Essential CommunicationCOM 425 Communication in Organizat.docx
- 1. Essential Communication COM 425: Communication in Organizations Introduction Communication is an essential process of sharing own viewpoint with speech, symbol and signs. This process usually follows both interpersonal and intrapersonal methods. Communication with more than two persons such as groups or social structures is termed as interpersonal communication. On the other hand, communication internal to the communicators termed as intrapersonal communication. Accordingly, this paper emphasize on effectiveness and efficiency of interpersonal communication within the organization i.e. Motorola Telecommunication Company. This communication method will be very influential for the organization on several edges such as changing customer opinions, business dealings, maintaining long-term relationship with the clients, as well as retaining harmony with the community through mass communication among others. (Hage, Aiken & Marrett, 1971). Correspondingly, this paper will entail a proposal for new communication structure for Motorola Telecommunication Company. Furthermore, effectiveness and implementation of five major concepts including active listening, organizational culture, conflict resolution, key principles of human communication, leadership strategies and formal and informal communication will be represented. New Communication Structure for Motorola Motorola is a well-known global telecommunication organization, which deals with innovative product and services. The organization is always on the cutting age of technology and
- 2. relentlessly concentrating on the requirements of the customers. It is equally important to identify that the business world is rapidly changing. Therefore, to maintain the sustainable growth in the market, the leaders of the Motorola need determine and develop the effective communication strategies. The development of the effective communication structure largely depends on analyzing and identifying the factors that helps to accomplish the effectiveness of the organization. Accordingly, effective communication structure will facilitate Motorola to enhance the service procedures of the organization. As a result, it will assist to achieve and maintain customer loyalties and increase the dedication of the employees (Motorola Mobility LLC., 2013). Therefore, to develop a new and effective communication structure, Motorola need to consider several concept of communication. Few relevant concept of communication are being represented below. Organizational Culture The culture of the organization and its impact on the performance are coherently related to each other. The organizational culture is the arrangement of different attributes that helps to create unique identity of the firm in the market. The attributes of the organizational culture are interpersonal trust, effective communication among staffs and higher authorities, information system, knowledge sharing, acquiring and providing feedback, rewarding as well as taking care of the employees through removing obstacles among others. Accordingly, setting clear organization culture facilitate in communicating the goals and objectives of the organization in most effective manner (Shahzad, Luqman, Khan, & Shabbir, 2012). Source: (Shahzad, Luqman, Khan, & Shabbir, 2012) In relation to enhance interpersonal trust, the senior managers and leaders of the organization are widely associated with the
- 3. organizational culture and norms, and therefore they will be taking responsibility to spread the suitable organizational cultures among the junior employees. The clarification of organizational rules and regulations among the juniors will promote employees committee members towards the organization. Accordingly, the managers of the Motorola will be communicating with the employees as much as possible to increase the interpersonal trust. Besides, acquiring and providing feedback is another most important factor of developing the organizational culture. Therefore, in relation to any product and service issues the higher authority of the Motorola will liable to arrange general meeting to take the feedback of the employees. It will be beneficial to increase the involvement of the employees’ towards the organization. Additionally, the practical knowledge of the senior leaders is significant asset for the organization to create a differentiation in the market. Besides, the senior managers will also be taking the feedback of the employees regarding the situation, because it will be helpful to increase the brainstorming capability of the employees and dedication towards the job responsibilities. In relation to organizational culture, motivating the employees through rewards and suggestions will aid the organization to increase the trust and attain unity and dedication of the employees. In this context, the human resource managers of the Motorola will have to take significant responsibility to analyze the performance of the employees and will have to provide valuable suggestion to enhance their performance. Accordingly, the HR managers of the Motorola will have to set job standard through conferring the responsibilities of the designation and the employees who will be achieving the target, the organization will be provide them rewards. This process undoubtedly will be enhance the effectiveness of the employees in terms of job quality and quantity and will be obtain a competitive advantage in the market place (Shahzad, Luqman, Khan, & Shabbir, 2012). Precisely stating establishing efficient organizational culture truly facilitates in attaining effective
- 4. communication structure. Active Listening Active listening is the process that will be beneficial for the Motorola to increase the effectiveness of the operational decisions, customer satisfactions, and group dynamism. Active listening is one of the vital factors of communication, as it is essential to understand the viewpoint of others. In relation to operational effectiveness and decision-making, communication among the employees will be beneficial to sort out the problems and develop effective strategies. Therefore, active listening among the leaders and employees of the Motorola will contribute towards increasing the operational effectiveness and customer satisfaction. To satisfy the customers, the leaders and employees of the Motorola will need improve the listening capability, as effective listening skill is most important to identify the requirements of the customers (Abel, 2012). In this context, to increase this skill the employees of the Motorola will have to focus upon certain factors. These factors are revealed below. · Analyze and evaluate the speech at the spare time · Open to accept any new ideas as well as information · Increase knowledge about the business procedures and offers · Avoid distractions to understand the ideas of the speaker · Remain calm, as anger always hinder to create a suitable atmosphere essential for proper understanding of others and developing a mutual relationship (Abel, 2012) These strategies will promote the capabilities of the employees and business leaders of the Motorola to understand the requirements of the business partners and customers along with
- 5. effective problem solving. There is a level of expectation that every customer uphold in relation to purchasing products and services. Understanding these expectations is strongly required for the better outcomes and these can attain only through active listening. Hence, to avoid the miscommunication and increase the effectiveness of services, analyzing any speech from the senders’ point of view is most important. Accordingly, the concept of active listening will facilitate in the communication of message with its true meaning as well as this concept will aid in eliminating any barriers to communication (Abel, 2012; Kreps, 2011). Conflict Resolution In relation to global business perspective, the possibility of conflict among the leaders and employees are very high due to the geographical and cultural diversity. Accordingly, Motorola is also operating its business in the several countries of the world; therefore, the organization will have to follow certain communication strategies to reduce any possibility of conflict. Initially, the managers of the Motorola will have to follow direct communication strategy with the employees. Such communication structure will reduce the risk of conflict among the employees largely. Conflict is a dynamic procedure that does not appear suddenly, but it takes some time to develop as well as passes through several stages (Spaho, 2013; Kreps, 2011). For the better understanding of the process of organizational conflict, a pictorial is given below. Source: (Spaho, 2013) The most important factor of reducing the conflict is identifying the problem. This process is very important for the intervention of the problem successfully. The following pictorial has been provided for better comprehension regarding the organizational conflict management process.
