AL SHABAKA TECHNICAL INSTITUTIONAL ACADEMY

DUBAI

LEVEL 4 - CERTIFICATE IN BUSINESS

MANAGEMENT

NAME :    FLORAINE MHAY PULPULAAN   

REG No. :      a31120039

UNIT NAME :     BUS 1.1 Communication in Organizations

UNIT CODE :     D/507/1581

Assignment Question.

Context

You have been hired as a training manager in a medium sized organization. The
company you have joined has been struggling with a range of problems, among
which ineffective communication has turned out to be the major reason. Review
the communication system of your new organization and provide solutions for the
communication problems faced by the organization. You are required to provide a
detailed report to the top management which covers the following tasks.

Task 1

→ Discuss the importance of effective communications in organizations. You

should provide specific examples from different organizations

→ Identify and explain communication practices and systems that allow

organization policy and procedures to be understood and followed.
Incorporate examples from range of organizations
→ Discuss how ideas, new initiatives and developments can be shared

→ Evaluate how workforce commitment to organizational change can be

achieved using different communication practices

→ Analyze communication barriers and weaknesses and remedies to such

problems.
 TASK 1

Assignment Solution

Importance of effective communication.

Great communication is a fundamental instrument in accomplishing usefulness and keeping up

with solid working connections at all levels of an association, and this has been especially
significant since COVID-19 happened, which constrained many people to work from a distance.
Managers who put time and energy into conveying clear lines in giving good instruction,
mission, and vision and delivering it in a good way of communication to an organization will
quickly build trust among workers, prompting expansions in efficiency, resulting in success
overall.

Poor workplace communication will certainly result in unmotivated employees who will begin to
doubt their own abilities.

These are the outcomes of an organization’s good communication, which must be implemented.

● It's all about how team members communicate and interact when it comes in forming
productive teams.

● It may go a long way toward developing productive teams by following successful

methods, such as improving communication. Morale and employee satisfaction will
improve as a result.

● Worker satisfaction can be based on having a voice and being heard, whether it's about
their thoughts, ideas, or concerns. Everyone, regardless of their status, should be able to
communicate through well-established ways.
 ● Employees must be able to openly express their opinions without fear of criticism or
unfair treatment. They must be more likely to contribute their thoughts. This is important
to development. An organization that promotes good communication will be more likely
to be successful.

● Team leaders must be excellent communicators with their staff. This will assist them in
properly managing staff. The key to good communication is not just being able to talk
with individuals, but also being able to manage strong communication pathways between
them.

Communication practices and systems that allow

organizations policy and procedure to be understood and
followed.

Communication strategies, systems, and practices are crucial in high-performance environments.

The soul of the organizational body is data, comprehension, and information. These are the
procedures that the organization needs to implement for the staff of the company by having an
effective communication with an organization such as.
● Convey clear and predictable messages to all parts of the organization
● Explain to employees why it is important for them to know the policy and procedures of
the organization.
● Conduct a meeting with all staff to introduce the completed handbook or manual and
review its purpose.
● Policies and procedures must be required to have proper and clear training to ensure that
employees see how the strategy applies to them.
How ideas, new initiatives and developments can be shared
It is important to an organization that the manager communicate the ideas, initiatives, and goals
of their organization's easily achievable objectives. This can be accomplished through training or
by holding a meeting to discuss what should be implemented for the organization's development.
Inside an organization, there are various methods for sharing ideas, initiatives, visions, and
missions, but the most important thing is that everyone understands the main purpose of the
information given.

How workforce commitment to organizational change can be

achieved using different communication practices

Effective training will not only prepare leaders to communicate effectively with their teams, but
it will also help them understand the appropriate communication channels, as well as policies
and procedures. Sharing a vision of how the organization can benefit from the adaptation is one
of the most valuable things to do when having communication practices. Employees must
understand how the change benefits both them and the company.

Every day, an organization can make more progress. Organizations adapt to the situation and
become more successful as a result. A communication strategy is the key to developing and
improving a team and staff in an organization.
Communication barriers and weaknesses and remedies to such
problems.

Communication barriers are the reason a message cannot be conveyed properly and clearly. A
message may not be understood due to communication barriers. Communication barriers are also
the reason why messages cannot be delivered to the right person and at the right time.

● It is thought that information overload, as one of the communication barriers, is a

situation in which there is a lot of information being given, which can then cause
confusion on the receiver's part. In the modern world, there is an issue of information
overload that can make it difficult for an organization to make decisions or decide what
to do because there is too much information given. Here are some simple tips for
reducing information overload. Less information is better. The less information that is
present, the easier it will be to understand. It is also better that information needs to be
clear in order to be effective, but simplicity and relevance are good.

● It frequently fails to recognize how important it is for their employees to express

themselves and provide feedback. Communication should always be two-way. Listening
is frequently more important than speaking. Organizations, on the other hand, may fail to
recognize the importance of encouraging employees' opinions and the value of their
feedback.

