INTRODUCTION

In this thesis, we are to look at the depths of organizational skills and their values in
communication…………..

SECTION ONE
DEFINITION OF TERMS

1.1 Organization skills

Organizational skills are the abilities that enable one stay focused on different tasks, and use
one’s time, mental capacity, physical space, energy, strength, among others efficiently and
effectively so as to achieve the desired outcome. Some organization skills are referred to as
transferable skills
1.2 Transferable skills
Transferable skills, or “portable” skills, are the abilities you can transfer from one job to
another. The term transferable skills jointly refers to such skills as communication,
adaptability, or collaboration to name a few. These are very important when one makes a
transition from being a top government official to civilian life.
1.3 Communication
Communication is the transmission of information from one place, person or group of people
to another through a common system of symbols, signs and behavior.

SECTION TWO
CONCEPT OF ORGANIZATION SKILLS

The width of the organizational skills definition leads to a certain contradiction. On the one
hand, they’re extremely desirable by employers of all kinds. Hence, there wouldn’t be any
employer who wouldn’t want their employees to be effective and efficient.   While on the
other, it’s exceptionally hard to put a finger on what exactly they are.
Before we take a look at some examples of organizational skills, let’s get one thing straight
that some of the organizational skills are transferable. If you’re a well-organized person, you
will remain well-organized regardless of the job you’ll be doing. It's one of the soft
skills you'll bring with you to any position. And it's featured as an important employability
skill for any employer.
Strong organizational skills are important for a variety of reasons, but they all have one
common denominator: They turn you into an efficient and effective employee.
2.1 TYPES OF ORGANIZATION SKILLS
2.1.1 Internal organizational skills
Internal organizational skills are mental. They help you analyze complex issues so you
can come up with solutions. They are the skills that help you stay calm, even in the face
of pressure. 
Examples of internal organizational skills include creative thinking , strategic thinking,
etc. Oftentimes, this is where your mental fitness will come out to play. Your brain has a
wide range of skill sets that it will use in different situations. It’s important to keep your
mental fitness skills sharp to be able to lean on these skills when you need them. 
2.1.2 External organizational skills
These organizational skills have more to do with how you work with other people. They
help you keep your workspace clean and free from clutter so that it is easier to complete
your tasks. 
It’s how you set timelines for goals, how you break goals down into manageable tasks,
how you communicate, and how you collaborate with others. 
Good external organizational skills will help you play well as a team member.
Some examples of external organizational skills include prioritization, documentation,
workflow management, and teamwork

2.2 EXAMPLES OF ORGANIZATIONAL SKILLS 

2.2.1 Collaboration
Your success may depend on how effectively you can organize your collaboration with
others. Plus, it’s just as vital to identify who to collaborate with and on what projects.
2.2.2 Communication
Disorganized and hectic communication will damage your productivity. You must speak and
write in a clear manner to be sure your message is understood. This means
your communication skills and active listening skills must be up to par to achieve success in
the workplace.
2.2.3 Teamwork
Organizing work in a group of people is just as essential as selecting the right people to build
a team in the first place. If your organizational skills are up to snuff, you’ll be able to put
together a team of exceptional talents and achieve synergistic results while boosting
your leadership skills.
2.2.4 Delegation
In fact, your delegation skills are related to your teamwork skills. Well-organized individuals
know what they can do themselves, and what they need to delegate to other team members to
achieve the best results. It also shows you have a strong set of interpersonal skills.
2.2.5 Strategic thinking and planning
We can easily say that the most important part of a well-organized undertaking happens
before anything else even takes place. The ability to plan is arguably the most important
attribute of any person who claims to have strong organizational skills. 
2.2.6 Prioritization skills
Being able to give priority to your tasks is far more important than checking off items on
your to-do lists. If you can identify roadblocks ahead, break complex projects into smaller
components and assess their impact on the outcome, you’re building your project
management skills and developing strong problem-solving skills when something doesn't go
as planned.
2.2.7 Mental organizational skills
This goes far beyond being able to think in a logical and orderly way. Mental organizational
skills allow you to research and analyze situations, prepare documentation, or think
strategically among others. Thanks to your analytical skills you can adopt a methodical
approach to solving problems. Here’s a list of some of the most important mental
organizational skills: Administrative, analyzing, assessment and evaluation, attention to
detail, conceptual, creative thinking, critical thinking, decision-making, documenting,
identifying problems, research, and strategic thinking.
2.2.8 Physical organization
Being able to keep your workplace well-organized is also important. If you can’t find
necessary documents, office utilities or your computer desktop is so cluttered that you don’t
remember what your wallpaper looks like, your workflow will catch a hiccup. Here’s a look
at a couple of skills that fall into this category: Filing, office management, record keeping and
stock inventory.
2.2.9 Time management
Time management is an extremely important organizational skill. An uberskill, if you like.
The ability to perform your tasks in a timely manner, schedule, and stick to deadlines is the
Holy Grail of strong organizational skills. If you can keep yourself and your team disciplined,
your organization will benefit from you in each and every way. 
2.2.10 Work-life balance

Yes, it's definitely a vital organizational skill. Efficiency at work starts with a good night's
sleep and fresh mind. Organize your mental and physical hygiene so there's room for work
and play. Remember: all work and no play makes Jack a dull boy.

