication
(Lawson et al., 2009)
Ø The communication practices and systems of an organisation allow to understand policy and procedures
of an organisation.
Ø Misinformation is the major problem occurs while applying the Top-down approach.
1.3 Evaluate how workforce commitment to organisational change can be
achieved using different communication practices.

Communication for effective change management include

• The company should communicate frequently, consistently, and through multiple channels, including
speaking, training, writing, video, bulletin boards, focus groups, Intranets, and more about the change.
• It is the company’s responsibility to communicate the changes, as quickly as the information is available.
• People should feel involved in the change.
• True communication is a two-way exchange of information and real discussions.
• Communicate the reasons for the changes in such a way that people understand the context, the purpose,
and the need.
• Communication should be proactive.
• Leaders need to listen. Act with thoughtfulness (Heathfield, 2017).
1.3 Evaluate how workforce commitment to organisational change can be
achieved using different communication practices.
• The interactive workshops and forums in which all employees can explore the changes together will help them learn
more.
• Only answer the questions if you know the answer.
• Make leaders and change sponsors available, daily when possible, to mingle with others in the workplace.
• Provide opportunities for people to interface with each other, both formally and informally, to share thoughts about
change management.
• Publicly review the measures that are in place to chart progress in the change management and change efforts.
• Offer rewards and recognition for positive approaches and accomplishments in the changes and change management
(Heathfield, 2017).
1.4 Analyse communication barriers and weaknesses and remedies to such
problems.
Barriers of communication include:
1. Lack of clarity
2. Inconsistency
3. Not listening properly
4. Non verbal cues
5. Language differences (Ready Training, 2017).

Weakness or disadvantages of Communication in an organisation

§ Sometimes composing an email or letter may be time consuming since it involves putting a person’s
thoughts and ideas together.
§ Frequent communication among employees may lead to lack of professionalism by use of bad grammar
and punctuation.
§ Poor Communication occurs when a person inconsistently processes his thoughts into a sentence, email
or letter, which may cause more confusion to a situation.
§ Communication via email or written cannot be done immediately (Bender, 2017).
1.4 Analyse communication barriers and weaknesses and remedies to such
problems.
Remedies of communication barriers include:

1. Encourage employees to have open communication by following an open door policy. Superiors should
use active listening so that the employees know that they are free to share their thoughts.
2. Motivate the employees by supporting them during times of uncertainty or encourage their input in group
discussions.
3. Establishing clear expectation will help the employees to know how they are supposed to behave in an
organisation.
4. Team-building helps to break the communication barriers and helps to find new ways to work together.
5. Encourage knowledge sharing so that the employees don’t feel isolated.
6. Resolve Conflict Effectively (Ferguson, n.d.).
1. Analyse communications in organisations

REFERENCES

• Bender, J.F. (2017) The Disadvantages of Communication in an Organization. Available at:

https://bizfluent.com/info-10063999-disadvantages-communication-organization.html (Accessed: 11
October 2017).
• Ferguson, G. (n.d.) Ways to Break Communication Barriers Between Employees. Available at:
http://work.chron.com/ways-break-communication-barriers-between-employees-5035.html (Accessed:
11 October 2017).
• Heathfield, S.M. (2017) Communication in Change Management. Available at:
https://www.thebalance.com/communication-in-change-management-1917805 (Accessed: 11 October
2017).
• Husain, Z. (2013) Effective communication brings successful organizational change. The Business and
Management Review, 3(2), p.41
1. Analyse communications in organisations

REFERENCES

• Ifeoma, O.R., Ngozi, N.P. and Scholarstica, N.C. (2015) The Role of Ffective Communication on
Organizational Performance: A Study of Nnamdi Azikiwe University, Awka. Review of public
administration and management, 4(8), pp.131-148.
• Lawson, B., Petersen, K.J., Cousins, P.D. and Handfield, R.B. (2009) Knowledge sharing in
interorganizational product development teams: The effect of formal and informal socialization
mechanisms. Journal of Product Innovation Management, 26(2), pp.156-172.
• Ready Training (2017) Barriers to Effective Communication. Available at:
http://readytrainingonline.com/employee-management/barriers-effective-communication/ (Accessed: 11
October 2017).
• Ruck, K. and Welch, M. (2012) Valuing internal communication; management and employee
perspectives. Public Relations Review, 38(2), pp.294-302.