Good Communications

 Name : Anis Septianingsih 

Class : 3E

NPM : 1910631060066

Good Communications

Communication can be described as the exchange of information or passing of information, ideas or thought from one person to the other or from one end to the other. The communication brings people together, closer to each other. The communication is an important management function closely associated with all other managerial functions. It bridges the gap between individuals and groups through flow of information and understanding between them. Information is the most vital aspect for communication. It is the information which is transmitted, studied, analyzed and interpreted and stored. The manager therefore has to spare time to collect, analyze and store the information for decision-making and routine day to day business. 

Success in any field requires a clear understanding of the most effective ways to communicate with others. Poor communication skills can not only damage our reputation, but also cause a company to lose business. 

There are seven things that can arise from a lack of communication:

1. Misunderstandings

Misunderstandings out of a lack of communication can lead to some serious issues in the workplace. For example, an employee might misunderstand what their responsibilities are if they're not clearly spelled out (preferably written out someplace) for them. They might then not do their job as well as they could be if they fully understood.

2. Missed opportunities

A lack of communication can often lead to missed opportunities, especially at work. This can happen because an employee does not clearly communicate their interest in an opening for a promotion, for example, or because they don't effectively communicate their interest and/or willingness to take on more responsibilities. As such, they may be passed up for the promotion.

3. Unnecessary conflict

Unnecessary conflict can certainly arise from a lack of communication. For example, a lack of communication might cause two colleagues to end up doing more work for a team project than necessary. Perhaps they thought the other person wasn't doing a certain task, so they took it on for themselves only later to find out that the other person already did it. This can cause tension on the team.

4. The "grapevine" effect

A lack of communication can lead to the "grapevine" effect, also known as the "telephone game." If one person miscommunicates information, that information can easily be passed along throughout the office. Of course, the dissemination of misinformation can lead to disarray, panic and overall disaster in the workplace.

5. Mistrust

A lack of communication can lead to mistrust in the workplace in a whole array of situations. For example is if a manager knows of an opening for a promotion but doesn't communicate it to their team, they might not trust that the manager has their best interest and career development in mind, its employees might not trust that the company is handling them responsibly. 

6. Low morale

A lack of communication can ultimately lead to low morale. Because ineffective communication can create misunderstandings, missed opportunities, conflict, the dissemination of misinformation and mistrust, employees might just feel overall defeated. They might not be motivated to work for such a company or for such a manager who cannot communicate important matters well. And we all know that stress, of course, can lead to low morale, which eventually leads to burnout. Burnout is no good for anyone and can cost companies money.

7. A Broken Company Culture

At the end of the day, a lack of communication can seriously hurt company culture. Company culture relies on communication. If not everyone in the company is on the same page about what's expected of them, the values the company and its members shares or the longer-term and bigger-picture goals, then how can everyone work seamlessly together? 

Causes of Poor/Bad Communication

1. Unclear Objectives

When management doesn’t communicate their objectives, whether they’re day-to-day or long-term goals, their team can’t meet their expectations. This can lead to frustration in both the employee team and the management team, who must now communicate to their supervisors that goals have not been fulfilled.

2. Lack of Empowerment

In workplaces where employees don’t feel empowered, they are less likely to communicate about potential problems. Employees who fear for their jobs may prefer for a project to fail than to speak up and risk termination. They also may not see the point in speaking up if they have been ignored by management in the past.

3. Limited Collaboration

In a workplace that prefers to have executives and managers call the shots, employees may not be as inclined to collaborate. When they don’t care about a project as much, they tend to communicate poorly or not at all.

4. Lack of Professionalism

Many workplace misunderstandings come from mixing personal and professional life. Teams often become so comfortable with each other that they become comfortable talking about more personal issues that would normally be appropriate at work. They also might text or call each other rather than use the company’s official communication channels. Blurring the lines between employees and friends can erode a company’s professional etiquette and communication.

5. Poor Writing Skills

Many communication errors in the workplace stem from poor writing, imprecise language, or an unclear tone. Employees who don’t have strong writing skills aren’t likely to express themselves well in an email or office memo.

6. Technological Discomfort

The modern workplace has gone through many technological changes in the last half-century. Some hires are often quick to adapt to changing systems, while other employees may be reluctant to change how they work. They miss important messages and operate with an improper amount of information because they’re uncomfortable with the work process itself.

7. Poor Management

Sometimes the cause is as simple as a hiring issue. Employees who move up the ranks to managers, or even managers who come from outside the company, may not be equipped to handle the needs of a busy department. They may micromanage their team, leading to resentment and lack of communication, or back off too much, which leaves the team with an absence of leadership.

Solutions for Poor Communication 

1. Make Objectives Clear

When workplace objectives are clear, fair, and understandable, everyone wants to be on board. Employees who understand what’s expected of them on a daily, weekly, quarterly, or yearly basis are more productive and happier at their jobs. Readdress these objectives at staff meetings and performance reviews to keep the conversation going.

2. Empower Employees

Employees want to feel like they have a say in their own future. Empower them to speak up about what they see in their jobs that prevents them from being more productive. The most important part of this step is to listen to what they say and act on it.

3. Encourage Collaboration

A collaborative workplace is a communicative workplace. Teams who regularly collaborate are more likely to communicate about other issues, as well. But don’t stop at department teams – mix up your employee groups for different collaborative projects. It’s an effective way to get employees out of their silos and into great communication patterns.

4. Reinforce Professional Etiquette

At the workplace, it’s important to ensure professional etiquette is clear and fair. Making professional expectations clear whenever possible reinforces that employees use proper communication channels. It also eliminates unnecessary workplace drama and puts everyone on the same page.

5. Train Employees in Professional Writing

Providing this training not only ensures that staff writing will improve, it helps to reestablish your objectives for clear and precise communication everywhere in the workplace.

6. Make a Technological Plan

Decide how you want your employees to communicate with you and with each other. If your company uses email for official communication, make sure everyone knows how to use it. If you’re bringing in a brand new messaging system, don’t assume that everyone is willing to adapt to it immediately. And if you notice that some employees aren’t as active in technological channels, try to engage with them to make sure their voice is still heard.

7. Provide Regular Management Training

Management isn’t an easy skill to pick up just because someone gets promoted. Managing a team involves careful attention and nuance, strong communication skills, and an ability to understand what an employee needs to get their job done. Providing regular management training ensures that a management team is up-to-date on the most effective communication methods possible, and that poor communication caused by management is addressed quickly.