HOW CAN WE ACQUIRE EFFECTIVE COMMUNICATION IN AN ORGANIZATION?

Contributed by Lyra O. Pascual – Pilar, Bataan

It is surprising to know that according to some research on management practices, at the root of a large number of organizational problems is poor communication. Webster defines communication as “the imparting or interchange of thoughts, opinions, or information by speech, writing, or signs; a document or message imparting news, views, and information; a sending of messages and orders; activity by one that changes the behavior of another”.

According to William Butler Yeast, a famous writer, “Think like a wise man but communicate in the language of the people.”

What are some of the impacts of the lack of communication in an organization? Why employees do not communicate in the work place? How do employees within an organization communicate? How does an organization implement an effective communication plan? Where must this plan start? Does your organization grasp the importance of effective communications skills? Is organizational leadership committed to making communication happen? Why do some organizations not adapt communication policies? What are the benefits of an effective communication plan?

Management in an organization must know how to communicate, create an atmosphere for staff to communicate, be able to teach communication, and have a communication plan that is used, works, and is continued with. As Geraldine Kilbride says, “Communication is the ‘lifeblood’ of every organization. People in organizations typically spend over 75% of their time in an interpersonal situation. Communication is easier understood in the business environment when viewed as being a personal process that involves the reception and transfer of information.

Communication is a two way process of giving and receiving – understanding what has been communicated and the transfer of information from you to others. “Communication is a basic human activity” and “enables us to connect with each other” (Pihulyk, 2003, Michael Langley, 2006).

A successful business must have good interpersonal, organizational, and external levels of communication. It is not just the flow of information between people but also a process of “creating, shaping and maintaining relationships and enacting shared values, common culture, agreed goals, and means for their achievement.

Clegg (2005) pointed out that communication is critical in all aspects of life, in business and personal relations. On the other hand, Langley (2006) emphasized that without communication “our whole way of life would crumble.” How do we know if we are an effective communicator?

Langley, further said that an effective communicator is measured by “how well the listener is heard”. This means; how the person who is listening understands, responds, and acts within the time frame requested. Employees need to be able to provide feedback within an organization for the communication to be successful.

Mark Twain sums up communication nicely, “The difference between a good word and the right word is the same as the difference between a lightning bug and lightning. ”Communication, by far, has a greater impact than any other skill in any organization.

Shorter meetings, more productive time, and greater internal efficiencies take place. Goods and services time to market takes less time. Brand identity and promises are ensured and consistently represented to the marketplace. The sales and business development team is able to speak more persuasively with clients because they understand what the organizational message is, fostering stronger, more successful organizational teams, with clear roles and responsibilities; greater effectiveness with the mission, vision, and goals.

People stay in the picture, for employees are the most valuable asset of an organization. More involvement takes place, employees go above and beyond what is required by their specific position, think more outside the box, and more feedback takes place. Employee commitment increases, greater relationships are fostered between management and staff; management and subordinates and colleagues; and people within the organization.

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