Effective Communication For Managers †MyAssignmenthelp.com

Question: Discuss about the Effective Communication For Managers. Answer: Introduction In the present day scenario, it is important for the managers to inculcate several important managerial skills within him. It is only after he has started practicing the skill that he can implement it within his employees as well. There are many important qualities that manager must inculcate within himself-they are critical thinking, planning, coordinating, cooperating, following up, determined and also communication. Communication happens to be the most essential and basic managerial skill. Communication is the very key to management. If the communication does not take place freely and from both the ends then the entire process of communication remains incomplete. Effective communication is indeed a very useful tool. Being a manager, it must be his utmost priority to effectively communicate with all his employees. This will make the employees very free within the office environment (Shen Austin 2017). Theoretical concepts The ability of the manager to successfully communicate with their superiors, colleagues and other employees are important irrespective of the industry one works in (Austin et al., 2013). However, communication skills are very important for any manager to ensure their success (Dozier, Grunig Grunig, 2013). Thus, the top 10 communication skills that can help the managers to understand the present job market is as follows- Listening- to be a good communicator it is important to be a good listener first. Managers who are good listeners are always preferred more by others as they will listen to others as well. Thus, active listening skill plays an important role for the managers where they pay close attention to what the other person has to say. Non-verbal communication- body language, eye contact, hand gesture and the voice tone all pay an essential role in what an individual is trying to deliver. Thus, for a manager the tone should be relaxed, friendly and open stance where the other employees must feel that he is approachable and these non-verbal communication elements will influence others to express openly in front of the manager (Burgoon, Guerrero Floyd, 2016). Clarity and concision- a manager who are good communicators never say too little or way too much while communicating rather they just say as much as they need to. The best possible way is to convey messages in little words as possible. Clear and direct messages are important from the manager's side to be it on phone, in person or through emails. Friendliness- managers who have a friendly tone, personal questions or may be simply a smiling face can greatly encourage their coworkers to attract them in open and honest communication with their managers. Confidence- while interacting with the employees, managers must be confident while they are interacting with others. Thus, confidence in the managers makes the co-workers feel that the manager believes and will follow what he believes. Confidence is reflected through the managers eye contact while taking, firm and friendly tone (Davidson Stevens, 2012). Empathy- managers need to understand and respect the point of view of the employer, the co-worker or the followers. Thus, listening to others and respecting their point of view is important on the managers part. Open-mindedness- for a manager it is very important to have a flexible and open mind to be a good communicator. Thus, managers must be open to listening and honest when they are conversing with others. Respect- managers must show respect to other employees as well as to their ideas. To show respect managers should take the name of the worker, make eye contact while conversing and listen actively while conversing. Feedback- managers must have the skill so that they can properly give and take feedback from others. Feedback, however, is an important skill area for the managers. Managers, as well as the supervisors, should repeatedly search for different ways in which they can provide their co-workers with feedbacks that are constructive. Picking the right medium- the most important thing in communication by the managers is to have the knowledge where they can use the correct form of communication in the correct situation. There are few communication theories which can help the managers and the organization determine their culture of the organization. Thus, there are following four theories of communication- Critical theory- according to this theory the communication takes on the role where it can settle conflicts, avert problems between a set of individuals, motivating the employees so that they can do more and lastly, imparting direction that will unite the workforce under one goal (Baynes, 2013). Information theory- this theory mainly deals with the way information proceeds with as little mistake possible. Here communication mainly focuses on the massages so that they can be mended so that it cannot be modified. It, however, confirms the accuracy of the communication. Moreover, one can hold the recipient of the message as more responsible than the sender who is responsible for the final statement of the communication. Post-positive theory- this theory puts attention on messages intended to keep employees obeying the rules and then smoothly working altogether. The post-positive theory basically thinks that order is a natural condition in any company. Groupware theory- as technology advances there are high chances where old lines of the communication may get modified. Thus, staffs can communicate via computers, mobiles, and other technologically advanced devices so that the information's are spread in organizations ahead of the desire of the management. However, there can be situations where information's that are positive can also flow from one department to the other before themanagement can notify the stakeholders of the modifications in any policy or in any initiative (Leonardi, 2014). Implications of communication in effective management practices Communication is the main element to succeed as a human resource management (HRM) or as a manager. In HR communication has an effective part to play because HRM is solely based on the effective communication practices. However, an effective communication is the essential element for human resource leaders. However, communication must be in sync along with the managers; managers with its employees so that it can support the internal as well as the external service to the customers, manage alterations within the company and build the unity of the HR department (Bratton Gold, 2012). Thus, the benefits that the manager can bestow in the organization through practicing