Effective communication is crucial to the success of any company and may benefit them in a variety of ways. Communication is involved in practically every aspect of a business's activities, including product creation, customer interactions, and personnel management. Organizational communication is primarily concerned with relationship development and interaction with internal organizational members and interested external public. Businesses must have good communicators to be succesful. According to organizational communication research, organizations depend on their members' excellent communication and communication abilities to ensure performance in the business. Because communication is crucial to organizational efficiency, an institution's communication system must enhance its output. The central organization's priority is to eliminate inefficiencies via the implementation of a more robust communication infrastructure. Numerous issues impair productivity, including a lack of coordination between different levels and functions and interpersonal conflicts. I urge that the organization implement a new contact mechanism to address these concerns. Non-verbal communication, technological innovation, informal communication channels across various levels within an organization, cultural awareness, and conflict management are all critical facets of communication that contribute to institutional communication improvement. Incentives may also significantly benefit the implementation of communication techniques.
Non-Verbal Communication
Nonverbal communication is a technique for conveying information without using words. It involves gestures and facial expressions, tone of voice, timing, posture, and body location while communicating. Given the regular human interaction involved in business, understanding the principles of nonverbal communication is a considerable asset when interacting with colleagues, competitors, clients, and prospective customers. Maintaining a conscious awareness of nonverbal communication while delivering verbal communications ensures that the message is received appropriately. For effective organizational communication, non-verbal communication is always involved. Most complex information and ideas are shared during face-to-face meetings, making use of non-verbal communication very useful. Good nonverbal communication enables coworkers to develop positive business connections, while poor nonverbal communication results in workplace disagreements and other harmful disruptions. Numerous individuals develop excellent business relationships by regularly communicating positively with others via nonverbal communication.
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Nonverbal communication in business may bolster or undermine spoken words. Nonverbal cues that seem to counter what is being spoken might obstruct communication. When verbal and nonverbal communication signals work in harmony, information is more successfully delivered. Non-verbal communication constitutes a large percentage of communication in business, and understanding how to perceive the most critical elements and concepts of non-verbal interaction is essential in achieving success. Regularly, nonverbal communication manifests itself in business. For instance, Cooperating individuals often sit beside each other, while rivals generally face off. In a business meeting, legs crossed or arms folded may indicate relaxation or opposition to the given ideas. During a business meeting, maintaining eye contact with a presenter conveys interest, and a supervisor may keep eye contact more than a junior employee (Radovic & Salamzadeh, 2018). Therefore, seminars and meetings are setups that the organizational structure utilizes to integrate non-verbal communication. Tactile communication may amplify or diminish the effectiveness of business conversations. For example, a firm handshake may convey confidence. However, other physical touches, such as a lingering touch on the shoulders, might be viewed as an invasion of personal space.
Nonverbal communication is essential in business because it improves interaction with colleagues, rivals, customers, and future clients via channels other than clear word choice. Subtle messages may be sent by posture, verbal tone, and eye contact that support what is stated and demonstrate consistency and trust. According to Thunder Tech, nonverbal communication also contributes to demonstrating confidence, excitement, and professionalism via outfit selection, active listening cues, and the capacity to communicate a message (Radovic & Salamzadeh, 2018). Nonverbal communication may be instrumental in foreign business contexts, where there may be a natural apprehension regarding the correctness of intentions, information, or offers conveyed, even with the assistance of interpreters.
Cultural Awareness
Culture is a collection of values, attitudes, behaviors, and practices that a given community possesses and observes. Members of society pass on these acquired cultural signals to one another, ensuring that they become an embedded, accepted part of their culture. Cultural awareness may manifest itself in several ways, ranging from subtle acts to more apparent expressions. Being aware of societal norms and behaving following them demonstrates comprehension while also conveying respect. These little gestures may leave a lasting favorable impact and instill a sense of acceptance and comfort in the recipient. Cultural awareness helps employees overcome challenges and resolve disputes since culture influences all facets of information processing, establishes the schemata required for personality presentation, and ensures appropriate environmental stimuli response.
Modernization has expanded human mobility and enhanced interaction with individuals from other cultures in today's world. Intercultural communication, in other words, has become a prominent component of globalization. (Zamfirescu & Dumitrescu, 2015) acknowledges that "since individuals have varying cultural origins, lifestyles, educational, political, and economic circumstances, as well as interests and personalities, there are a variety of obstacles and challenges in intercultural communication." As a result, it's unsurprising to discover that individuals have encountered several challenges and roadblocks while communicating in various circumstances. Intercultural communication requires an awareness of the overall cultural values and their effect on how people view one another. Conducting multi-cultural seminars and meetings helps an organization in raising and managing cultural diversity and awareness successfully.
