Excellent Communication Skills: The Key to Organizational Success

Most previous researches and experts believe that the key to success in any organization is the ability to have excellent communications skills and techniques among all the parties involved in a working setup (Quirke, 2017). The parties include employees, their leaders, and managers. For this reason, the leadership board for the organizations needs to be competent enough and have all the necessary know-how of dealing with their workers, to ensure that fundamental elements of communications are taken into consideration to maximize the output of the particular institutions.

Is your time best spent reading someone else’s essay? Get a 100% original essay FROM A CERTIFIED WRITER!

Save 25%

Similarly, employees are also required to maintain standard communication tools with fellow employees and the board of management to ensure that they mutually benefit from the set goals and objectives. However, to better understand these useful communications tools and techniques, it is first necessary to note some of the gaps that exist in the internal environments of business organizations, to make it easier for developing a strategic plan for addressing the stated gaps.

Commons Causes of Problems Involved In Internal Communications

The first mistake that all parties usually make in a working setup is an assumption. This is so common with the employees. An employee may come across a particular hint of information, but because they believe, managers are the topmost leaders and thus expect them to be knowing every other thing that is taking place in the organization. This is a wrong assumption because the staff in an organization can never know about whatever is happening at the grassroots of an organization when their primary duty is only to supervise on the ongoing responsibilities.

Secondly, the lack of bureaucracy in an organization is also a significant problem. Most institutions lack a proper and logical way of addressing issues that arise in an organization. As a result, managers and employees are normally so quick in making wrong decisions in simple situations that would rather be addressed in a more diplomatic manner between all the parties using effective and advanced decision-making theory techniques to address theory concerns.

Job discrimination is another hindrance for effective communication in an organization. This happens when some seniors disregard the presence of other junior workers in the organization. Some of the technical board managers usually ignore the ideas that their employees would otherwise assist them with. The need for equity in the treatment of every individual is thus inevitably crucial as it is a direct determinant of practical communication skills and hence, goals achievement in the work station.

Principles to Effective Internal Organizational Communications

The first principle is that; an organization must identify and confirm how beneficial, effective communication can be to any form of organization. Just like human beings have to learn and appreciate the need for taking lots of water for the benefit of healthy living, an organization must also recognize the need for effective communication, and understand the importance that it can bring in an organization (Zartman, 2019). So by communicating, and doing frequent brainstorming, some fundamental ideas which also includes errors in a strategic plan can lead to significant innovative and inventive ideas which may also extend to the attainments of business goals.

Additionally, employees, leaders, and managers should have practical communications skills, which all include listening skills, speaking skills, questioning skills, and also sharing and feedback skills. In a real sense, this is directly proportional to the ethical practices that everyone should apply whenever they are making communications. An individual addressing anyone must have respect, confidence, friendliness, be clear and concise enough so that he/she is easily understood. Likewise, the listeners are required to have good listening skills so that there are no ideological differences that may cause disagreements in an institution.

Policies to Boost Effective Internal Communications

The strategies to boost effective communication can be categorized into two significant distinctions; downward and upward communications. Downward communication is that type, wherein most situations, the managers are seen addressing issues to theory leaders, and leaders treating their employees (Bryson, 2017). The reverse of this process is referred to as the upward communications, where employees majorly take their issues to the highly ranked personnel in the same organization.

Downward Communications;

Leaders must ensure that all of their employees get a copy of strategic plans for the organization. The copy should also include visions and missions so that every employee understands the direction where the organization should be driven to.

Leaders should also ensure that any new inventions or innovations in the business are updated in a single handbook, to enable the employees enough, and ample time of reading through it carefully, this will make them understand the policies.

Face to face contact is also a critical aspect; in the process, motivational rewards to the hardworking employees should also be included. This will customarily improve the employee's morale of work and finally, lead to the success of a business.

Upward Communications;

Employees must ensure that in case of any arrival of a disgusting issue that might cause disagreement whatsoever. They should also notify the leaders in case of any project of the appearance of the innovative and inventive idea that may be put into practice to elevate the status of the organization.

Effective External Communication in an Organization

Apart from dealing with employees, holding business meetings with them, using of emails and memos, an organization can also go external by dealing with its customers, suppliers and the entire environment (Hollis, 2017).