- 6. Source: (Spaho, 2013) Therefore, to reduce the conflict the leaders of Motorola will have to follow some conflict managing process, these are highlighted below. Initially the leaders of the Motorola will have to follow several negotiation tactics, such as face-to-face interaction, promise tactic, threat tactic, and persuading tactic among others. Besides, another best way of solving the conflict situation is defining a superior goal. Therefore, if any employee of the Motorola will is engaged in any conflict, the leaders of the Motorola will directly discuss with them to identify the individual goal for the conflict. Thus establishing direct communication in the organization will enable the management to effectively tackle the conflict situation (Spaho, 2013; Kreps, 2011). Leader Communication The leader communication strategies are crucial component for ensuring reliable communication structure within the organization. The effective leader communication strategies increase the loyalty of the employees as well as customers towards the organization. The leaders only can achieve the valuable advantages of loyalty through high level of effective communication. Hence, the leaders of the Motorola will have to strive to develop the innovative ways of communication. The leaders will have dedicated to find out the individual goal and capabilities of the employees. According to the employee capability, they will have to frame the communication strategies. Accordingly, leader will have to develop the organizational culture and the working environment, wherein effective communication is practiced and followed. Furthermore, clearly analyzing the organizational vision and establishing fruitful working culture will enable the leader to assist the employees to direct their efforts towards the arraignment of organizational goal (Sole, 2011; Mayfield, &
- 7. Mayfield, 2002). Hence, in this context the leaders of the Motorola will have to emphasize on few relevant factors that will be helpful for them to reduce the communication gap within the organization. Accordingly, the leaders of the organization will require to: · Take regular feedback of the employees · Provide positive feedback as much as possible · Share practical experiences of life · Solve any problem with proper solution, not only be evaluative · increase understanding capability and skills (Mayfield, & Mayfield, 2002; Sole, 2011) Formal and Informal Communication In the organization, the managers and leaders especially follow the formal communication method. Therefore, the employees are generally worried to communicate with the managers and sharing any viewpoints. In this regard, the managers of the Motorola will have to emphasize on both the method including formal as well as informal communication to increase the involvement of the employees towards the organization. Formal communication need to be practiced for the business dealings and mass communication from the higher level of management. In relation to formal communication, the managers of the Motorola will have to set specific rules and regulations wherein the employees will be liable to obey the rules for communicating with higher levels (Kreps, 2011). Along with, to develop a suitable working culture and build well relationship among the leaders and employees, the leaders in the organization also need to follow informal communication processes. This method will be helpful to acquire an assortment of suggestions for any particular problem through different level of employees. Consequently, through analyzing the
- 8. suggestions the leaders can select the best one for the organization. The researchers found that informal communication with the employees could help them to feel that they are being supported. Accordingly, top management of Motorola will have follow several technological mediate such as text messaging, e-mail, video conferencing and telephone among others (The Times 100, 2013; Sole, 2011). Conclusion The analysis of the above factors revealed that the five major concepts of the communication would be highly beneficial for the Motorola. The implementation these concepts will be helpful for increasing the efficiency of the employees and the profitability of the organization. As per new communication structure, the effective communication within the organization will be supportive for the employees to get assistance from the higher level of management. Besides, these concepts will also facilitate the employees to attain greater job satisfaction. Additionally, the implementation of the five major communication concepts in the organization will facilitate in establishing efficient relationship between the management and the employees as well as with the customers. At the same time, the determined new communication structure will facilitate in eliminating communication barriers to the largest possible extent. References Abel, M. (2012). The benefits of active listening for strategic development. Retrieved from http://voices.yahoo.com/the- benefits-active-listening-strategic-development-11317934.html Hage, J., Aiken, M., & Marrett, C.B. (1971). Organizational structure and communication. American sociological review, 36 (5), pp. 860-871. Kreps, G.L. (2011). Communication in organizations. San Diego: Bridgepoint Education Inc. Mayfield, J., & Mayfield, M. (2002). Leader communication
- 9. strategies critical paths to improving employee commitment. American business review, pp. 89-94. Motorola Mobility LLC. (2013). About Motorola. Retrieved from http://www.motorola.com/us/consumers/About_Motorola- History/About_Motorola-History,en_US,pg.html Shahzad, F., Luqman, R. A., Khan, A. R., & Shabbir, L. (2012). Impact of organizational culture on organizational performance: an overview. Interdisciplinary journal of contemporary research in business, 3(9), pp. 975-985. Spaho, K. (2013). Organizational communication and conflict management. Management, 18 (1), pp. 103-118. Sole, K. (2011). Making connections understanding interpersonal communication. United States of America: Bridgepoint Education, Inc. The Times 100. (2013). Formal and informal communications. Retrieved from http://businesscasestudies.co.uk/unison/using- effective-communications/formal-and-informal- communications.html#axzz2de0U2QDq