INTRODUCTION
Effective
Communication is significant for managers in the organizations so as to perform
the basic functions of management, i.e., Planning, Organizing, Leading and
Controlling.
Communication
helps managers to perform their jobs and responsibilities. Communication serves
as a foundation for planning. All the essential information must be
communicated to the managers who in-turn must communicate the plans so as to
implement them. Organizing also requires effective communication with others
about their job task. Similarly leaders as managers must communicate
effectively with their subordinates so as to achieve the team goals.
Controlling is not possible without written and oral communication.
Managers
devote a great part of their time in communication. They generally devote
approximately 6 hours per day in communicating. They spend great time on face
to face or telephonic communication with their superiors, subordinates,
colleagues, customers or suppliers. Managers also use Written Communication in
form of letters, reports or memos wherever oral communication is not feasible.
DEFINITION
Communication
can be defined as the exchange of an information, thought and emotion between
individuals of groups, in other words, communication plays a fundamental role
in balancing individual and organizational objectives (BOYACI, 996, p. 3-5). Functions of communication varies as one must determine the function of the communication. Known
as the primary function and in certain circumstances the situation or position
may have one, two or three other secondary functions. For example, informing, controlling,
persuading and co-ordinating.
FUNCTIONS OF COMMUNICATION IN AN ORGANIZATION
Motivation
Managers
use communication to motivate workers to achieve peak performance. By
clarifying the expectations of employees and providing incentives for meeting
or exceeding expectations, communication can help companies reach specific
objectives. For example, by communicating to salespeople that they'll receive a
10 percent bonus if they reach their annual sales goal, it helps the company
reach its overall sales goals.
Control
A
company uses communication as a way to maintain control over employees and
their work environment. Written human resources policies and procedures dictate
how employees are permitted to act in the workplace. Job descriptions outline
the parameters of an employee's job functions. Performance reviews control
whether an employee receives a raise or attains a promotion.
Interaction
Communication
allows employees to interact with customers and each other. A customer service
department communicates with customers to help them resolve issues. A business
letter can be used to introduce a company to a potential customer.
Communication is essential for employees who work together on a project or
during the training process. Employees may interact socially both at work and
outside the workplace.
Providing
Information
Information
is dispersed throughout an organization through written or verbal
communication. A human resources representative or business owner may send out
a memo explaining a change in the company's health plan. A business meeting may
be used as a way to communicate a new office procedure. A webinar allows a
company to conduct a meeting over the Internet with employees or customers who
cannot attend in person.
Providing Feedback
Communication
allows for employees, managers and business owners to give and receive feedback
on changes that are being considered or have already been implemented. For example,
if a small business owner is considering the purchase of a new computer system,
he may first consult with his employees to determine what features the system
should include and what help they may need in learning the system.
Conclusion
The communication in organization is so important that it is
said, the first and most important task of managers that they have to expand
communications system in the organizations. Necessary information should be
considered before a decision must be taken. Communication is considered as the
blood vessels that bring life flows and lack of information cause will be
disorder of the heart. In short, without effective communication tasks of survival and it will not be possible.