Importance of communication

Importance of communication
See also
Effective system of control Quality management principles Belbin team roles Management functions Organization life cycle Management by objectives Internal marketing Management by projects Burke-Litwin model

Effective communication is known as an effective management tool used in order to perform fundamental functions of management, which include: planning, organizing, leading and controlling (L. A. Grebner, R. Mattingly 2016, p. 43). Good communication skills help managers to maintain strong working relationships with employees within organization. As a result, the work of their subordinates is not only more efficient, but also more effective.

According to a survey conducted by the Katz Business School at the University of Pittsburgh, communication skills are considered to be the most important factor while selecting management staff of a particular organization. This factor, which consists of two crucial elements, notably both oral and written communication skills, is a measure of the company's future success (S. McPheat 2012, p. 10).

Key reasons for communication presented by D. Coley

According to D. Coley, communication (D. Coley 2016, p. 2-5):

• strengthens not only the culture of the organization, but also its value,
• strengthens employee confidence,
• increases employee involvement,
• supplies information,
• contributes to the delivery of ROI (return on investment).

Advantages of effective communication in an organization

Achieving productivity is one of the main advantages of effective communication. Furthermore, appropriate communication (P. Juneja 2019):

• increases motivation as a result of specifying and clarifying tasks to be performed by subordinates,
• is used in decision-making process as a reliable source of information in order to take appropriate steps in the tasks performed by members of the organization,
• supports management process control. Organizational hierarchy is associated with particular principles that employees (in specific positions in the enterprise) are required to follow. For example, subordinates are obliged to report any problems and complaints to their superiors. Moreover, it is said that subordinates must frequently communicate with their supervisors at every stage of the business process,
• etc.

Arguments for importance of communication

1. Communication is essential for effective leadership. Without it, team members can't understand the leader's vision and direction, or their roles and responsibilities. Good communication also allows for quick decision-making and problem solving.
2. Good communication can help to build trust and foster collaboration among team members. By having open and honest conversations, team members can identify areas where they can work together and support each other.
3. Communication helps to create an environment of mutual respect and understanding. By understanding each other's perspectives and points of view, it is easier to come to a consensus.
4. Communication can help to improve productivity. When employees know what is expected of them, they can work more efficiently and effectively.
5. Effective communication can help to reduce conflict in the workplace. By having honest conversations, team members can clarify expectations, set boundaries, and resolve disagreements.

Limitations of communication

Despite the importance of communication in the performance of managerial functions, there are some limitations to its effectiveness. These include:

• Poor understanding of the message: Poor communication can lead to misunderstandings, which can have a negative effect on the workplace. This can occur when the receiver does not have the same level of knowledge or understanding of the message as the sender.
• Inability to hear or see the message: If the receiver cannot hear or see the message, then it will be difficult for them to interpret it correctly. This could be due to physical limitations, such as hearing impairment, or other issues, such as language barriers.
• Poor listening skills: Poor listening skills can also lead to misunderstandings. This can be due to a lack of concentration, a lack of interest in the topic, or a lack of understanding of the content.
• Cultural differences: Cultural differences can play a role in the effectiveness of communication. Different cultures may have different expectations and understanding of communication, which can lead to misunderstandings.
• Technology issues: Technology can be a barrier to effective communication. Problems such as slow internet speeds, outdated software, or incompatible devices can all lead to difficulties in passing on a message.

Other approaches related to Importance of communication

• Clear communication: Managers need to ensure that their message is communicated clearly to the employees. This can be done by making the instructions easy to understand and by providing necessary resources.
• Open communication: Managers should encourage open communication between them and the employees. This will help to create a more comfortable and trusting environment, which can lead to better performance.
• Regular communication: Managers should make sure that they communicate regularly with their employees. It is important to keep everyone informed of any changes and updates in order to ensure that everyone is on the same page.

In conclusion, communication is an essential tool for managers in order to achieve success in the workplace. Clear, open and regular communication between managers and their employees will help to create a positive working environment and ensure that everyone is on the same page. This will ultimately lead to better performance and higher productivity.

References

• Bisen V., Priya (2009) Business Communication, New Age International Publishers, New Delhi
• Coley D. (2016) Effective HR Communication: A Framework for Communicating HR Programmes with Impact, Kogan Page, London, p. 2-5
• Dozier D. M., Grunig L. A., Grunig J. E. (1995) Manager's Guide to Excellence in Public Relations and Communication Management, Routledge, New York
• Grebner L. A., Mattingly R. (2016), Management of Health Information: Functions & Applications, Second Edition, Cengage Learning, Boston, p. 43
• Guffey M. E., Almonte R. (2009), Essentials of Business Communication, Sixth Canadian Edition, Nelson Education, Toronto
• Juneja P. (2019), Importance of Communication, Management Study Guide
• McPheat S. (2012), Effective Communication Skills, MTD Training & Ventus Publishing ApS, p. 10

Footnotes

Author: Ewelina Wojtarowicz