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Existing Communication Techniques Used Within Business Information Technology Essay

In today's world survival of organizations depends on communication between employees. When method of communication is not proper the framework of organization collapse. In multinational organizational, communication framework is a series of path through which messages move. This channel is actually group of steps by which firm communicates with employees. The types of organizational communication composition are Formal and Casual. Through theses structure staff communicates through whole organization.

A formal communication framework uses proper programs for information to stream between different degrees of group. The further categories in a formal communication are Downward Communication, Upward Communication, and Lateral Communication.

Upward is a communication from junior to mature such as from forward line managers to decision producers of organization. Downward is a communication between senior level management with junior level management e. g. CEO exchanges its concept to accounts division mind. Lateral Communication means communication between peers e. g. finance head transfers are accountable to accounts mind.

An casual communication framework used free communication medium that are not specifically used for organizational information. This consists of communication "through the grapevine" which is the movement of information from one employee to some other without the specific manner therefore the end form of information distorted and becomes forget about reliable. That is fastest but not at all a trusted method of communication and creates misunderstandings in firm and sometimes severs stress to.

An example would be finding co-worker for specific home elevators concern. Opportunistic Communication happens when staff views someone and remembers to go over concern such as passing co-worker in hallway and keeping in mind something. Spontaneous Communication occurs between two different people by chance that starts off a chat such as two employees out for a glass or two see a reports report about an issue they are working with at the job and they begin to talk about it.

Other classification of business communication is in two main heads which are Social communication and Impersonal communication.

Interpersonal communication is in between two people e. g. Employer and salesmen, accounts brain and finance mind, salesmen and staff. Impersonal communication is also called mass communication which really is a communication between specific to an enormous large or audience e. g. CEO of company doing talk after AGM to employees for declaration of bonus.

In multinational company all types of communication take place this is because a multinational group is endemic organization with lots of branches in various countries employing different people of all kind of culture and character so every kind of communication is necessarily required.

1. 2: Put into practice changes to the communication system of a multi-national business to be able to enhance its efficiency.

Effective communication is an integral way of success in a multinational corporation. But not every multi nationwide group has effective communication system. To make a communication effective different steps can b considered a few of them are reviewed below:

1. Use Multiple Stations for Organizational Communication - Main point in effective communication is medium and using one medium for proper communication of subject matter is not very safer way. This will likely result in lack of tons of information. So in order to avoid this issue more the other medium must b used to ensure that note is received by the recipient I its original form and positive acknowledgment is achieved. These multiple effective stations include meetings, face-to-face talks, e-mail, faxes, telephone discussions, bulletins, postings, and memos. Just how is used to be sure you always use multiple methods to communicate your message, and remove your tension with 100% efficiency guaranty.

2. Make Important Messages Repetitive - Along with multiple channels, organizational communication can b improved by sending important message over and over so that all the employees give most efficient result.

3. Concentrate on Listening - Being attentive is a major element in a single to 1 communication. Without proper being attentive of concept neither we can interprets message in its full meaning nor give positive reviews which mean entire communication process acquired ruined if note is not listened properly. The reason behind this cause is that people are not in any way active listeners. This issue can be fix by using reflective being attentive skills, understanding nonverbal cues, concentrating more on communicator's words instead of preparing communication first. The motto for this purpose must b "no more speaking, just listing".

4. GET THE Concept across - After conclusion of concept by communicator the next phase taken by the communicator is to ensure that meaning is communicated exactly in the same interpretation and framework as he needs the audience to comprehend. This cans b done by openly asking the receiver about the message and using the same words over and over and he must meet only when he gets positive opinions.

5. Use of modern technology - Using of new technologies like multimedia, email, video recording conferencing etc are essential ways of conveying communication.

6. Deal with Communication Problems - Last but not the smallest amount of in order to make communication effective at large level the organization must have such people which quickly beat problem that come across during communication and make communication effective and ideal for organization.

1. 3: Explain how communication can be split into discreet levels.

Communication is the posting or exchange of thought by dental, written, or nonverbal means. In order to make communication effective, managers must have communication skills to use their strategic strategies properly. These skills include nonverbal, presentational, or written skills as the administrator communicates others, present ideas in meetings, or prepares information or those higher on the organizational ladder.

