Running Head: PRINCIPLES OF MANAGEMENT COMMUNICATIONS 1
Principles of Management
Name
Institution
PRINCIPLES OF MANAGEMENT COMMUNICATIONS 2
Introduction
Effective communication within the workplace is one of the crucial facilitators of
success. One of the facts that contemporary workplaces are having to live with is that the
employees make up the most significant assets. The human resource in each entity has the
capability to push it to greater higher than any of the other accessible assets. One of the most
essential components of such a workforce is effective communication (Pace, 2013).
Organizations have to recruit many individuals to complete separate roles that make up its
operations. Effective communication means that all these individuals interact productively to
execute their specialized roles, and in the process give rise to favorable outcomes for the
organization.
This work is aimed at assessing various aspects of effective communication within the
workplace.
Effective Communication Norms in a Business Setting
There are many practices that may be enforced in a workplace to facilitate effective
communication. This section cites the most paramount norms that are applicable in all
business settings.
It is important to be clear and objective when communicating in such a setting.
Employees do not have a lot of time to communicate among themselves since they are
assigned to specific tasks. In fact, it is possible to have many business settings where
employees communicate more to employees as opposed to fellow workers. For this reason,
communication within such a location needs to be distinct and objective. Two other norms
that are linked are good timing and only dealing with the matter at hand. There are numerous
undertakings each time that businesses are in operation. Workers in such a setting need to
cooperate to complete such tasks. One norm that facilitates effective communication in this
PRINCIPLES OF MANAGEMENT COMMUNICATIONS 3
regards is proper timing and only communicating on matters at hand. For instance, it would
be ineffective to communicate over important issues during closing hours or when the
recipients are not paying attention to them at that precise moment (Pace, 2013).
Another practice that would be practical in the quest is to avoid interrupting those one
is communicating with. Interruptions affect the manner that the information is passed. The
final norm is that to avoid sarcasm and monologues as they may distort the information or
lead to the manipulation of the same.
Role of Interpersonal Communication
Interpersonal communication makes up one of the most common form of interaction
within the workplace.
For managers
Interpersonal communication by managers plays a number of roles. To begin with, it
steers the organization in the right direction. Managers run the operations of any
organization, and it is through this form of communication where they are able to accomplish
this. Another role that interpersonal communication performs for a manager is to facilitate
training. This undertaking is mainly done within the workplaces, by managers. Managers
also have to assume the role of conflict resolution due to their job ranking. It would be
impossible for managers to resolve conflict among the subordinates without effective
interpersonal communication skills. Managers are also responsible for making sales when
called to do so. This may require interaction with customers, and commendable
communication skills.
PRINCIPLES OF MANAGEMENT COMMUNICATIONS 4
For Employees
Although interpersonal communication may serve more roles for managers as
compared to that of employees, it significance at this level does not dip. Employees tend to
have more contact with the customers as compared to managers. This means that these
communication skills are essential for making sales. Another role of these form of
communication is that it facilitates cooperation at all stages, and hence aid in the attainment
of organizational goals and objectives. Finally, effective interpersonal skills allow employees
to engage managers for enquiries and to provide feedback.
Techniques to Overcome Barriers of Communication
As a customer care clerk, there are techniques that I learnt on how to facilitate
effective communication. This section highlights some of those techniques.
Being a Good Listener
The perspective in this case is that effective communication start with one-self. For
this reason, it is appropriate to be a very good listener in order to be keen on how to respond.
Consistency of Message
Being keen while listening allows one to take in all the information and respond
appropriately. The best way to respond is to have a consistent message when passing it. This
means that the information is clear and objective to the recipient.
Ensure Proper Feedback
Response from the recipient is key to determining whether effective communication is
taking place. For instance, repetitive inquiries on the same issue may be taken to imply that
the communication is not as effective as aspired. It is hence important to be keen when
receiving feedback to confirm that communication was effective.
PRINCIPLES OF MANAGEMENT COMMUNICATIONS 5
Know the Recipient
A key consideration during communication is that the recipients are not all the same.