effective communication are as follows- Intradepartmental communication- this point says that HR managers must learn themselves to productively communicate with the companys workforce. However, they are also bounded to strengthen the lines of communication among the HR leaderships and HR staffs. When the communication is done through an HR manager effectively with their employees then they together portray as a team with a steady mission that can begin HRs integrity throughout the company (Gondal Shahbaz, 2012). Strategic Direction- the HR managers who are among the high-level ones usually communicate with the topmost managers. In a company that utilizes the HR department leadership as a guide to creating a productive and attentive workforce, the HR managers manifest partnerships with the topmost leaders so that they can develop the organization's strategic direction. However, if there is an inability in the communication with the executives then HR risks them as not becoming a member of the team who will be responsible for defining the company's strategic growth and functional applications of their strategic plan. Functional implementations- the expertise of an HR manager is frequently demonstrated via communicating their knowledge of their job along with their best practices and their professional vision for the department and the company all over. The benefit of effective communication is that the functional application is suitable for the strategic direction of the organization and that the HR employees evidently understand how to proceed forward under the guidance of HR manager. Effective leadership- effective communication benefits the leadership of the HR manager. HR managers those who are competent of empowering the administrators and managers in the areas like the first responders for staffs relations matters, alleviate HR employees to handle many of the routine problems that appear within the department itself. However, HR expands and delivers leadership training as well. Communication benefits risk management- apart from the above-mentioned benefits there are other benefits and they are that HR leaders minimize the organization's liability for inequitable employee practices. Communicating the company's policy on equal staff opportunities and justifying decisions of the employees with appropriate documentation is also another feature or benefit for effective communication within the organization. However, communicating the policies of the company to its various departmental employees so that they understand the organization's commitment towards fair and equal treatment, despite their sex, race, religion, and disability (Hopkin, 2017). However, communication is very much essential in effective management practices in an organization. Communication needs to travel in all directions throughout the organization like from managers to their employees, from the employees back to the managers and also in between the team members. An effective manager is the one who can be an active listener and encourages a surrounding where the employee gets to know each other and believes in one another's strengths, weaknesses and their styles of communication (Block, 2016). However, effective management is a skill, but still, it can be learned if some basic principles are followed. Therefore the following steps can help develop managers:- Selecting the appropriate employee Showing empathy Clear communication with the employees Managers must lead by examples Managers must know how to delegate work to their team members so that their teammates also get the chance to contribute to some important projects. Managers must be positive as well as constructive Managers must thank their employees as well as reward back them for good work Managers must look after the development of their employees; they have the patience to guide them for betterment. Motivating innovations Managers must have a flexible approach so that they can adopt with various types of employees and granting them the freedom to work in their own styles. As mentioned in the first part of the report, communication is one of the most important qualities that a leader must have. As the very name suggests, the manager is someone who has to manage all the affairs of an organization. Hence, communication naturally becomes a very important trait or a skill area of the manager. It is also a very well known fact, that all the employees who come to work in any and every organization, are from different cultural and social backgrounds. Hence, it often becomes very difficult for them to understand the different rules and regulations of the company. However, implementing proper principles of communication will definitely help to make the employees very much comfortable within the office environment (Mazzei , 2014). As a manager, it must be the first and foremost duty to see if his employees are happy and comfortable within the office and also to ensure that the employees clearly understand the exact reasons behind the rules and regulations of the company and why must they abide by them. An essential outcome of having a good communication skill helps in answering the question "why". In other words, the employees often suffer from several unanswered questions like why must they care about the company rules, why must they be hundred percent efficient in their work, why is it important to not take unnecessary leaves, why is it important to keep the important company information confidential etc. It is through this effective communication skills that a manager can solve all these questions. He can talk with all these employees individually and listen to all their concerns. Not only that, it is only through effective communication that he will be able to solve all the doubts and fears that the employees have. Another important outcome of implementing a good communication in the workplace is preventing the process from being a onetime event. Implementing proper communication skill at each and every level of the company will make this process a two-sided one. In other words , effective communication is one that always will have a positive outcome from both ends that is from the sender as well as from the receiver. In other words, if the manager is making any kind of announcement or is circulating any email among his employees, it is the sole duty of the employees to see and revert back to them as well. Getting a proper feedback from all the employees will ensure that the process of effective communication has been successful. Communication type Objective Medium frequency audience Owner Deliverable Inculcate effective speaking within the employees by introducing a project To initiate communication and enable the