In reading this research paper readers will find that the most effective way to internally communicate with employees within organizations is face-to-face interaction. There are many approaches to effective internal communication that will be discussed. The basic to internal communication is essential for communication to become effective. By changing the environment, in which individuals are accustom may affect communication and sometimes cause unwanted stress levels. Strategically, the effort of planning and organizing keeps managers in line with their roles for implementing internal communication.
Many strategic planning methods are used when organizations are working to change an internal communication policy. Whether a company is large or small the methods to communicate effectively lies in each individual, laying the foundation of an organization successful in internal communication plan.IntroductionThe Basics to Effective Internal CommunicationsEffective communication is the foundation for effectiveness in any type of organization. The maturity of leaders and manager over time should significantly express and receive information in an effort to communicate internally and externally. During the internal communication process few organizations look for consumers input regarding strategic planning. Resources are coordinated by organizations to communicate with consumers and include them in strategic planning.
The key steps of implementing an effective internal communication program range from personal, face-to-face, one-on-one mechanisms all the way to technology programs that distribute messages broadly and instantaneously (Argenti, 2009, p.188). Internal communication teams need awareness, knowledge and intercultural skills in order to ensure communication effectiveness in organizations (Apud, 2008). The increase of workforce loyalty and productivity creates strong internal communication. Otherwise if workforce loyalty and productivity is not there it may cause common problems that will arise within organizations regarding internal communications.The basic key principles to effective internal organizational communications are:• Management comprehension and full support with high degrees of communications.
• Basic skills in listening, speaking, questioning and sharing feedback to start effective communication skills; staying focused.• Sound meeting management skills ensures effective communications.• Individual responsibility to help individuals understand communication and develop effective communication as a key ingredient.Source: http://managementhelp.org/mrktng/org_cmm.htmThe significance of internal communication is the environment of the organization which is based on the values, mission and work processes.
Constant interaction within an organization suggests that some form of meaning is referred to as “internal communication”. Therefore, official channels of communication such as staff meetings, notice boards, memos and internal newsletters are just a few internal communication channels that are address noting that casual communication also consist of gossip, pleasantries and body language.The Changing Environment of CommunicatingIndividuals today have an increasingly demand to participate in conversations that drive organizational change. Despite what many may think participation is important no matter what the job role or responsibility is. When employees express their opinion or suggestion it is up to managers to recognize the information being given and also listen to them, wherefore the connection from employee’s regarding the company vision and future goals of an organization are of some importance. According to Czinenge (2003) proactive communication strategies kept a program of restructure on track in an attempt to achieve profit (Czinenge, 2003).
To surpass the recession the vitality to a company’s internal communication strategies is to continue to strive the navigation. When communication is completed early concerns the need to address are done, therefore preventing loss profit and also giving employees a preparation to mentally adapt for the change to come while informing them of the urgency to achieve profits.One global biotech company showed the communication tactics of different managers so that there is a more personalized approach (Czinenge, 2003). By doing so, broadcast communication was shifted to personalized communication. The assessment of communication was timeliness, effectiveness and value to employees.
Personalized communication gives the creativity detailed planning and improvement for strategically communicating. To ensure cohesiveness within an organization the focus on achieving goals and objectives is one important strategy. The shift of organizations can easily shift the focus and a stagnation of external communication factors can take place. “The most valuable way to inspire employees is to make them stakeholders in the company. Research it is proven that the important factor is the perks and a positive work environment” (www.
scribd.com).According to Svecz (2010) “the standards relating to communication skills in the workplace today are very high and will continue to rise. Communication begins in the morning when an individual is awake until that individual falls asleep. Svecz continues to express that conscious communication is merely to ‘think before you speak’” (Svecz, 2010).
On the other hand, miscommunication is known to be ineffective, which makes a company suffer costing organizations thousands of dollars because of wasted product and missed deadlines. Understanding organizational communication structure and steps to facilitate internal communication to employees in the workplace is important. The basic understanding alone will enable individuals to improve on their communication skills and acknowledge communication problems that will arise in the workplace.Strategies of Communicating in the WorkforceOrganizing and Planning Internal Communication EffortA structural form is needed in the beginning of organizing and planning the efforts to internally communicate in the workplace. There are formal and informal communications structures that are used throughout the entire organization.
The formal communication structure has three categories to communicating which are lateral, upward and downward. Lateral communication covers employee to employee holding the ranks alike. Upward communication covers lower management to middle level management. Downward communication covers senior management (CEO) to upper management (VP of Operations). This formal structure allows information to be exchanged between organizational positions.
Informal communication structure is a little relaxed when it comes to the channels of communicating information through an organization. Most informal communication comes “through the grapevine” and that express through social and personal interest instead of organizational necessities (Svecz, 2010). There are also categories in informal communication structures which are scheduled, intended, opportunistic, and spontaneous. In a scheduled communication an informal way to handle this function would be to plan a lunch outing within the department but outside the organization.
Intended communication lies in the hand of others reaching out to other employees to discuss topics. Opportunistic communication is not missing the opportunity to discuss a topic with an individual passing your work space or hallway. Spontaneous communication occurs out of the clear blue sky; maybe one dealing with a situation and the other can relate to the same topic and a discussion is formulated.Becoming proverbial with organizing and planning internal communication is the understanding and development of business communication skills to employees within the organization. Hard work and continual practices will improve the internal communication and build a better work environment, which will increase relationships and the success of the organization.Management Roles to Effectively CommunicateOrganizations whether small or large should feel the importance to teach their managers to be effective communicators.
To create positive work environment managers should attend communication workshop giving them a more comfortable connection with employees. The ability to have internal communication within an organization also creates open and honest communication. When managers relate to the roles and responsibilities of their job this ensures that employees understand messages being related and what is being expressed. Face-to-face communication is the most personalized approach and very effective because it leaves little room for miscommunication.A manager’s communication workshop was developed by Susan Dorflinger, Director of Worldwide employee marketing at GE Real Estate, due to a study conducted from employees that the “preference to hear 70% of corporate information from their managers” (Dorflinger, n.
d.). *The workshop covered six essential steps in assisting managers in their role to effectively communicate which are as followed:a. the fundamental of communication;b. communication reference booklet to recall previous methods learned;c. communication and leadership assessment templatesd.
a communication plan template;e. a communication scorecard; andf. manager’s minute email messages- a tool for translating a vision for growth.
