How to improve effectiveness of communication in inter-department Recent years, organization development depends on two major factors which are internal and external.
In order to establish an enterprise, the first part of formation is creating several departments to operate. The second step is facing the whole business environment which means contacting with the enterprise external world to make business and creating benefits for organizations. Therefore, enterprise internal environment is the first important in general. Positive inter-department communication can work effectively.In contrast, negative communication can arouse critical issues for the organization (Schuster and Bloch 2006). Communication is one of the basic functions of management in every organization. And most of business issues are caused by poor communications between departments. Thus, communication is the major key to the inter-department cooperation.
Well effective communication does have many benefits to help organization to achieve various goals: ‘(1) satisfied repeat customers; (2) a positive reputation in the wider community; (3) well-motivated employees’ (Blunder, Polite&Donnarumma 2013, p. . This article concerns about how to improve effectiveness of inter-department by good communication. First of all, every organization is created by people.
Thus, the primary of communication in organization is interpersonal communication. Grossman, Border & Mills (2011) points out that different culture effects people’s activities on personal, national and organizational. In an enterprise, employees are maintained and sustain good relationship with colleagues and managers (Ellis 2009).In order to adapt to the multicultural environment and work more efficiently with there different cultural colleagues, people working in this kind of organization need to change their attitude. Grossman, Border and Mills (2011) argue that there are five aspects can be following: (1) adapt to unfamiliar culture; (2) consider the implications of culture in problem solving; (3) motivate others to consider culture; (4) perceive culturally sensitive issues; (5) access cultural knowledge (p. 58).
The multicultural organization also can design a program for training staff to adjust business environment. There are several benefits of intercultural communication which can include high levels of innovation, employee identification and commitment to goals as a team (Lustier, Van Deer Zee 2008 cited in Grossman, Border & Mills, 2011). Moreover, face-to-face is also the best way to communicate with someone and understand people’s ideas. Due to time is limited on working day; people cannot talk with each other face to face in all the situations.
Thus, verbal-communication and non-verbal communication are essential methods for link with people in enterprise (Blunder, Lipton&Donnarumma 2013). The three authors also describe plain English is a kind of short cut to lead people understand. The use of plain English is essential for effectiveness to elaborate or extend the text, in order to provide additional information.
And using simple words and clear purpose also can make understanding in group work. Cordon (2012) indicates that in order to improve effectiveness of communication in inter department, there are three essential steps.Firstly, goals of planning, the key point of this stage refers to understanding the demand of the audience and identifying the primary message. Secondly, goals of writing, this stage in order to set a positive and other-oriented tone and make the message easy to read ND navigate. At the last, goals of reviewing, people need to ensure the communication to be fair and consider whether message is effective. He also argues that effective and outstanding business communicators always think about their audience’s needs.Non-verbal forms of communication are kind of communicating with ideas, opinions and feelings to each other that does not use any written or spoken words, but use of signals, gestures and pictures (Blunder, Lipton 2013).
Nevertheless, in my opinion, combining the verbal and non-verbal communication is the best way to work in the enterprise. It can make audience to understand easily and quickly, which means more efficiency. However, there is only one aspect that we should remind of.It is feedback; communication refers to people link to people and talk with each other. Giving good feedback is an important point in the communication. Good feedback should be brief, concise, and couched positively (Oboes 2010). Oboes (2010) summarized three elements as the ‘sandwich’ structure: (1) say what was good about a person’s performance; (2) say what would make it even better next time; (3) finish on a positive note (p.
51). Another significant issue for inter departmental communication is Information Asymmetry.In an enterprise, senior manager always have a limited understanding of the communication with the essential staff (Tourist&Hargie2004). These two authors concur that there are many information transmission from the bottom staff to the top is defective, and both of top and bottom fear to express the true ideas with each group. Lamination Asymmetry may lead to a significantly serious problem, it can let the manager make a wrong decision for the whole company’s development.
As well as meetings, poorly-managed meeting generally make bad decisions (Blunder, Lipton 2013).Tourist and Harrier (2004) argue that organization needs to build a communication strategy and a world class system for sustaining internal communications. This system has five key attributes(Tourist): (1) the leadership team has a strategic commitment to effective communication.
(2) Employees at all levels have the appropriate communication skills. (3) There is a proper infrastructure of channels to meet organizational objectives. (4) There are proper communication policies and procedures to meet organizational objectives. (5) Information is managed in a way to meet organizational objectives.According to statistic from this system and evaluating, the enterprise’s management will find out issues and address it. Ellis (2009) emphasizes that successful teams require a mix of team types and achieving this mix team can make good inter department communication to develop company. In conclusion, there are several types of method to improve communication in the inter department.
All the skills make significant contributions to effectiveness of communication of interpersonal and inter department. Furthermore, in my opinion, the first step is improving personal communication skill.Because all the parts of organization are formed by people, individual communication skill improving also can lead to the improvement of the whole company increase. Second step is maintaining positive attitude to face different situations in the enterprise, it can improve the enthusiasm for good cooperation. Thirdly, good team cooperation can promote the development of the company.
Thus, for those reasons, internal communication is vital for any organization in the world. References Tourist, D. And Harrier, O.
2004, ‘Communication audits: building world class communication systems’,Len: S.OLIVER, deed. Handbook of corporate communication and public relations: pure and applied, London: Rutledge. Up. 131-144 Ellis, R. 2009, Communication skills, Intellect Books, Bristol. Blunder, R.
, Lipton, K. &Donnarumma, D. 2013, Effective Organizational Communication, Pearson Education, Edinburgh Gate. Oboes, C.
2010, communication secrets, Harper Collins, London. Cordon, P. W. 2012, Business Communication, McGraw-Hill, New York. Grossman, J. , Border, S. & Mills, C. 2011, ‘Intercultural Communication’,Business Communication : for the Global Age, McGraw-Hill, North Ryder, N.