The History Of The Managing Communication

Published Date: 02 Nov 2017

A communication audit is an excellent way of finding out how effective your internal and external communication really are and improving the performance of your organisation in carrying out a communication audit , Identify the objectives of the communication audit and what resources needed to carry out. Communication is when sender transmit message to the receiver with the hope that it is understood by the receiver, communication has to be effective within and outside the organisation during transition to help the management in essence of planning, organising, staffing, directing also controlling this will boost the business performance. The organisation communicates with the stakeholders, people within and outside the organisation by telephone calls, emails, media, magazine, etc. This is done in two ways;

Oral communication –this can be in formal or informal, generally the formal communication is like meetings, interviews while informal is rumour mill ,or gossip and bush telegraph.

Written communication -This can be report, agenda etc.

The use of technology-this speeds the organisation information send to clients, and other stakeholders, the use of internet or intranet to notify the client and the staff on the progress made or call for an emergency meeting. It also makes their work easy when doing a conference meeting at different location. Meanwhile It hinder the progress of the organisation activities when there is a minor fault, they might not be able to communicate which can cause delay in their programmes, for example theirs was a day when there is network failure in the internet system this cause a lot of communication breakdown for several hours.

.Scope and boundaries; The organisation comply with the rules and regulation set out by the organisation and government agencies like health and safety, also professional body e.g. ministry of environment by following the guideline in all their activities also they always abide with the code of oath on secret of information.

Communication problems-This arise occasionally due to fault in computer system or failure in internet network this happen sometime if unauthorised person used the system.

Value and culture -The organisation employed different kind of people with different background, this people with different culture, norms, and value and believe. Some are from East Asia, Africa and Europe, the culture and religions of every individual were respect in workplace like Farrell’s without discrimination.

Managing Communication in Farrell’s and Partners

INTRODUCTION

The organisation needs to get a feedback through different level in the organising since there is different level of hierarchy in the organisation. Meanwhile communication gap should be avoided in an organisation for the growth and development of the business.

Organisation communicate with the stakeholders in different ways and receiving feedback in different ways ,to have direct contact and control of the business the communication system must be easily link with the stakeholder.

Meanwhile, knowledge required must be fully fulfilled when we have full knowledge of information in the organisation. This will help us maintain accurate records.

Company performance; Terry Farrell’s and partner, the architect and town planners, has a creativity motive in designing many building project for many years which has made many city to be more populated, this skills that the architect planner bring to London and other part of Asia like China, is very enormous and hopefully it will bring more in years to come

The organisation have deep knowledge in technology that make it work together with many intellectuals and get connected over the years, as a result of this we are able to partner with some organisation in the world, the Farrell’s also have gave emphases to housing project which make the company became UK most modern principal and best for TV –am, our company which is architecture company evaluate their performance through collection of information on data basis, collection of data from formal and informal sources acquire during discussion made at every meeting in the organisation it might be board meeting or general meeting, we also gather data through research, it can be research on past journals or interview of some of our clients or community on a random base or online data base.

Moreover, my organisation also get the information from external and internal sources all this knowledge are impute into the business processes this later developed into services provided to our clients

Staff information; some data or documents are provided to member of staffs to guide them on their daily activities also to have knowledge about the company .training is also given to the staffs, this gives them information on all they have to know about the organisation and other government policies.

The code of conduct; this document is always issue to all member of staffs, which is part of employment contracts and policies of the organisation, to let the staff know that they have to keep secret all information that belong to the organisation, it’s also guide them that information can be release with the permission of the individual in charge in accordance to the organisational policies.

Product knowledge; information on how we provide good services should be known to all staff and clients using communication and other equipment’s to inform

Stakeholders, this are stated below;

Shareholder and board members-annual financial report will be print on booklet also sent on website to let the stakeholder know how the organisation is doing, also the annual general meeting can be inform through the media of written letter.

Directors and senior managers-they sent memo, letters by mail to the managers and directors to inform them on any matter or to call for an emergency meeting.

Security officers-the Farrell’s write a letter on blue print or mail to the security firm to let them, any latest development on security issue, during their general meeting.

Community -should be informed generally on activities of the organisation. Example the project that we are doing that will affect the people in the society positively sometime we write a formal notice letter to the community for them to be aware of our activities within specific period.

Communication systems; system used for communication of key information and knowledge to stake holders.