2.3 WAYS OF IMPROVING THE ORGANIZATIONAL SKILLS

This is a step by step process and it is not a one-day cultivatable attitude.
Evaluate your work procedures to know how organized you are and where to improve
Declutter and keep a tidy physical and digital workspace
Document instructions and valuable information to help you meet deadlines
Group your documents into folders for easy access
Have a personal calendar and block out deadlines for your work
Prioritize your tasks according to importance and deadlines
Spend at least 10 minutes to plan your day and schedules activities

SECTION THREE
COMMUNICATION CONCEPTS

3.1 THE PROCESS OF COMMUNICATION

Step 1: Idea Formation – The communication process begins when the sender has an idea to
be communicated.  The idea will be influenced by complex factors surrounding the sender. 
The sender must begin by clarifying the idea and purpose.  What exactly does the sender
want to achieve?  How is the message likely to be perceived?  Knowing this information
provides a higher chance of successful communication
Step 2: Message Encoding – The idea must be encoded into words, symbols, and gestures
that will convey meaning.  Because no two people interpret information in the exact same
way, the sender must be careful to choose words, symbols and gestures that are commonly
understood to reduce the chances of misunderstanding.  Therefore, a sender must be aware of
the receiver’s communication skills, attitudes, skills, experiences, and culture to ensure clear
communication.
Step 3: Message Transmission: Choosing the medium to transmit the message is the next
step in the communication process.  Messages can be transmitted in a verbal, written, or
visual manner (see Table 1).  For clear communication to occur, the medium and message
must match
Step 4: Decoding – When the message reaches the receiver, the message must be decoded
into its intended meaning.  Therefore, the receiver must translate the words, symbols, and
gestures as the sender intended. Because no two people interpret information in the exact
same way, incorrectly decoding a message can lead to misunderstanding.  Successful
decoding is more likely when the receiver creates a receptive environment and ignores
distractions.  Alert receivers strive to understand both verbal and nonverbal cues, avoid
prejudging the message, and expect to learn from the communication.
Step 5: Feedback – A vital part of the communication process is feedback.  Feedback occurs
the sender and receiver check to ensure the message was understood as intended.  Feedback is
a shared responsibility between the sender and the receiver and can be verbal or non-verbal. 
For example, the sender can elicit feedback by asking, “Do you have any questions?” The
sender can also improve the feedback process by only providing as much information as the
receiver can handle.  Receivers can encourage clear communication by providing clear,
timely, descriptive, and non-judgmental feedback.  For example, the receiver can shake
his/her head up and down to confirm “yes” I have a question.
The above can best be described by the diagram below

Message

Verbal E Non verbal

E D
Sender Speaking being e Receiver
n D
Source c c Respondents
o Writing behaving o
speaker d d Audience
I
e e

Feedback

3.2 TYPES OF COMMUNICATION

There three major types of communication, that is to say:
3.2.1 VERBAL COMMUNICATION
Verbal communication seems like the most obvious of the different types of communication.
It utilizes the spoken word, either face-to-face or remotely. Verbal communication is essential
to most interactions, but there are other nonverbal cues that help provide additional context to
the words themselves. Pairing nonverbal communication with the spoken word provides a
more nuanced message.
3.2.2 NONVERBAL CUES SPEAK VOLUMES
Nonverbal communication provides some insight into a speaker’s word choice. Sarcasm,
complacency, deception or genuineness occur within nonverbal communication. These things
are often communicated through facial expressions, hand gestures, posture and even
appearance, all of which can convey something about the speaker. For instance, a disheveled
speaker with wrinkled clothes and poor posture would communicate a lack of confidence or
expertise. A speaker with a nice suit, who stood up straight and spoke clearly, may appear
more serious or knowledgeable.
3.2.3 VISUAL COMMUNICATION
Visual types of communication include signs, maps or drawings as well as color or graphic
design. These typically reinforce verbal communication, and they help to make a point.
Visual aids can help a speaker remember important topics, give the audience something to
look at, and generally help convey the message being presented.
Other types of communication include

3.3 MEANS OF COMMUNICATION

Social Media. ...
Social Media – Direct Message (DM) ...
Instant Message (IM) ...
SMS Text Messaging. ...
Email Marketing. ...
Direct Email. ...
Blogging. ...
Voice Calling
3.4 VALUE OF COMMUNICATION
3.4.1 Integrity. Acting with strong ethics is a priority for everyone representing the
organization as well as the company’s behaviour as a whole. 
3.4.2 Honesty. It’s not just the best policy. It’s a core business practice to act in a transparent,
trustworthy manner that earns the respect of colleagues, customers, and the public. 

3.4.3 Fairness. Treating everyone with the common decency we all deserve and expect. 

3.4.4 Accountability. Accepting responsibility for your actions (and inactions) is the ultimate
way to build trust internally and externally. 