One may not need the same feedback like another even though they have a mutual enquiry. It
is hence important to carry out a brief inquiry about the recipient so as to come up with the
best communication technique.
Consult/Clarify
An individual might not always have the required information. The proposal in this
case is to always clarify such information from colleagues who may be more certain. It
eliminates the disbursement of false information (Barjis, 2011).
Role of International and Intercultural Interpersonal Communications in Global
Businesses
Gathering Information
One of the functions that communication serves is that it acts as a tool to gather
information. For a global entity, this needs to be done across boarders and cultures. The use
of international and intercultural interpersonal communication serves this purpose. Those
with the expertise can be beneficial to the entity by compiling relevant information.
Provision of Goods and Services
Before an entity can be deemed to be global, it needs to be present in different
economies all across the world. For this to happen, such an entity has to be proficient in both
international and intercultural interpersonal communication to effect effectively.
PRINCIPLES OF MANAGEMENT COMMUNICATIONS 6
Diversity at the Workplace
Globalization has seen numerous cultures from different regions interact. One notable
consequence is that the workforce in major organizations such as those working on the global
scene have become more diverse. These two aspects of interpersonal communication ensure
that such work stations continue to fulfil their objectives successfully.
Conflict Resolution of a Global Scale
Those with the knack of interpersonal communication that can be determined as both
international and intercultural are in a position to meet conflicts from the global scene. The
subordinates in global entities also come from such extremities, and small issues such as
conflicts cannot be dealt with unless intercultural and international communication skills are
utilized.
Expansion of the Market
Expertise in these two forms of interpersonal communication ensure that the market is
stretched wider. A global business is able to hire more specialist from different nations and
cultures with the faith that a diverse workplace can always be well managed (Ramlutchman,
2013).
Verbal and Nonverbal Management Communication
The management has to use both verbal and nonverbal communication techniques to
attain success in communicating with its workforce. Verbal communication is one key form
of contact in a workplace. In this case, the management have to communicate using spoken
word. Although it may appear to be straight forward, there are numerous considerations to be
made. Some of such considerations were discussed earlier. They include; good timing,
maintaining a consistent message, and ensuring proper feedback. There are many more
PRINCIPLES OF MANAGEMENT COMMUNICATIONS 7
aspects to this form of communication that experts at the management level consider. It is one
of the most effective channels of maintaining contact with the employees, but not the most
prevalent (Pace, 2013).
Nonverbal is arguably the most common form of communication by the management.
Since this form is less obvious, it requires more input. For instance, the pitch of the voice
used by a manager communicates to the subordinate or any other recipient. There are key
areas that define nonverbal communication; body language, posture, eye contact, para-
language, and distance from subject. All these forms of communication should complement
the verbal form because the failure to do so would lead to inconsistencies in information
conveyed; ineffective communication.
Approaches for Effective Written Management Communication
The management is very influential within any institution. Written communication
from the management also has such influence. The following is a selection of effective ways
of passing on written information.
Use of Natural Tone
Although it is in written form, the recipient read through communication from the
management the same way they have always heard the same department communicate them.
It is hence important to make sure that this is maintained to effectively reach the intended
audience.
Use Simple Vocabularies
Institutions differ from one to another. It is important to maintain the vocabulary use
within a written piece of work to the restrictions local levels. For instance, the wording in a
PRINCIPLES OF MANAGEMENT COMMUNICATIONS 8
factory may differ from that in a bank. The objective is to be aware of the work setting and
use appropriate wording.
Eliminate Unnecessary Words
Written work should be as concise as possible. Unnecessary wording should be
avoided because it serves no purpose and may actually act as a deterrence.
Avoid Negative Words/Use Neutral or Positive Words Instead
Negative words are not effective at passing information. Some documents that are
meant for the employees to go through are large, and may be grueling to read if negative
wording is incessant. Such words are not encouraging, and any information contained in the
work may be overlooked. The best course of action is to use either neutral or positive
wording.
Utilize Bias-Free Terms
Written communication is largely about word selection. It is important to make sure
that the word selection considers the need to be bias-free. For instance, policeman is a biased
term. In place of this, the word police officer can be used as it eliminates the bias.