Aspects of Effective Organizational External Communication

Persuasive

The use of effective external communications has the potential to convince customers to take different routes and decide in another way on whether to purchase a product or not. Customers are usually the building blocks of the entire business organizations. By definition, business refers to any commercial activity that involves profit at the long end. This option calls for the use of better marketing strategies that can persuade a buyer to either buy a product or visit the company's warehouse for the purchase (Hollis, 2017). If an organization is expanding in size, then it may need more employees. To be able to persuade the public, the organization may need to use a proper strategy to build its image positively.

Customer-Focused

As earlier stated, customers must remain to be the core target of any business organization. Organizations can enhance this by installing a customer care desk to help in addressing all the concerns of the customers. Customers may have questions, ideas, or complaints. Organizations must be ready to address all of these concerns for the satisfaction of their customers. There is a theory behind this concern that states "the better a company or an institution communicates with its current customers in the market, the fewer funds and time it will spend in looking for newer customers."

Build Partner Friendly Corporations

An organization can build excellent communication skills with nearby institutions. By merging, the business can also expand in its size and thus realize much more profit that when it was by itself. In forming partnerships, the employees and the leaders can borrow some other practical communication skills from their partners, especially those who have succeeded. In this aspect, borrowing and exchange of knowledge are the predominate business between the involved parties.

Listening Carefully To the Outside Views and Recommendations

Another essential aspect that an organization may consider is listening to the comments by the people in the environment. The comments may be harmful or useful, but most importantly, the organization should take the wrong responses, to adjust to the market needs and people's preferences to meet the market demand. The adverse reactions can be used as gaps in the market. This will also assist the organization in structuring for a strategic plan. Consequently, the organization can also use positive responses from its environment to maintain the organization at par with other competitors. All this can only be realized if effective communication skills are employed by the business.

An Accommodative and Coherent Communications Plan

Effective communications can help the organization to make a more accommodative plan which is inclusive of everyone within and outside the institution. In case a plan is organized by some parties only and other left out, several effects may result. The objectives and goals may not be met as a team's morale of work shall have been interfered with. A good and accommodative plan may include the following;

A clear vision and mission statements which are inspirational to every party in an organization. It determines the future of a business. During its formation, it should not be biased whatsoever to any, that an employee or a particular leader finds him/herself useless in the process of attaining the business goals and aims. The leaders should not use personal pronouns like I in setting the same. A good example of a plan is,

We fulfill dreams using the experience of motorcycles, by offering the motorcyclists and the public with various brands of motorcycles, branded product, and services found in distinct market segments of choice (Bryson, 2018).

In the above, "we are used" so that any party in the organization feels inclusive in the drive towards success achievement. Moreover, the plan should not be gender biased but should dictate gender equality. Terms like "businessman" should not be used but rather "businessperson." A good idea should also contain core values that the workers should use to manage their day to day activities. The values should be more familiar and straightforward, that it doesn't become for anyone in the organization to implement. Effective communications can also help in step 3 in plan designing "consideration of SWOT ANALYSIS." by communicating with the outsiders effectively, one can collect their views, and SWOT generally summarizes the strengths, weaknesses, opportunities, and threats in an organization. So there is a higher probability that, a company which employs effective internal and external communication techniques, can have a more robust and convincing plan that is more accommodative and attractive to both the parties involved in the company and those in the outside of the environment (Bryson, 2018).

References

Bryson, J. (2017). Effective library and information center management. Routledge. Retrieved from https://www.taylorfrancis.com/books/9781315256894

Bryson, J. M. (2018). Strategic planning for public and nonprofit organizations: A guide to strengthening and sustaining organizational achievement. John Wiley & Sons. Retrieved from https://books.google.com/books?hl=en&lr=&id=xqVFDwAAQBAJ&oi=fnd&pg=PR14&dq=good+vision+and+mission+statements+in+strategic+plan&ots=VrgjSIh8ls&sig=4hj6lvW8NMK_0H_O2Kt3DZGYwTY

Hollis, K. E. (2017). Communication policies: An instrumental case study about the role of policy in achieving effective communications in organizations (Doctoral dissertation, St. Thomas University). Retrieved from http://search.proquest.com/openview/0b7df795a0a3e1d62e667dc27027d641/1?pq-origsite=gscholar&cbl=18750&diss=y

Quirke, B. (2017). Making the connections: using internal communication to turn strategy into action. Routledge. Retrieved from https://content.taylorfrancis.com/books/download?dac=C2016-0-35914...