3.4.5 Promise to Customers. Creating a great customer experience begins with staying true
to the words we speak and the bonds we make. 

3.4.6 Diversity and Inclusion. Organizations succeed by bringing different lived experiences

and a range of backgrounds into a shared environment where everyone has equal
opportunity. 

3.4.7 Learning. No one has all the answers. A culture of humility and continuous learning is
a bedrock principle of successful companies. 

3.4.8 Teamwork. When people work together, they can create something greater than
themselves as individuals. 

3.4.9 Passion. Having a joy not just for the work itself but also the people around us, so that
everyone can be bold, innovative, and creative. 

3.4 10 Quality. Companies are judged by the craftsmanship of their products and services, so
the highest standards must be maintained. 

3.5 HINDERANCES OF COMMUNICATION

3.5.1 Lack of Transparency & Trust.
It is extremely difficult to communicate anything when there is a lack of transparency and
trust. For example, if your staff believes you are holding something back, they will be
anxious, some will speculate, and as a result, it will be more difficult for them to process any
attempt you make to communicate with them.
3.5.2 Poor listening skills.
Active listening is an important aspect of effective communication. You cannot engage with
someone if you are not listening to them because you will tend to make assumptions about
their needs based on your perceptions versus reality.
3.5.3 Cultural Differences & Language barriers.
It is important to understand the cultural differences in communication. But don’t just think
international as in remembering that in Japan one’s surname precedes their given name.
There can also be regional differences – for example, a northerner might not like the term
"y’all" or even understand the more comprehensive version, "all y’all." While these examples
may seem trivial, the point is that cultural differences can occur within the boundaries of the
US, and when one does not recognize cultural differences, they risk offending the other
person. It is in the offense that communication breaks down.
3.5.4 Dissatisfaction or Disinterest with One’s Job
If you are unhappy or have lost interest in your job, you are far less likely to communicate
effectively – both on the giving and receiving ends. In other words, your heart isn’t in it. This
barrier, is perhaps the most difficult to overcome because it involves changing a mindset, and
thus it typically doesn’t change until the person leaves.
3.5.5 Differences in Communication Styles
Everyone has their own communication style. Some people are very direct while others prefer
a more indirect approach. Some use detailed data, while others rely on generalities, and so
forth. Occasionally, one person is so entrenched in their way of communicating, they find it
difficult to communicate with others who rely on a different style. You might hear comments
such as, “Mary never explains what she wants me to do, she’s never specific” or “Bill gets so
caught up in the weeds, that I lose focus on the bigger picture.”

3 6 WAYS OF IMPROVING EFFECTIVE COMMUNICATION

3.6.1 Listen, listen, and listen. People want to know that they are being heard. Really listen
to what the other person is saying, instead of formulating your response. Ask for clarification
to avoid misunderstandings. At that moment, the person speaking to you should be the most
important person in your life. Another important point is to have one conversation at a time.
This means that if you are speaking to someone on the phone, do not respond to an email, or
send a text at the same time. The other person will know that she doesn’t have your undivided
attention.
3.6.2 Who you are talking to matters. It is okay to use acronyms and informal language
when you are communicating with a buddy, but if you are emailing or texting your boss,
"Hey," "TTYL" or any informal language, has no place in your message. You cannot assume
that the other person knows what the acronym means. Some acronyms have different
meanings to different people, do you want to be misunderstood? Effective communicators
target their message based on who they are speaking to, so try to keep the other person in
mind, when you are trying to get your message across.
3.6.3 Body language matters. This is important for face-to-face meetings and video
conferencing. Make sure that you appear accessible, so have open body language. This means
that you should not cross your arms. And keep eye contact so that the other person knows that
you are paying attention.
3.6.4 Check your message before you hit send. Spell and grammar checkers are lifesavers,
but they are not foolproof. Double check what you have written, to make sure that your words
are communicating the intended message.
3.6.5 Be brief, yet specific. For written and verbal communication, practice being brief yet
specific enough, that you provide enough information for the other person to understand what
you are trying to say. And if you are responding to an email, make sure that you read the
entire email before crafting your response. With enough practice, you will learn not to
ramble, or give way too much information.
3.6.6 Write things down. Take notes while you are talking to another person or when you
are in a meeting, and do not rely on your memory. Send a follow-up email to make sure that
you understand what was being said during the conversation.
3.6.7 Sometimes it's better to pick up the phone. If you find that you have a lot to say,
instead of sending an email, call the person instead. Email is great, but sometimes it is easier
to communicate what you have to say verbally.
3.6.8 Think before you speak. Always pause before you speak, not saying the first thing that
comes to mind. Take a moment and pay close attention to what you say and how you say it.
This one habit will allow you to avoid embarrassments.
3.6.9 Treat everyone equally. Do not talk down to anyone, treating everyone with respect.
Treat others as your equal.
3.6.10 Maintain a positive attitude and smile. Even when you are speaking on the phone,
smile because your positive attitude will shine through and the other person will know it.
When you smile often and exude a positive attitude, people will respond positively to you.