Management Communication

The significance of a robust communication strategy is immeasurable. Firms should strive to employ it to handle conflicts that may emerge within the job environment which often leadsing to a decrease in productivity and morale breakdown (Sillars & Wilmot, 2014). Communication strategies are loaded with specific objectives to be addressed within the business entity. This paper explores the communication strategy to be employed by Apex Solutions – a digital firm focused on online marketing promotional endeavors. A recent meeting exposed the existence of a conflict between supervisors and junior staff involved in designing, branding and other activities. The conflict has demoralized staff members. There have been rumors of a mass exit of staff from the entity. The following communication strategy is crucial in aiding Apex Solutions to solve the conflict. The pillars of such strategy include comprehending the complexities of the issues at hand, setting expectations to guide the strategy, listening skills and recognizing the differences that exist. Comment by Anne Richards: An effective communication strategy to handle … Comment by Anne Richards: Entrenched conflict – there needs to be more than one conflict stressor since it is destabilizing company Comment by Anne Richards: This is rather general strategy. It needs to be more specific.

Comprehending the complexities Comment by Anne Richards: If you are writing this as an academic essay (which is how this reads), then don’t include sub-headings. Use sub-headings in professional report format.

The success of any messaging effort is derived from tracing the genesis of the problem. In this case, the source of conflict at Apex between supervisors and staff has been caused by multiple factors. The conflict has been brewing for years due to failure by the management to address discrimination and bullying cases. Apex is a multiracial work environment where people from all ethnicities work. There have been unreported cases of supervisors favoring people from their ethnic groupings in promotions and preferential treatment. Staff members who have tried to raise concerns about such malpractices have been intimidated into silence by the supervisors. The conflict has degenerated into confrontations between supervisors and staff. This is good but add a final sentence on detrimental effect of conflict in workplace.

Based on the understanding of the root causes of the problem, the communication strategy should focus on the following to defuse the tension. First, the communication should contain an apology to members regarding the issues that they have been facing. Exhibiting clear empathy concerning the shortcoming allows staff to feel accommodated by the management. In the communication, the management should commit to deal decisively the issues that arose. Secondly, the communication should recommend a series of policy changes designed to ensure that the challenges never recur. The policy changes should foster diversity and inclusivity within the work place (Sillars & Wilmot, 2014). Yes but also include some statement of why. Members should be promoted based on merit and laid down criterion. The aim of this opening phase of communication is to bolster confidence among the staff that the underlying issues of the conflict would be addressed. Which builds trust and inclusivity into the cultural ethos of a workplace – why is this important? Comment by Anne Richards: Be more specific. Name these causes specifically and why this confict is happening eg a more diverse workforce can create tension in the workplace because of misunderstanding of management (or peer) expectations and lack of respect for cultural differences. Support this with an academic source / argument Comment by Anne Richards: Management have a responsibility to deal effectively with conflict stressors - affects productivity, management are liable under Anti-Discrimination Act. Again you need to be specific and reference this as well.

Setting expectations

Any communication strategy must be premised on realistic expectations for it to succeed. The expectations must be properly managed (Wall & Callister, 2015). Unrealistic expectations may harden members’ positions making it difficult for them to be receptive of the message being propagated to them. Among the expectations of this communication strategy includes. First, to create an open environment where members can freely exchange ideas regarding the issues that faces them. At the bare minimum, the warring factions should be facilitated to communicate. Communication is the first essential step of solving disputes. Secondly, the communication must generate feedback from the members. Feedback is the only mechanism of gauging the opinions of the staff regarding their likes and dislikes concerning the entity. For instance, members can recommend restructuring of the hierarchy at Apex. Comment by Anne Richards: Yes so reference this. Set up clear reporting channels for conflict resolution Comment by Anne Richards: Yes so elaborate and reference why ongoing feedback/consulation strategies are important. Also important in ongoing monitoring to ensure culture changes and is a sustainable change.