Meeting is the coming together of two or more people to achieve a common purpose it can be phone conversation, face to face, or online meeting. It can also be formal or informal discussion gathering of individuals called to deliberate on certain matters and to find lasting solution to a problems, by taking a solid decisions. When a meeting specify for a particular time, particular date, particular place also for a duration of time agreed upon by group of people with an agenda in an organisation ,meeting are divided into (a) Organisational meeting: normally a regular meeting involving stockholders and management, such as a board meeting and annual general meeting (AGM). (b) Meeting: this meeting can be on weekly, monthly it is held on regular basis wish involve management and employee such as a committee meeting, planning meeting, and sales meeting. A meeting is typically headed by a chairperson, and its deliberations are recorded in a written form called minutes. The meeting can also be an emergency meeting call very urgent to decide on matter affecting the organisation in terms of progress the matter must be urgently solved within a limited time.

Presentation; this is when people learn through showing and explaining by presenter or speaker, that will show some images on the topic presenting, also it is form of teaching the staff or audience on how to use a newly introduce gadget .this new equipment will be show on visual to the staff, on how to use it, it is done in form of lecture or welcoming speech ,the way of interacting during presentation is different from discussion at a meeting because the presenter will show some visual details to create an impression to the audience

Email; this is another system of communication in an organisation it is very fast way sending message to staff and customers on internet, the internet hub account allows the operation manager send message to the security officer either on duty or not ,we also receive our rota or time sheet through e mail. Email does not need any paying stamp or putting typed letter in an envelope, all the message will be typed on computer and sent digitally via internet. We received our rota very fast and respond fast.

Newsletter; this is a publication like magazine published on internet with interesting topic about an organisation or person ,it allows our clients or potential customers knows more about our organisation and services provided, it can be deliver electronically via email. Newsletter can be printed on paper or digital formats, it help in marketing our services, product to the world without huge capital.

Training section; training is a process whereby staff gains more knowledge or information, to reinforce or boost the existing skills, to receive more knowledge in other to achieve a specific goals or qualification. This will enable the trainee perform or have capacity to do the job effectively, it is also for upgrading skills through working. Moreover the staff will be more committed and confidents in doing his job after gaining effective training by incorporating their new ideas back to work.

Training can be offered as skill development for individuals and groups. In general, trainings involve presentation and learning of content as a means for enhancing skill development and improving workplace behaviours.

potential barriers to effective communication ;barriers is a situation whereby message from sender to receiver were disturb and make the message ineffectively the time it get to the user. They are as follows;

Physical barriers; this is when the equipment used for communication is faulty, problems with the structure of system in the office or when location of staff is not in order. Other barriers are personal conflict which may delay feedback in communication, when the receiver refuses to communicate.

Different culture; this is beliefs from our environment and experience we will discover that when a security officer moved or transfer to another state of a country it will be different in language ,tone because we have two different language or tone.

Technology; failure to get good result and not be able to use it very well if not well connect.

Impact of communication in workplace;

We must look at the workers that they came from different backgrounds and cultures with different value attitude and beliefs. Meanwhile all staffs try to tolerate each other differences when communicating especially when talking to each other verbally, also when communicating with people from other background we try to be careful in our verbal communication ,my organisation provide professional development to all workers in form of training in assisting in this process.

Value-this feature of every culture, they represent believe of people and way of life. The connection between value and culture is very hard that is interwoven. Value and culture may functions guidelines, it determine how people behave in workplace. There are different cultural diversity, I will like to say that people come from different background, citizenship and nationality.

Language- is common in culture, if there is no complex in language there will not be human culture, language is very important in our workplace, for example if a company in united kingdom have workers from a non-English speaking country in their company and they find it difficult to speak English which can affect the fast running communication in workplace or it can curse someone to be upset if he cannot get the language.

Custom- we have different type customs and cultural value also people come from different background, ancestry ,citizenship, nationality ,age and experience, the impact on the organisation is that he allows to socialise with other culture without discrimination.

Saving face- face threat in workplace, we can also refers as face safe, some people in organisation are involve in conflict but secretly they know they are wrong but they won’t admit, for example when a manager and subordinate is communicating with anger the boss will not want to listen or receive his message both will be pretend to understand each other to avoid embarrassment this affect communication in an organisation negatively.

Use of Technology; Technology is been used to benefit the work in Farrell’s and partners also can be of opposite side when using by someone who is not authorized to use it. One of the advantages of technology is that it makes communication in an organization to be access easily .The organisation a town designer company need to communicate every minutes while on duty through intercom telephone we talk to each other, this result to efficiency in our work. Technology help in collecting data easily, it also build a good connection among the staff, if there is no intercom to communicate the officers might fell reluctant in moving from one place to other in other to give information and there will be communication breakdown but with this communication devise we can pass information without stress the disadvantages of communication is when the telephone is faulty or when there is network failure, sometime if the users forget the code number this will surely affect communication system.