Ignoring culture in corporate communication may result in communication breakdowns and issues. Internal company communication may be harmed or misread when employees lack common knowledge of objectives, expectations, and procedures—understanding a culture enables organizations to foresee and overcome any obstacles or issues associated with the adoption of new policies or practices and also helps in resolving interpersonal problems that are as a result of differences in culture. For example, whereas certain company cultures thrive on interchange and interaction, others depend mainly on subtext. If new information or ideas are passed on to workers used to a more collaborative corporate culture, there could be a lack of buy-in, and the initiative may fail.
Technological Innovation And Advancement
Technology has altered the way people live and the way we conduct our everyday tasks. Communication has become very accessible and affordable, which has allowed even startups to invest in the required business communication tools. Technology's influence on the workplace is incalculable. It would be irrational to ignore how technology has altered corporate communication in the modern-day. By adopting a well-executed strategy and using technology for business communication, your firm may save money, enhance production rates, and gain a competitive advantage in the marketplace—all of which may result in increased profits and a thriving firm. This provides an environment conducive to the coexistence of readily available data, secure and immediate communications, and robust voice networks, in addition to the above procedures, Technology aids in information creation in an organization by ensuring collaboration and transfer of data and helps managers in compiling reports.
Emailing, text messaging, phone communication, videoconferencing, and document sharing are all technologies that can be completely incorporated into the way work is done, and people interact. Consumers nowadays expect and demand that a firm be well-equipped with the technology and resources necessary to satisfy their demands and handle their issues—and do it effectively (Park et al., 2017). Using workplace technological advantages allows real-time communication with others, whether by messaging app or video call on a PC, tablet, or even interactive display. Several applications are excellent for internal communication and may also be used to interact with members of the firm located in different areas. The more technology is effectively integrated into organizational communication, the lower the likelihood of communication failure. Better technological use and integration in communication help bridge the gaps in communication levels.
Businesses that have embraced strategies for utilizing technology in workplace communications are way ahead of client interactions. For example, numerous companies use bots on their Facebook page to swiftly and respond to client inquiries. In addition, video chat programs such as Google Hangouts are excellent tools for companies to communicate with overseas consumers. Finally, creating and using an excellent app is another excellent technique for building a solid customer relationship and engaging with consumers.
One of the most advantageous characteristics of technological advancements in a company is its adaptability. Apart from interacting and communicating with peers, employees may use technology to do duties such as creating presentations. Presentations are now a lot more understandable and interactive. This contributes to the audience's engagement and comprehension of the subject. Externally, technology assists in communicating more effectively with customers or potential clients by providing a better insight into their desires and requirements. Artificial Intelligence enables firms to learn more about their clients via their behavior and then advertise to them.
Contemporary corporate communication is unique in that it does not follow a single route. Previously, organizations could only delegate through email, fax, or phone call; however, communication has become conversational with methods like file sharing, feedback, and modifications that may be incorporated nearly instantaneously. By streamlining processes, making them easier to use, and improving communication both internally and externally, technology is assisting organizations in strengthening and increasing their effectiveness.
Dispute Resolution And Conflict Management
Managing communication and supporting healthy conflict resolution should be a priority for any management. Employees who have been taught conflict resolution strategies and have strong communication skills are less likely to get involved in disagreements. They are more likely to ensure that agreements between workers and management on rights, duties, and obligations are clearly understood, and they may provide advice and assistance in resolving conflicts. Positive conflict results from recognizing disagreement as a necessary component of an exemplary process (Kraut, 2013). It is a vigorous exchange of ideas—this communication aids in developing novel solutions and identifying existing solutions' flaws. The issue in resolving disagreement constructively is in establishing rules for the expression and discussion of ideas. Although conflict is unavoidable, it should be viewed as an efficient facilitator rather than an impediment. Workers in an organization should be able to identify a conflict, comprehend its essence, swiftly resolve it and serve justly in leadership.