Currently, Apex utilizes an administrative structure that emphasizes reporting relations within the entity. The structure has been blamed for fostering seniority complex in the firm. Junior staffs feel compelled to submit to the wishes of their superiors instead of constructively engaging them. The situation could change if the entity employs a hybrid structure. This structure simplifies the reporting structures by amalgamating a variety of organizational structures (Wall & Callister, 2015). It bolsters unity of purpose within the organization by reducing cases of superiority complex within the entity. There is no doubt that if Apex Solutions employed this structure then the cases of conflict between supervisors and junior staff could not have arisen. Setting expectations is a critical portion of the communication strategy as it provides the parameters for gauging progress. Feedback provides the variance between actual outcome and the expected progress. Unrealistic expectations like anticipating that effective communication would instantly solve conflicts in firms are retrogressive. Such expectations can be sources of frustration to architects of the strategy because they are unrealistic.

Listening strategy Comment by Anne Richards: This section is too basic for this course. This is where you can elaborate argument about consultation and feedback. Also include need for training, education re diversity, workplace respect etc. Also include in early section some discussion of Is it an organic or mechanistic/hierarchical structure and should this change at all? How?

Communication strategies are not intended to be a one way channel in which top managers issue instructions to junior members at the bottom of the hierarchy. Managers must strive to develop a culture of listening within the organization. Listening is a heavily undervalued skill because people do not understand its true relevance. In a communication strategy, listening culture can be incorporated in the following ways. First, managers must endeavor to listen to the grievances of the juniors. Listening involves more than hearing. It is an intellectual process that involves putting into perspective the issues facing the subjects. When the bigger picture is already in sight, conflict resolution becomes easier (Mohr & Nevin, 2017). Secondly, listening fosters a culture of working together within the entity. It provides room for accommodation of different ideas proposed by members. The chance of conflict emerging in such environment is severely limited. The morale of employees is seriously affected in circumstances where they feel that their views are being deliberately ignored or not being taken into consideration in decision making. A demotivated employee is a liability to business. The organization is not in a position to fully exploit the potential of such employee in advancement of its goals.

Thirdly, listening eliminates stereotypes and other unjustified biases that reduce objectivity in problem solving within the business. Listening allows people to focus on areas of commonality instead of dwelling on differences that divide them. It is difficult to put issues in their right perspective without listening. Chaotic communication strategies that widen differences among the warring factions are products of improper listening. The listening culture should be emphasized at various levels of the entity. On a personal level, the skill is crucial in the development of mutually beneficial relationships that serve the interests of the concerned parties. On a group level, it reduces errors that led to misinformation.

Recognizing the differences that exist

Solid communication strategies recognize that all employees are unique in different aspects. The content of the message should be geared at bridging the divide that exists instead of worsening the relations. Diversity should be leveraged as strength to the entity instead of sowing divisions. It is particularly useful in the contribution of different ideas that may spark creativity within the entity. The complex challenges that organizations face can easily be handled using creative minds. A communication strategy that adheres to the disparities that exist internally should adhere to the following. First, it should refrain from apportioning blame to particular groups in a business setting. Blaming one group for the unfortunate occurrences only serves to fuel the conflict. Communication mechanism employed should be utilized as arbitration mechanisms among the different factions. In this case, it would be unfair for the official communication channels of Apex to blame either supervisors or junior staff for the conflict that is evident within the organization without sufficient evidence to substantiate the matter. The communication should unequivocally state that a problem exists within the entity and appropriate steps are being implemented to tame the fallout.

Secondly, the communication strategies should stress that entity encourages the existence of divergent views. Successful entities emphasize the essence of constructive criticism within the entity.

from work or in the extreme situations be terminated from work. Drastic

References

Currall, S. C., & Tsai, J. C. (2015). What goes around comes around: The impact of communication strategies on work conflict and stress management. International Journal of Conflict Management.

Faerch, C., & Kasper, G. (2016). Elements that define communication strategies. Oxford University Press.

Mohr, J., & Nevin, J. R. (2017). Communication strategies in conflict resolution: A theoretical perspective. Cambridge University Press.

Sillars, A. L., & Wilmot, W. W. (2014). Communication Strategies in Conflict resolution and Mediation. Strategic communication journal.

Wall, J. A., & Callister, R. R. (2015). Conflict and its management: the role of communication. Journal of management.

Weeks, D. (2014). The eight essential steps to conflict resolution: Preserving relationships at work, at home, and in the community. Sage Publications.