The Importance of Communications

Effective communication is important for the development of an organization.

Effective communication is something which helps the Owners and Leaders perform the basic functions of management; Informing, Educating, Motivating and Aligning. Therefore, effective communication is a foundational building block of a strong organization.

We communicate for a variety of reasons.  Communication is a process of sending and receiving information among people. We communicate with others not only by face-to-face communication, but also by giving information two other primary ways; electronically and in printed products.

Effective communication is an important skill, regardless of how the information is being presented. However, when it comes to communication in the workplace, effective communication is an integral element to the businesses success.

Communications main purpose is to spread knowledge and information to other people. The Internet now allows people to have better access to knowledge and information in all fields, and also makes it easier and faster to contact people around the world.  So, it has become even more vital that the sharing of knowledge and information process function effectively, to properly communication.

Similarly, workplace communication is a process where information and ideas, both verbal and non-verbal, are exchanged within an organization.  To support the positive aspect of communication, an organization develops and maintains its own culture. This company culture must be created to transcend employees being from different parts of the society, different cultures and backgrounds, and different social norms.

Effective workplace communication ensures that the organizational objectives are known, along with the expectations for their achievement.

  1. Effective workplace communication is tremendously important to companies, because it creates an environment that results in increased productivity and efficiency.

      • It prevents barriers from forming among individuals within companies, that might impede progress in striving to reach a common goal.

  2. Ineffective workplace communication leads to communication gaps between employees and leadership, which results in confusion, wasted time, and reduces productivity.

      • Additionally, these misunderstandings may cause friction between people, which could have been avoided by effective workplace communication.

For businesses to successfully function as desired, the entire value stream of employees must be able to interact clearly and effectively with each other through verbal and non-verbal communication to achieve specific business goals.  This is achieved, within the company culture, through development of effective communication skills.

The 7 B’s of effective communication skills:

  • Be a Good Listening.

    • Being an effective listener is one of the best ways to be an effective communicator.

  • Be Aware of Nonverbal Communication.

    • Body language, Company Culture, Company Norms.

  • Be Clear and Concise.

    • Not leaving a lot for interpretation or reading between the lines.

  • Be Friendly.

    • Communicating in a non-threatening manner.

  • Be Confident.

    • Confidence is contagious, being confident instills confidence.

  • Be Empathetic.

    • Know your audience.  Communication, even good news, can be received in many different ways.

  • Be Respectful.

    • This is a two-way street.  Disrespect your listener, regardless of who they are, and be prepared to be disrespected.

Most times, when the word communication is used, people think about exchanging ideas and information by means of spoken or written words. These styles of communication are just a small component of communication.  Businesses have access to a variety of methods of communication which can be used with internal and also with external audiences. The main methods of communication include the traditional business meetings as well as printed materials.  There are also the video training, videoconferencing and social media platforms that have become more widely accepted in our global society. Subsequently, several tools can be utilized by the businesses for addressing audiences who are in locations which are both near and far.

While a lot of attention is being focused on the methods some of the new electronic methods, the value along with the relevance of the “traditional methods” of communication still exist.

Therefore, several different sub-methods of communication exist, and the determination of the methods that are the right mix for your company is a strategic decision that needs to be made.

The 4 primary types of communication in the workplace:

  1. Intrapersonal Communication.

    • This form of communication is extremely private to the individual.  This is the method used by the individual to process both, what was communicated to them and how they plan to communicate to other.

  2. Interpersonal Communication.

    • This form of communication takes place between two or more individual.

  3. Small Group Communication.

    • Teams, small departments, committees, etc.

  4. Public Communication.

    • Weighed and measured communications, especially if the company is publicly traded.

These types may then be broken down into the separate methods;

  1. Verbal

    • Audio/Video

    • Face-to-Face

  2. Nonverbal

    • Written

    • Physical Nonverbal

Verbal Communication Examples in the workplace

  • Open Meetings

  • Videos [pre-recorded messages]

  • One-on-One meetings

  • Small Group/Departmental meetings

  • Training sessions

Although audio methods can help to convey a message, they do not always allow for the full breadth or scope of the information being conveyed in much broader or more defined messages.  Unfortunately, it is often the method most relied upon, and subsequently is subjected to the same critical review of personal recollection. To counter this, a company can choose how it conveys audio messages, and support them through some other visual communication tool.