Different Levels of communication:

Following are the ways in which communication process can b divided into different discreet levels.

UPWARD AND DOWNWARD COMMUNICATION

Information, the backbone of any firm, needs to flow effectively. Successful management requires downward communication to subordinates in order to provide them all necessary information for the accomplishment of all goals of business, upward communication to superiors is necessary so that higher level management will keep an vision on all the things of corporation and can also see whether work is certainly going on according to their programs or not their employees are working as per their expectations any problem between employees can b regarded and resolved before it get most detrimental, and horizontal communication to peers in other divisions so that all department knows the condition of other team and can plan their strategies in coordination with them.

For example obtaining a process done by way of delegation is merely one point of the manager's job. Obtaining the information to do that job, informing others about any of it and coordinating with others are also important skills. These skills keep carefully the business working, and improve the visibility and need for the administrator and her department, thus making sure him that his position is strong and support of employees under him has been him and advertising is also expected.

Downward communication is much ahead than passing on information to subordinates and employees on prominent line. It may involve managing and comforting the build of the meaning, as well as showing skill in passing on the careers to guarantee the job is done effectively and successfully by the right hands. E. g. e-mail from a team innovator to the customers of the team, remanding him of the next coming deadline, duty to prepare financial claims is directed at moa then an engineer etc

In upward communication, tone is most significant, along with timing, strategy, and audience version. Upward communication keeps managers alert to how employees experience their careers, coworkers, and the business in general. Professionals also rely on upward communication for ideas how things can be better.

When you can find upward and downward communication then question occur that why their is need of horizontal communication? The answer to this question is the fact that horizontal communication is often necessary to save time and also to facilitate subordinates. In some cases this communication is sanctioned formally. More often, they are crated informally to short circuit the vertical hierarchy and expedite action.

1. 4: Examine the issues with mass communication when handling larger variety of employees.

"Of all of our inventions for mass communication, pictures still speak the most universally understood language. "

Mass communication is a communication enter which a sender distributes emails to many people concurrently. Mass communication is the term used to describe the academic analysis of the many means where individuals and entities relay information through mass media to large segments of the populace at the same time. In mass communication, the communicator will keep his communication in front of a mass is undoubtedly easy words and phrases, that they can understand easily. Mass is the word used to for group of people in front of whom the communicator presents his words?

We are discussing mass communication at corporation level. It may be a employer communicating to his employees. Mass communication is common in multinational companies, business giants and companies functioning at large size.

There are numerous issues in mass communication while controlling large numbers of employees. It's very difficult to take care of a large range of employees with different head filters, conception, education level and cultures. It is not easy for a communicator to connect to the mass so easily.

First of all there's a selection issue of an appropriate channel of multimedia for the mass communication. Different communication mass media can b used but which one is suitable will depend on the problem e. g. Within a multinational organization producing a new product and task manager is offering presentation to all or any the employees starting form top management to front side line management for such presentation a proper mike system along with large display multimedia is necessary. The mass media u select is important for checking the effectiveness of your communication through mass communication.

"All media are present to get our lives with manufactured perceptions and arbitrary worth"

the conception of employees differs from individual to individual in an group. There's a different viewpoint to almost everything. Each employee needs concept in his own notion. Every one has his own way of thinking and it's not possible that everyone's thinking will match with someone to another. So communication will not mean to place your words before the people it offers other side also is to see their point of views whether subject matter is communicated in its proper context and this is done by feedback. This idea is the base of successful communication. But in Mass communication feedback at such a large level is extremely hard so communicator is not sure whether he succeeded in obtaining its motive or not.

The next issue which can come up in mass communication is sender's capacity to speak in large mass of audience. If he has excellent and remarkable skills to converse a note to a major audience, they can win the objective of communication. But a person with fragile communicating power will himself make the communication fail.

The trust factor is highly involved with mass communication. It is the major concern whiling controlling it. If the employees haven't any trust in you, in your words, then how a message can and aim may be accomplished. Give employees a reason to trust you, and keep that trust by sticking with your word and fulfilling your promises. One has to learn to run the obstacle contest. It is not that one can jump every obstacle successfully the first time. Learn from your errors, get know-how and in this manner we are designed for all issues of mass communication.