Approaches for Engaging an Audience
Presentations are a common undertaking in many organizations that seek to use this
form of communication. It is more effective than other forms of communication such as in
written form. There are approaches that can be taken to make it even more effective.
PRINCIPLES OF MANAGEMENT COMMUNICATIONS 9
Preparing the Audience
In an instance where the audience is made up of individuals that the presenter can
reach, it is advisable to communicate the details of the presentation before hand. Research has
shown that this makes the presentation more effective.
Posture and Movements
As cited earlier, nonverbal communication makes up one of the most significant
forms of contact. During a presentation, the posture and movements of the presenter should
complement verbal communication. The blend of this two makes it a very effective form of
communication.
Repetition
Unlike most other forms of communication, repetition can be applied in the case of
presentations and make it more effective. The main reason for this is that it is in verbal form.
Hence, repetition is not bothersome as it would be if it were implemented in other forms of
communication.
Personal Experiences
The presenter in most cases is a more experienced individual as compared to the
audience. In the specific case of a workplace, a manager is likely to be the presenter. An
inclusion that makes presentations more captivating is the inclusion of personal experiences
that further expounds on the topic at hand. Another alternative is to utilize analogies and
metaphors (Hedges, 2014).
Effective Methods of Conflict Resolution
Finding a resolution in the presence of conflict is tedious, but there are possibly
effective solutions. Collaboration is one of such resolutions. The individuals in conflict work
PRINCIPLES OF MANAGEMENT COMMUNICATIONS 10
together to eliminate it. The needs of all involved are hence met. Compromising is another
method. In this case, individuals in conflict are expected to give up something so that the can
relinquish what they want. Each side loses a bit, so as to gain something (Microsoft, 2011).
Accommodation is the third method of conflict resolution and is largely one sided. One side
that is in conflict gives up their own needs so as the other can get what they want. It is not a
fair system, but one that can resolve conflict. The final method of conflict resolution is
avoidance. It is a reserved stand that is accommodates a stalemate even before a conflict
arises.Evading a conflict in this case it the best solution (Lorenzen, 2006).
Techniques for Leading Teams and Group Meetings
There are three definitive techniques to leading teams and group meetings. The first
method is requires the use of an agenda plan. An agenda plan is very helpful in heading
meetings, and is mostly applicable in executive meetings or where there are many constraints.
Timing is strict and specific individuals are assigned to precise roles. Using an interior
facilitator is another way of leading meetings. The selected individual is likely to have been
attending the meeting, and special attributes such as humor. The third and final technique of
leading these types of meetings is through the use of exterior facilitators. There might be
incidences of conflict within the organization, or that there is need to bring in outside
expertise.
Summary
Communication within an establishment is critical to the success of such an entity.
The key objective is to seek effective communication. This can be achieved but requires input
from distinct fronts. This work has mainly focused on the ways to facilitate effective
communication in different ways and for different purposes. Communication may be viewed
as a basic and effortless task, but it is a complex and crucial part of each entity.
PRINCIPLES OF MANAGEMENT COMMUNICATIONS 11
References
Barjis, J. (2011). Knowledge work and communication challenges in networked enterprises.
Information Systems Frontiers, 13(5), 615-619.
Hedges, K. (2014, January 28). Five Easy Tricks To Make Your Presentation Interactive.
Retrieved from Forbes:
http://www.forbes.com/sites/work-in-progress/2014/01/28/five-easy-tricks-to-make-
your-presentation-interactive/
Lorenzen, M. (2006). Conflict Resolution and Academic Library Instruction. LOEX
Quarterly, 33(1/2), 6–9, 11.
Microsoft. (2011, February 23). 12 tips for creating better presentations. Retrieved from
Microsoft: http://www.microsoft.com/business/en/Content/Pages/article.aspx?
cbcid=49
Pace, R. W. (2013). Communication, work systems and HRD. European Journal of Training
and Development, 37(2), 201-219.
Ramlutchman, N. (2013). Intercultural Communication and Work Integrated Learning.
Journal of Economics and Behavioral Studies, 5(3), 148-156.