Policies and procedure; To achieve our aims and objective, policy and procedure must be strictly follow ,also the step that the policies go through must be follow after approval of authority, policies and procedure help the management to consider many factors when making decision ,the personal information is been treated carefully by law.

Government policies; when Legislators makes law this might affect the use of communication system, making law on computer system, or publication will affect the use of communication in terms of using computers, internet and mobile phone it also provide clear communication system and guide the process of providing bad communication services , it help to avoid misunderstanding when there is good procedure and policies.

Apply theories of organisational communication

Classical perspectives (1900-1930)

Some general assumptions

A "science" of organisation will lead to greater efficiency and production.

Organisation owners should strive to control all organisation resources.

Individuals who follow orders and work hard can improve themselves.

Scientific management (Fredrick Taylor)

One best way to complete any task.

Select personnel scientifically.

Compensate by production, not position

Bureaucracy (max Weber)

Clear ,hierarchical system of authority

Division of labour according to specification.

Selection and promotion based on technical competence

Exhaustive procedures for work performance

In order to improve the workplace communication the organisation creates a plan which is;

Holding a regular meeting- to encourage the staff to put in more effort, this can be a great way to improve workplace communication, they ensure that supervisors are accessible to the staff they manage by setting aside some "open door" time each day when they are available to staff.

Schedule regular employee reviews-.Regular reviews can be a good opportunity for supervisors and the staffs they manage to sit down and discuss issues affecting their jobs and the workplace as a whole.

RECOMMENDATION

Plan To Improve the Work Place Communication

To improve workplace communication, I will recommend that the organisation should create a plan to work out.

Hold regular meeting- regular meetings that encourage input on various issues from all staff members can be a great way to improve workplace communication, Ensure that supervisors are accessible to the staff they manage by setting aside some "open door" time each day when they are available to staff.

Schedule regular employee reviews-.Regular reviews can be a good opportunity for supervisors and the staffs they manage to sit down and discuss issues affecting their jobs and the workplace as a whole.

Identify the process flow; this happen to be the first and perhaps the most important step in measuring success of plan to improve work place communications to achieve an output.

Identify the critical activity to be measured; this is the culminating activity where it makes the most sense to locate a sensor and define an individual performance measure within a process.

Establish performance goal; all performance measures should be tied to a predefined goal or standard.

Establish performance measurement; continue to build the performance measurement system by identifying individual measures.

INTERPERSONAL COMMUNICATION; Interpersonal communication can be describe as exchange of felling, information verbally and non-verbal. Also we can classified it as the way people get in contact with one another, where different stages of relationship happen, the theories let us know why people behave the way they do or why relationship succeed or fail

Strategies: I try to know different strategy of approaching people like perceive and active approach, a perceive strategy is to observe people from a distance before approach while asking about person from others is an active approach.

Self- disclose: I tell others about myself this let people move closer to me and to understand me due to revealing of my private life.

Contribute to meeting; this is an important skill that I gain during the development training and the educational background, in my workplace as a manger this gave me privilege to contribute positively.

Body language; good in eye contact, facial expression, posture, this is very important when manager is using body language it help in communication skill.

Written communication skill- Due to my good hand written and fast in written I can communicate fast during meeting, or when sending message through mail.

Meanwhile, I gain a lot from the training given to me and my ability to use computer to communicate helps me a lot, using computer systems (including hardware and software) to programme information’s. I am not perfect in using words due to my slow in typing also sometime I cannot correct the system when there is a fault this may cause communication breakdown. If another colleague that has more skill on the use of computer is employed I may lose the position.

I want to use this medium to suggest that Terry Farrell’s and Partner should allow or sponsor me for further training on computer development, this will improve my skills.

REFEREN; http://www.ehow.com/about_6579956 _concept-effective-communication.ht ml#ixzz2B0NbG0Qh

http://www.answers.com/topic/cultural-di…

(1)hhttp://www.lincolnshire.nhs.uk/Documents/IG/IG%20handbook%20V9IG%20Team%20June%20201http:.pdfttp://www.cis.strath.ac.uk/cis/research/publications/papers/strath_cis_publication_332.pdf

http://en.wikipedia.org/wiki/Newsletter

the concept of effective communication

www.amherst.edu/offices/human_resources/training/whatistraining

: http://www.businessdictionary.com/definition/meeting.html#ixzz2Ab9pZ094.

http://www.webhostinghub.com/support/edu/everything-email/101-an-introduction-to-email/what-is-email

http://www.commsdept.com/future-of-the-contact-centre.ht