1-5: Write about how precisely culture and gender can change this is of communication for different groups of people.

When we talk about group of people it includes people of different genders, age group, culture, culture and perception. Within an organization people of all taste are there and it is difficult to control a message so that the genuine objective of senior management can b achieved. That is so because if within an business there are 100 employees its signify there are 100 different thoughts.

Following points explain the impact of variety of folks on communication:

Interpretations. . Everyone has its style to believe and to evaluate a specific situation. Different people with different ages and with different culture see things in various manner e. g. a person might take a small deadline as an encumbrance other as difficult. Difference in gender has strong effect on interpreting a thing. Females always have a situation with much pain and stress as compare to males. Handling stress is easier for a male then a feminine.

Language. In an organization folks of different countries is there and all have different dialect. This is a significant issue because the initial message being in various vocabulary will lost its so this means if not understand properly. Additionally folks of different languages will see difficulty to talk to each other and can permit to do work together.

Ego. Factor of ego is very much common in several gender. Mainly employees do not like to work with people of different genders. Ego creates problem in coordination which cause inefficient work and company comes to meet goals.

Religion it's not possible for folks of different religion to communicate, work, spent time, having dishes jointly etc. Because every faith have its faith, norms, rituals and people with narrow eyesight and who keep themselves stick to their spiritual views find it hard to work with folks of other religion and it's a bet hurdle in communication.

Age factor. . Its also one of the factors which pertains to gender. Guys in old age range are more reluctant towards new things as compare to females. Is hard for men to change their point of view and see different view of an image as compare to females which easily acknowledge changes. Old age ranges make human weird but men are weirder then females and communication lacks its color such as this.

Hesitating Characteristics of Females. . Culture is important factor which decide the norms of world. Some cultures don't allow females to speak much with males because of this difficulty in communication takes place. Along with this many other problems takes place also females with slim vision takes all things negative and disturb the whole organization.

1-6: How do the saying 'action speaks much better than words' connect with verbal and non verbal communication.

Good communication is basis of perfect professional relationships however in a communication we converse 70% by our gestures then our words. That's way this saying is best suited for non-verbal and verbal communication that `Action speaks more then words'. Non verbal communication is vital form of communication. When we meet people we give and get uncountable singles which communicates a whole lot even without speaking any word. These singles are excellent way of define a situation as compare to words.

Verbal communication includes only speaking but non-verbal communication includes sounds, way of communicating, way of walking, postures, appearance, head moments, hand moments, eye moments, closeness etc.

Words aren't enough to make a strong relationship. Nonverbal communication is necessary to create a good quality relation. However people send negative nonverbal signs which causes problem running a business relations. Only words not backed by proper gestures are not enough to hold a situation.

Strategies for a nonverbal delivery to make communication effective:

1. Pose The ways you stand and balance your bodyweight shows your self-assurance and give impression of your genuine personality. Your outward appearance mirrors your inner feeling. E. g. when you drip your podium over your make sagging, it gives the sensation of depression and insufficient control.

2. Movement Your controlled and easy moments show your assurance and present impression of your assurance courage and also capability to handle every kind of situation. During talk or meeting with senior in case a junior adhere to one position and show no minute it shows his nervousness. There differs type of occasions like motion of mind in nodding shows a person comprehends the point of view of communicator, instant of hand during delivering a point shows self confidence and better way to make point easy to understand, moments of eyes like winking sooner or later shows the nervousness of the employee. So movement of every part of body gives a meaning and contributes understanding to your point.

3. Gestures It really is an integral part of kinesics which is research of body moments. Basically palm and arm gestures are being used to emphasis a point to indicate something. To reject and idea to spell it out a point more plainly. Slapping someone shows anger. Interpretation of gestures is an concern across different culture so stay away from dual meaning gestures.

4. Facial manifestation. Each body organ of your face talks when you talk to some. Laugh or laugh shows that a subject is interesting one. A frown shows anger or you are worried. Cunning impression of face shows the top of your anger. It also includes eye contact. The worker who most avoids attention contact with seniors is considered to lack confidence. Eyes contact suggest admiration and goodwill and increasing a favorable impression of you as a loudspeaker.

