1. Strategies for Improving communication There are several tried –and tested techniques for improving organizational communication Encourage open feedback: In theory encouraging open feedback is simple If accurate information is the key to effective communication then organizations should encourage feedback Feedback is the prime source of information Theory because it is natural that workers will be afraid of repercussions if extremely open with their superiors High ranking officials may also be apprehensive about hearing what is I the minds of their workers

2. Strategies for Improving communication The fear and apprehension can wreak havoc on organizational communication These problems would be unlikely to occur in an organizational climate in which top officials openly and honestly seek feedback Lower level workers believe they can speak their mind How can this be accomplished? Not easy but several successful techniques for opening feedback channels have been used by organizations 360- degree feedback: Hewlett-Packard, Motorola etc Suggestion systems: Tata Steel, Kodak etc Corporate Hotline: Telephone lines staffed by corporate officials ready to answer questions and listen to comments(useful during times of change-AT&T used it in early 1980s –anti trust divestiture

3. Strategies for Improving communication Use simple language: Speak he language of audience Follow KISS principle Keep it short and simple Avoid Overload: When people are confronted with more information than they can process at any given time their performance suffers/this condition is overload You can minimise this problem Rely on gate keepers-Administrative Assistants of Top officials Practice queuing-Lining up incoming information so that can be attended in an orderly fashion/Air traffic controllers

4. Strategies for Improving communication Walk the Talk: when it comes to effective communication -Action definitely speak louder than words - Often communication is hampered by the practice of saying one thing but meaning something else(we may be cutting jobs) contradict message(don’t worry the company is stable ) It is bound to create confusion Inconsistency comes from the top The effective way to foster effective organizational communication is for CEOs to “Walk the Talk”-to match their deeds with their words My door is always open but the boss is never available for consultation

5. Strategies for Improving communication Be a good Listener: Effective communication involves more than just presenting messages clearly Effective communication involves doing a good job of comprehending messages sent by others Most of us take listening for granted/effective listening is an important skill Managers spent 40% of their time listening to others but only 25% on effective listening Effective listening does not refer to passive act of just taking in information

6. Strategies for Improving communication Effective listening involves three important elements Being non –judgemental while taking in information from others acknowledging speakers in ways that encourage them to continue speaking Attempting to advance the speakers ideas to the next step Individuals can be the root cause of a communication problem In a business scenario we do not attempt to change individual personality traits nor is it possible We can surely understand the role of an individual in communication breakdown

7. Strategies for Improving communication Communication by leaders and Managers Leaders and managers with the capacity to communicate effectively are able to work directly with people Consequently there are fewer hidden agendas Issues are resolved at an early stage before they become long term problems Effective communication by leaders and managers leads to fewer direct controls and more understanding commitment and motivation

8. Strategies for Improving communication Control: Communication can be used by an organisations management as a means to control procedures and have employees conform to company objectives/directives or work procedures People within organisations participate in employees assessment schemes Read manuals of procedures for different work tasks Set targets for company plans People are using their communication skills constantly

9. Strategies for Improving communication Control: The difficulty for leaders and managers is to communicate in a way that achieves a balance between control, motivation and efficiency Too much control may reduce initiative and actually lead to lower productivity -with less of what the client wants and more emphasis on what workers think the managers want Too little control may cause uncertainty and insecurity

10. Strategies for Improving communication Motivation: An organisations management including leaders of small teams can use communication to motivate employees Employees have a need in varying degrees for achievement, power and a sense of belonging to the organisation When organisation is willing to acknowledge and provide feedback on the achievement of individuals and groups Job satisfaction and performance are improved(Acknowledgement can be verbal/written or circulars) This helps to keep people in the organization feel that they are important part and are appreciated

11. Strategies for Improving communication Balancing needs and goals: Communication within he organisation has another important role The interests and expectations of the organisation and the goals and needs of employees have to be balanced To understand and achieve this balance both employer and employee need to understand one another-good communication is essential When this understanding is achieved and the needs and goals of both are compatible The behaviour required at work to achieve the organisations goals is satisfying to the employee

12. Strategies for Improving communication Organisational goalsIndividual /team goals ProfitGood pay Return on investmentJob security Employee efficiencyFringe benefits Production of quality goods and services Scope for initiative and achievement CompetitivenessChallenge Low absenteeism and low turnover of employees Satisfaction

13. Strategies for Improving communication The organisation needs to convey its viewpoint to employees Employees must persuade management to appreciate their view point Slow inefficient lines of communication may mean dissatisfied customers and demoralised workers For all these reasons business organisations need people who are skilled communicators and effective channels of communications to move information through organisation efficiently and effectively