Non-Verbal Communication Examples in the workplace

  • Emails.

  • Company newsletters.

  • Training documents and manuals.

  • Company blog.

  • Posting boards.

Increased Employee Engagement

Communicating is more than just talking to someone, it’s about connecting with other people. One of the most powerful benefits of effective communication in the workplace is a more informed employee. Employees that feel they are more informed feel more empowered, and are generally more engaged in their work.  They can also feel better aligned with company vision, and the strategic goals & objectives. All resultant from a culture of more effective communication in the workplace.

 Effective Communication can improve employee engagement in the following ways:

  • Feedback on what motivates employees.

  • Exposure to employees that may otherwise go unnoticed.

  • Ability to develop employees inline with company goals.

  • Improved work experience, with a more positive and satisfying environment.

  • Better relationship with Teams and Leadership.

Improved Client Relationships

When employees are part of a company culture that trains to communicate and to connect with others - they can not only work with each other more effectively, but also better serve the Customer through their ability to:

  1. Understand Customer needs more clearly.

    • An effective communicating team lays the groundwork for expressing and understanding needs.

  2. Reassure the Customer to feel they’re understood.

    • With effective communication tools, the Voice of the Customer can be heard in a way that is easy and clear to understand, and the listener can better communicate their understanding.

  3. Mitigate and resolve conflict more immediately and effectively.

    • If someone feels disrespected, disadvantaged, or disregarded, then it may lead to tension or conflict.  A better understanding of the use of effective communications tools allows the person to identify this issue much earlier, and provides the methods to reduce or eliminate those feelings.

  4. Present new information in a way that the Customer will be more receptive.

    • Improved communication methods and skills, is similar to improved or additional tools in the toolbox.  With the trained knowledge for the use of the tools, and improvement in the finished product should be expected.

Increased Productivity & Talented in the Workforce

Communication skills can also help foster a more productive and talented workforce in many other ways:

  • Exposure to the company of hidden employee talents & skills.

  • Allowing for better employee buy-in on company strategies, goals, and vision.

  • Developing a company culture that encourages innovation and creative thought.

  • Generates and environment that supports strategic team building.

 The Bottom Line

Top performing companies are top performing because they consistently provide ways to effectively communicate.  They are not only good at it, they deliberately put it into their business strategy. Effective communication is a valuable part of their company’s strategic plan for continued competitive success.  Unfortunately, this is often viewed as unnecessary or a burden, and the true value is not understood and subsequently unrealized. Again, this must be determined by the ownership or the leadership, and rolled into the company vision and the company strategy.

The bottom line is that effective communication isn’t just about being able to present information.  It’s a skill-set that allows for the generation and support of new ideas, for mitigating conflict, or creating a more positive team environment. Communication is integral to sales, client relationships, functional team development, company culture, employee engagement and buy-in, and encouraging innovative thinking.

Where does your System fit in?

Does your company have a solid method for Effective Communication?   We’ve been there, seen that...and we do not put ourselves in a position to judge.  Rather, as a helpful partner, we respectfully help study, support, and solve the root cause issues that will allow your business to get back onto the success track.

Our network has a Subject Matter Expert [SME] for every business segment and each department, assure our Clients that they can be confident in any area of improvement or compliance.

If your company is in need of a SME for the areas discussed in this article, don’t hesitate to contact our team at the Business Brain.  We have support personnel for every segment of business, and we specialize in the diagnosing, prescribing, and rehabilitation of challenged businesses.  We can also assist in the financing, with favorable rates and terms.

Kurt Zimmerman

Executive Vice President

Direct: 716-299-8620 | kurtzimmerman@thebusinessbrain.com

Office: 800-616-7382

http://thebusinessbrain.com/

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