5. Body Connections. Sometimes some serves show your response towards someone. E. g. shaking palm with someone shows respect, tapping shoulder teaches you are satisfied with your staff etc. These nonverbal serves offers value to relations

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1. 7: Using different mediums can lead to different outcomes of a note. Justify the affirmation with examples.

Effective communication is necessary for the immediate growth of a business but to help make the communication effective selection of medium is vital. Selection of medium is determined by particular situation of communication. An individual medium is not enough or suitable in every the condition. Different mediums according to different situtations are:

1. During interviwes the best possible communication is face 2 face communication. Interviews cannot b placed through telephones bec thrugh such medium the interviwer won't b in a position to assess the nonverble cues of interviwee which is major part in interviwee.

2. Announcment of reward to worker in multinational corporation where number of employees are countless one notice on the noticeboard is wii medium. Personal letter to every employee is a good way to converse.

3. Good news are always given through characters where as in case there is bad information a mobile call is required where you can provide your sympathy to the receiver by which you can form good relationship even after conveying bad reports.

4. In case there is any bad situation in corporation, for example any attack between departments, a person must be selected to resolve the condition which is liked by all in business. Selecting a person to resolve problem which is rude, arrogant, dried up natured is not a lot advantageous in this situation. This can make situation most detrimental.

5. There is situated a difference while communicate with stakeholders of the multinational firm and the debtor. While interacting with lenders, shareholders it is necessary to b polite and use proper medium e. g. if using mails the efficient mailing service must b used but while interacting with debtor cheap service is also appropriate.

6. For advertisements purpose such information channel, news documents, social site are being used which have high score and are well-liked by such type of people to whom you want to convey our subject matter. Using such news channel, news paper etc which is not very popular and is not like by majority of our product users and employee can not only wastage of their time but also will have adverse effect on your business and can cause big loss condition.

7. People like by their works are also a good medium for note as these folks is most probably to b respected by all and they will b a sensible way to make other realize our value.

1. 8: What exactly are the influences of inadequate communication on business and its own stakeholders? Justify your answer with cases from real business situations.

For connection and co-operation of human and organization the primary compelling tool is communication. It requires fostering a shared understanding and sharing of ideas between two people or more. Inside the achievements of organizational goals and targets communication is utilized as a medium of persuasion and used to inform those who find themselves directly involved in doing the relevant work.

There is one publisher named Akporowho (2008) has defined communication as a medium of exchange of different thinking, ideas, thoughts and facts to make a common understanding between people or people. A great roman philosopher Cicero Marcus once said that "if the language is not perfect then what's said is not what's meant and if what is said is not what is meant, what must done remains undone".

This inappropriate handling of communication leads to the ineffective communication. It could be explained as an activity in which the note that sender has delivered is received in very different interpretation by the device. Within a crux it is wrong understanding of the message by the receiver.

In global business world many problem occurs because of the ineffective communication. The issues of inadequate communication are the biasness, mis-representation and blunder. It also leads towards the poor synchronization, pointless control, and failing of management that is inescapable. Within the business because of ineffective communication conflicting situation develops and in the result of this information distorted. Due to all the distortion and poor communication misunderstanding comes up between organizational departments, individuals and stakeholders; who so ever before are involved in the communication process. The other impact of the ineffective communication is the breaking of connections between human. This may lead to the professional turbulence between your organization and its stake holders.

The ineffective communication in the organization also affects the stake holders. The impact of ineffective communication on stake holders could possibly be the misinterpretation of motives and intentions of the organization for the stake holders. Whatever the organization is communicated the stakeholders are receiving its wrong interpretation and thus leads for the misinterpretation. The other problem can be the unfulfilled needs of both functions. If the organizational communication is not effective the employees, customers and all other stake holders cannot speak their needs. So this would leads on the un-accomplishment of needs. In group communication is the way by which people speak about their current problems and situations. The ineffective communication will lead towards unresolved problem situation in firm. The other thing that occurs because of the inadequate communication is increased hostility one of the people and stake holders of the business.

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