Improving the Communication - Organization Behavior

In order to remove barriers to communication an open door communication policy should be prepared and followed by managers at all levels. The superiors in the organization must create an atmosphere of confidence and trust in the organization so that the credibility gap may be narrowed down. Major efforts in this direction are:

1)     Two-way communication: the organization's communication policy should provide for a two-way traffic in communication-upwards and downwards. It brings two minds closer and improves understanding between the two parties, the sender and the receiver. A sound feedback system should be introduced in the organization so that distortion in and filtering of, messages should be avoided. There should be no communication gap.

2)     Strengthening communication network: the communication network should be strengthened to make communication effective. For this purpose, the procedure of communication should be simplified; layers in downward communication should be reduced to the minimum possible. Decentralization and delegation of authority should be encouraged to make information communication more efficient, through frequent meetings, conferences, and timely dissemination of information to the subordinates.

3)     Promoting participative approach: the management should promote the participative approach in management. The subordinates should be invited to participate in the decision-making process. It should seek cooperation from the subordinates and reduce communication barriers.

4)     Appropriate language: in communication certain symbols are used. Such symbols may be in the form of words, picture, and actions. If words are used, the language should be simple and easily comprehensible to the subordinates. Technical and multi-syllable words should, as far as possible, be avoided. The sender must use the language with which the receiver is familiar. The message should be supported by pictures or actions, wherever necessary, to emphasize certain points. The sender must also practice in action what he says to others or expects from others.

5)     Credibility in communication: one criterion of effective communication is credibility. The subordinates obey the orders of their superior because they have demonstrated through their actions that they are trustworthy. They must practice whatever they say. The superior must also maintain his trustworthiness. Of the superior is trusted by the subordinates, communication will be effective.

6)     Good listening: a communicator must be a good listener too. A good manager gives his subordinates a chance to speak freely and express their feelings well before him. The manager also gets some useful information for further communication, and can also have a better understanding of the subordinates' needs, demands, etc.

7)     Selecting on effective communication channel: to be effective, the communication should be sent to the receiver through an effective channel. By effective channel we mean that the message reaches its destination in time, to the right person, and without any distortion, filtering, or omission.

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