In any form of business the ability to communicate effectively is absolutely crucial in terms of efficiency, productivity and workplace morale. There are two main types of communication within a business which are internal and external forms of communication. Internal communication primarily affects employees within a company whereas external communication affects shareholders, customers, suppliers as well as the general public.
Routes of Communication in Business
There are four main routes of internal communication within an organisation which include downwards, upwards, horizontal and multi-directional. Downwards communication typically relates to instruction passed down from employers via line managers and mangers to inform subordinates of tasks, decisions and instructions. Upwards communication is far less common in organisations but may involve ideas being relayed through consultative committees.
Horizontal communication routes are frequently used as a means of communicating key information between those at the same level but in different departments. Multi-directional communication is often the most informal aspect of workplace communication as it includes gossip and rumours which typically spread throughout the office in many different directions.
Internal Communication Includes Informing and Commanding
Two common aims of internal communication within an organisation include informing others through the presentation of facts and commanding through providing instructions. Information is continuously needed within business to share important changes or issues such as those associated with changes in working conditions, work safety and remunerations, benefits or pension schemes. All employees have the right to be told if changes to the workplace environment are being made and effective communication reduces both office politics and conflicts.
Instructions relating to tasks or projects being delegated must be issued through downwards routes of internal communication. It is important, however, that instructions are provided in a considerate manner to reduce tension between colleagues and superiors.
Workplace Communication Involves Negotiating and Reporting
Negotiation skills are absolutely key to presenting cases in both internal and external forms of communication. The art of being able to negotiate effectively will also be a tremendous asset when having to communicate unpopular decisions as a means of reducing conflicts escalating within the workplace environment. Negotiation skills include the ability to use disarming techniques when dealing with awkward colleagues and difficult situations.
Reports are a practical means of keeping employees up to speed with daily changes in areas such as sales, costs and staff absences. Communicating report findings which have a direct bearing on employees and their work projects or tasks is key to maintaining high standards in terms of efficiency and productivity levels within the workplace.
As highlighted above, internal communication may involve downwards, upwards, horizontal or multi-directional routes. Effective communication skills such as the ability to negotiate are vital within the workplace to reduce office politics and conflicts and improve staff morale, thus creating a more positive working environment for all.
Source:
Fearns, P. (2003) Teach Yourself Business Studies London: Hodder Headline
Kate Le Page - Kate Henning-Le Page writes about eating disorders, body image and recovery issues. She specializes in anorexia recovery.
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