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INFORMATION AND COMMUNICATIONS UNIVERSITY SCHOOL OF BUSINESS Communication Skills An assignment submitted in partial fulfillment of the requirements for the BA Degree in Business Administration Assignment No. Two Student details: Miriam Nyangu Kavimba SIN: 1607559216 Question. : Explain the Benefits of Effective Communication practices in any Organization Lecturer’s Name: Mrs. Merit Katotobwe Year: First Communication is the ability to convey information to another effectively and efficiently. Business managers with good verbal, non-verbal and written communication skills help facilitate the sharing of information between people within a company for its commercial benefit. www.businessdictionary.com/definition/communication-skills.html Benefit is defined by www.dictionary.com/browse/ as something that is advantageous or good. Communication is a very important part of working in the business environment. Managers must be able to communicate with employees and employees must be able to communicate with managers in order to have a profitable business. This paper will try to answer the benefits of effective communication practices in any organisation, from the research conducted from various sources. We will begin by identifying the effective communication practices and then summing up with the benefits of effective communication practices. As the leaders of organizations, CEOs are expected to effectively communicate with their stakeholders, customers and employees. Always being in the spotlight, however, requires a certain communicative skill set. You have to ensure that employees are happy and that everyone feels like they're in the loop on key company happenings too. In essence, it is the job of the CEO/manager to set the tone for the entire organization. Every successful CEO makes a special effort to get to know his or her team as individuals (socializing). Get into the practice of walking around your office or engaging in informal chats. Show interest in the constituents' (can include employees, partners and customers) lives and be willing to share some details about yourself. The lower your pedestal, the more employees will rally behind you. Levit, A. According to Rob Fulton, he encourages communicators to Emphasize the key points through repetition. He claims that he has been in so many banquet halls listening to some of the greatest leaders in their industries today share about their approach, and what they say is brilliant but consistently have difficulty with remembering their key points, so it is important to repeat key bullet points for emphasis so that no part of the argument is lost,in order for effective communication to take place. It is also important to keep a good sense of humor when communicating as laughter helps people to loosen up mood and help to clearly convey the tone of your message. Great communication is active listening. The best communicators are also the best listeners. By listening, you show respect to the person with whom you are speaking and you also hear and understand their point of view. You can then articulate a response that is meaningful. Respond timely, being responsive to everyone, whether an employee, client or prospect client will not go unrewarded. Answer all question and return call as fast as possible regardless of who it is. Jonathan Long, Market Domination Media Everyone is always watching you and you should be prepared in everything you do. Using analogies (similarities) is an easy tool for great communication: they instantaneously put everyone on the same page and can help resolve conflict. One person's vision of "large" may be different than another. By using clarifying questions and an analogy you can pinpoint (e.g. "Do you mean large like an elephant or like a large FedEx envelope?"), you'll know everyone is envisioning the same end goal.-Kim Kaupe, ZinePak As a leader of an organization, you need to adapt oftentimes. You have a clear picture of where you want to be, how you want to get there and what steps are needed to achieve your goals. When communicating with others, you have to keep in mind that sometimes you have to adapt to the situation, especially if it isn't one that you are pleased with. As an effective communicator, you need to be present for the people you are interacting with. Give them you attention. Your presence is the greatest gift you can give to your audience, eliminate destructions and give them all of your attention. This opens up a channel for energy to flow and for people to feel heard and appreciated. Use language that's distinctly yours and let your own values come through when you're communicating in your capacity as CEO. Definitely be professional, but don't make your communication overly specific to a corporate environment; you won't come across as real. People respect authenticity and they're much more willing to follow real leaders, --Jared Brown, Hubstaff Whatever communication is going on, write down the outcome, it be a phone call or in person. This is very valuable and is an important aspect of effective communication. Benefits for this is that you have a written record because memories are so unrealiable. --Brian David Crane, Caller Smart Inc. Effective communicators have a way of disarming their audience in order to put them at ease. Ever notice President Obama's use of the word "folks" instead of "people," or how he intersperses his speeches with the phrase, "you know?"--Andrew Schrage, Money Crashers Personal Finance Every employee has different styles of learning, so make sure to communicate in different styles. Customize your communication style for each employee. Some people like to be walked through steps in order to learn something and some people would rather do it on their own. It is all about finding out each person's style, and tailoring your communication to match theirs. Rather than making assumptions or misinterpreting what a client or team member is thinking, ask. Especially when it comes to more complex scenarios, or when there's a potential disagreement. Perspective talking and confirmation leads to better and more direct communication. This will avoid any misunderstandings. Effective communication in the workplace is a work in progress. Every company and business always has room for improvement with its communication. A communication specialist can perform an assessment and provide an objective look at how effective the company's communication is. The purpose of effective communication in the workplace is to provide clear objectives, tools to accomplish those objectives and an action plan to follow. Providing clear direction increases employee satisfaction, which has a direct impact on customer satisfaction, according to morebusinesss.com. It also creates a strong corporate culture where employees trust leadership and feel like they have a voice, according to Alliance Training and Consulting. For example, if leadership effectively communicates with employees certain goals and expectations, the employees will be able to accomplish the goals with a sense of completion. Effective communication in the workplace provides purpose and reward when the purpose is fulfilled. Any workplace thrives with effective communication. Effective communication empowers employees and provides clear direction and feedback agents for employees to express their thoughts, suggestions and concerns. The Wisconsin Business Alumni website states that all business involves people and people need communication to stay informed and satisfied. It also states that communication is one of the most important aspects of management. Effective communication benefits the business expansion. With global business transactions continually increasing, the need for effective communication to meet global demands is also increasing. Managers and employees must know how to effectively communicate with the company's international counterparts. The difference in cultures requires managers to understand terms commonly used in America that another culture finds offensive. Companies that prepare workers to excel with verbal and nonverbal communications skills find it easier to enter into global marketplaces than companies that do not prepare its employees. Effective communication is important for businesses looking to expand beyond its domestic borders. Effective communication in the workplace helps employees and managers form highly efficient teams (Team Building). Employees are able to trust each other and management. Effective communication reduces unnecessary competition within departments and helps employees work together harmoniously. The result of a team that works together is high productivity, integrity and responsibility. Employees know their roles on the team and know they are valued. Managers are able to correct employees' mistakes without creating a hostile work environment. A manager who openly communicates with his subordinates can foster positive relationships that benefit the company as a whole. The other benefit of effective communication is that it promotes an improvement in employee morale. Although pay is a concern for many workers, it is not their only concern. Employees appreciate good communication coming from management. It produces a healthy work environment. When employees are satisfied with their jobs, they are able to efficiently perform their duties with a positive attitude. Failing to communicate effectively in a workplace leads to frustration and confusion among employees. However, managers can alleviate such problems by keeping the lines of communication open. References Alexandra Levit – They don’t Teach Corporate in College 3rd Edition Andrew Thomas www.businessdictionary.com/definition/communication-skills.html Jonathan Long - Market Dominion Media Nicole Papa. www.academia.edu www.smallbuisnes.com Jonathan Long -Market Dominion Media