A typical indication of conflict is the lack of communication or the inability to communicate respectfully. This is most often observed when teams are unable to conduct meaningful meetings. Typically, non-communicating meetings consist of team members sitting and listening to the supervisor speak. Often, such teams are characterized by chatter or stillness. Additionally, a lack of communication may be seen when team members do not get along and refuse to communicate. These feuds obstruct communication among teams and are harmful to organizational competitiveness, resulting in a waste of time and workforce. Communication breakdowns or disrespectful communication result in a loss of trust, another indicator of team conflict. Teams that fail to achieve targeted goals often lack the required confidence in one another as team members. When a team lacks trust, vocal or nonverbal disagreement becomes the norm and members of a team use more energy defending their positions and employment than creating what the team needs for success. When confidence in a team erodes, people develop a habit of blaming others for protecting themselves. Team members become adversaries, competing against one another rather than partners, collaborating and assisting one another in achieving a shared objective. Teams lacking trust sometimes talk about one another or engage in numerous side talks after sessions to debate competing viewpoints. This kind of action saps the team's and mission's power. For an organization to ensure a good communication structure, it must prioritize establishing processes for resolving disputes to mitigate conflict. These processes include training supervisors and managers to aid in the implementation of dispute strategies in the workplace.
Informal Lines Of Communication Among Different Levels Within The Organization
Informal communication in an organization is the casual exchange of information between employees. It is unofficial and is founded on the informal, social connections that develop in a workplace not governed by the traditional hierarchical company structure. That is why informal business contact between the CEO and an hourly employee is permitted (Colta, 2014). This form of communication is essential in the organization because it may boost employee morale and foster a sense of belonging for both workers and clients or customers.
Informal communication is about relations; if a firm fosters a culture of goodwill and connections enough, informal talks may develop unity and team building. However, one of the primary reasons informal communication is crucial for firms is that it enables workers to communicate with their bosses. It supports upward interface activity and provides effective communications in both directions. When workers are given a chance to provide informal feedback on their work experiences, it emphasizes top management to improve and fulfill their expectations. This activity increases staff morale. Informal communication is helpful because it may help overcome departmental divides and foster a feeling of community. Informal communication helps close the communication gap since most critical correspondence occurs informally, and prioritization helps avoid time loss. Informal communication is friendly and welcoming and is a wonderful indicator that someone in the organization has a friend. Informal communication benefits businesses because it helps people enjoy their jobs more, resulting in increased productivity.
Conclusion
As seen from the text, communication is an essential tool in a business organization as it forms the basis for organizational interactions. An organization with sound communication systems and structure can relate well with its customers and employees. Therefore, implementing a more robust and better communication infrastructure enables an organization to eliminate any inefficiencies. The communication enhancement can be implemented via various communication concepts, as illustrated. Enhancing non-verbal communication is one of the ways of ensuring a good communication structure. Non-verbal communication solidifies and bolsters the message being passed through verbal communication. Proper non-verbal communication ensures better interaction with other people and enhances the presentation of information, mostly during meetings. Cultural awareness, as discussed, is another communication concept that everyone within the organization should understand. Culture affects how people interact with one another in an organization and how the employees interact with the customers. Different regions require different ways of interaction. Technological advancement also helps enhance communication in an organization. The use of advanced communication systems bolsters the way communication is done in an organization. Customers in the modern era of the internet and networking expect organizations to keep up with the technology and ensure that they keep in touch and link with their clients as fast as possible while also ensuring the quality of service. An organization with suitable technological communication structures can be adaptable to any situation in the market. Another communication concept is dispute resolution. Supporting a healthy conflict resolution ensures that there are no disagreements in the workplace and that duties and obligations are well understood. Good dispute resolution enables meetings to be held cooperatively since everyone can understand and resolve disputes satisfactorily. Encouraging informal communication in an organization also helps form a culture of goodwill among the employees. When employees can communicate freely, their morale is improved, and their overall output also increases.
References
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Kraut, R. E. et al, (2013). Informal Communication in Organizations: Form, Function, and Technology. In HCI Research . Retrieved April 17, 2021, from http://kraut.hciresearch.org/sites/kraut.hciresearch.org/files/open/kraut90-InformalCommInOrgs.pdf
Myatt, M. (2012). 5 Keys of Dealing with Workplace Conflict. In Forbes . Retrieved April 17, 2021, from http://www.forbes.com/sites/mikemyatt/2012/02/22/5-keys-to-dealing-with-workplace-conflict/#7147385e15a0
Park, Y., El Sawy, O. A., & Fiss, P. (2017). The role of business intelligence and communication technologies in organizational agility: a configurational approach. Journal of the association for information systems , 18 (9), 1.
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