employees in giving up hesitation Face to face once Project Sponsor Stakeholde-rs Project team Project manager Agenda Meeting minutes Involving all the members in giving the project review To involve all the team mates and make communication a two way process Face to face Conference call As needed Project team Project manager Agenda Meeting minutes Taking report of the project individually from all the team mates To listen to and cater to all the problems of each and every employee Face to face interaction Personal meeting Daily Weekly monthly PMO Project manager Employee feedback Communicating with a friendly body language and gestures for imbibing positivity Helping to reduce the negative vibes from the employees, cheering them up with positivity and helping them to restore their confidence and productivity Face to face presentatio-n daily All the employees Project manager Project status report Another important outcome of implementing effective communication within the organization will also ensure that the employees are getting whatever is being communicated to them by their superiors or their managers. Apart from this, another important outcome of this effective communication will be to get the feedback from the employees (Holmes, Atherton Tweed 2014). If the managers are freely communicating with all their employees, it will make the employees feel very much wanted. It is only as a positive outcome of effective communication that the manager will ask for the active participation of the employees in any and every big or small decisions taking place within the organization. This will help the employees in knowing that they are very much valued within the organization. A sound and effective communication system will help in grooming the trust and confidence of the employees both within themselves and within the organization as well (Belsha et al., 2017). This will in turn help in increasing the productivity of the employees. Achievements Implementing effective communication within the organization will definitely have some positive achievements Building long-term relationship Offices are not only the place where people come for working; they also make friends in one's workplace. Apart from working hard, it is also very much essential for the employees to develop friendly relationships. Having a good trust and a long-standing relationship is very much essential for maintaining a healthy work atmosphere as well (Carr et al., 2016). Breeds trust It has been seen that the employees tend to open up more when they meet face to face than when they communicate through technological means. The groups that meet and talks face facing build up more trust and effective cooperation between themselves. Communication helps in using several friendly gestures and body languages as well ( Hashim 2015). These include a formal hug or a handshake or a pat on the back just in order to show respect and a token of friendliness, faith, respect, and understanding. These help in generating the feeling of positivity within the organization (Raina Roebuck 2016). Often there are several negative opinions and negative comments that the employees get to hear from their co-workers or even their superiors. These negative vibes often take away the positive mood from the employees. This negative vibe may render the entire day bad and ineffective. It is during this time, that a good and comfortable communication helps a lot. It helps in encouraging and motiv ating the employees a great deal. (Fan et al., 2015) Problem-solving skills Both effective communication and the problem-solving skills go hand in hand. It is often seen that some of the employees within an organization are hesitant in many affairs. They naturally look to their leaders or their managers for guidance and help. If the managers fail to talk freely with their employees then he is likely to lose the trust of his employees. He needs to freely engage in a conversation with all his staff and listen to all their doubts patiently (Vihakara 2014). He must also try his level best to make them speak and open up. He must encourage his employees not to stay quiet regarding their issues and problems. Communication is always the best tool to come put from shyness and open up freely in one's work environment. This will enable the manager to know about all the problems that his employees are facing in the workplace. Multigenerational relations It is a proven fact that in any and every work field, there will obviously be several areas of conflict. However, these conflicts can often arise between the employees due to o many reasons. It will be the duty of the manager to see to this and solve this problem. Good communication skills will definitely help the manager to easily manage this problem. It is only through communication that the manager can overcome such complicated situations and encourage his employees to give up the disputes between themselves and work peacefully. Maintaining industrial peace Communication will definitely help in solving all the disputes taking place between the employees. There are also several attitudes that can be used in an organization for getting the positive outcomes of effective communications. Often the employees suffer from some of their personal tensions as well. These personal problems mingled with the work pressure create a very bad impact on their mood and this, in turn, can affect their productive capacities as well. If the manager takes a good initiative and starts communicating with all his employees then it will really be very helpful. Sharing and opening up will definitely make the employees much relieved from their tensions and they will naturally be able to work with a cheered up mood. This, in turn, will enhance the productivity of all the employees and the entire operation of the organization will be running smoothly (Helfat Peteraf 2015). Conclusion Thereby it can be concluded from this paper that effective communication is very much important in each and every aspect of an organization. It is of utmost importance on part of a manager to imbibe this skill of effective communication within him. Among all the good qualities that a manager must contain, communication is one of them. Communication is the building block of a successful and well-functioning working organization. Though effective communication is not a very easy process to be implemented and followed within the first go, gradually kit must be started. A manager can himself start communicating with all his employees one by one. This will not only make him know all the doubts and complaints of his employees but it will also make the employees feel very much wanted. 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