Communication and Efficiency

 

Communication is all that connects people, families, organizations and all the world. An organization is as good as how much its people communicate.

Communication in an organization relates to the deliberate, intentional application of physical symbol complexes, with a view to elicit specific meanings in the mind of another individual (Stewart, 2002).

It would be almost impossible to achieve maximum efficiency in any organization without having stringent monitoring procedures to ensure communication is active and practical.

Employees at different levels within an organization have something to give in relation to achieving objectives or carrying out projects in the organization. The ability to add this value by each employee becomes futile when they are not given adequate information. Some employees are not even carried along on key projects going on in the organization, this can be very demoralizing or demotivating as these employees don’t see any reason to put in their best when called to do a fraction of a full task.

Apart from providing information to employees, it is very important to do this consistently by integrating this process into the whole organization culture and system. This would enable passing all necessary information within an organization on a timely basis. Information that is received after projects are completed is as good as being useless, the common say of “medicine after death”.

Effective communication within an organization enables trust among employees in an organization. This is because it creates a light atmosphere within the organization and enhances proper definition of responsibility thereby ensuring clarity between individuals.

A study performed by Watson Wyatt found that businesses that used to communicate with their staff were likely to have lower levels of labor turnover. If an organization fails to complete a project within its original time frame it can cost them a lot of money and their reputation.

Is there a system in place for recording all types of information passed across? It might prove difficult to record verbal communication in any organization. emails, text messages and notifications can easily be referred to by individuals but verbal communication does not have that advantage meanwhile, verbal communication is a very effective method of passing information across as questions can be exchanged, things can be clarified, facial expression and body language can be read and key points can be adequately emphasized. The issue here is being able to remember all that was said and by whom it was said. This issue can be resolved by active listening which involves listening to get every key detail. Having a notepad can also improve efficiency as employee has something to fall back to.

Generally, effective communication involves feedback as one way communication would not enhance efficiency in any way. It would be good to remember this- feedback is gold.

As Jeff Daly said; ‘Two monologues do not make a dialogue’

Overall efficiency in any organization hinges on the communication culture thriving in that organization. Companies should focus on ensuring there are pointers to the importance of effective communication between employees and how efficiency depends on it.

Communication is a skill that you can learn. It’s like riding a bicycle or typing. If you’re willing to work at it, you can rapidly improve the quality of every part of your life.” – Brian Tracy

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