● Leaders must understand the significance of consistent, frequent, and clear

communication. When messages are not delivered consistently, trust can be harmed.
Task 2

You are aware that the ability to communicate effectively is a very important skill.
You understand that promoting effective interpersonal communication is
important in all aspects of life including the workplace. You have to show
awareness of personal interpersonal communication skills and provide evidence
of your skills including presentation style, meetings management and networking.
You decide to carry out your own personal audit as an exemplar to demonstrate
understanding and apply approaches to improve personal communication style:

→ Explain interpersonal communications and communication styles

→ Evaluate the effectiveness of own communication skills
→ Apply theories of interpersonal communication to yourself
→ Request feedback from others
→ Plan your own personal development to improve communication skills
based on this feedback.
→ Provide all information as a detailed log.
 TASK 2

Assignment Solution

Interpersonal communications and communication styles

The study of interpersonal communication must also consider communication styles.

Communicators may use different methods of communication in various situations, but they
usually rely on one style because they are comfortable using it. A person's communication style
is defined by the way he or she interacts with others and exchanges information. Interpersonal
communication can be one-way or two-way. Two-way and one-way communication are different
types of interpersonal interactions. Senders transmit one-way communication when they give
information without expecting any feedback or discussion. A one-way message is faster and
easier for the sender since the recipient does not have to deal with questions or disagreements.

Effectiveness of my own communication skills.

A successful communication goes beyond just exchanging information and involves

understanding the emotions and intentions behind it. Successful people with good
communication skills often enjoy better personal relationships with their teams in an
organization. Effective communication skills are essential for many jobs. The ability to
communicate well plays a significant role in many aspects of life.
Theories of interpersonal communication to myself.

My interpersonal theories to myself are that I am good at understanding emotions, needs and
ideas from their point of view. I also have the ability to pay full attention to someone when they
speak and to truly understand what they are saying. I usually apply this to my family, friends and
at work. Consequently, it makes it easier for me to understand what my colleagues or my
manager are telling me. It also allows my colleagues to share ideas with me and collaborate more
often.

Request Feedback
The feedback I received indicates that I need to improve my verbal communication skills
because I usually give too much information as a result of information overload. I tend to state
irrelevant information that can lead to misunderstandings.

Own personal development to improve communication skills based

on this feedback.

To improve my communication skills with others, I need to communicate clearly, confidently,

and appropriately for the situation. I must also choose the correct tone and vocabulary for the
audience. I must speak formally and professionally during meetings and presentations. In
explaining things or talking to customers, I must avoid using complicated or technical language,
and it is very important to ask questions to clarify information.
Task 3

Following the findings from your report, management has further asked you to
prepare and deliver Presentation on the following areas accompanied with
appropriate notes and descriptive handouts.

→ Identify and explain how management can support teams and other
groups, departments, or sections within and outside an organization to
communicate effectively. Provide examples from organizations

→ Investigate organizational practices that support internal and external

workplace communications

→ Evaluate communication tools, approaches and practices that support

effective internal and external communications
 TASK 3

Assignment Solution

How management can support teams and other groups,

departments, or sections within and outside an organization to
communicate effectively.

Communication is one of the organizational functions that assists a company in remaining

productive and efficient. In order to emphasize the importance of inter-departmental
communication and maintain an efficient flow of information, policies should be implemented to
enhance it.

Trust within an organization is founded upon accurate and effective communication between
departments. The efficiency of a company can be improved by trusting departments to provide
accurate information. This prevents the need for an extra fact-checking step that can slow down
the process.

People notice effective communicators. It is important to be dedicated to improving

communication within an organization, with a strong focus on ensuring the department is
working actively with other departments.

An employee or manager who maintains good communication, efficiency, trust and service and
avoids an employee who avoids unnecessary conflicts and finger-pointing is one whose work
will be noticed by department heads.
Investigate organizational practices that support internal and
external workplace communications

Communication is one organizational function that assists a company in remaining productive

and efficient. In order to emphasize the importance of inter-departmental communication and
maintain an efficient flow of information, policies should be implemented to enhance it.
Trust within an organization is founded upon accurate and effective communication between
departments. The efficiency of a company can be improved by trusting departments to provide
accurate information. This prevents the need for an extra fact-checking step that can slow down
the process.

People notice effective communicators. It is important to be dedicated to improving

communication within an organization, with a strong focus on ensuring the department is
working actively with other departments.
An employee or manager who maintains good communication, efficiency, trust, and service and
avoids unnecessary conflicts and finger-pointing is one whose work will be noticed by
department heads.
Investigate organizational practices that support internal and
external workplace communication
Even though internal and external communications activities are different, they both have similar
goals and must be balanced when working with team members, customers, and organizations.

Internal and external communicators must collaborate for a company's success. Organizations
should make every effort to make them as accessible as possible. Creating messages that
motivate employees to achieve their goals while also encouraging partners and customers
ensures effective communication.

● Businesses must consider both internal and external viewers when developing a
communication strategy. For example, when a company is developing its brand message,
it is critical to create key points for both internal and external use. This method helps in
the creation of messages that appeal to employees and motivate them to do their jobs.
Furthermore, messaging should help encourage the company's customers and partners.

● It is impossible to achieve strategy implementation among different stakeholders if the

external and internal communications departments do not work cooperatively as a team.
Furthermore, there are only a few employees who understand the company's strategy and
direction. When internal communications do a good job of educating employees about
what external communications departments they are collaborating with, they can do a
better job of achieving their goals and understanding the overall business strategy.
References:

10 Benefits of Effective Communication in the Workplace | Indeed.com

The Importance of Communication in the Workplace (& How to Do It Right) (smarp.com)

How a Performance Management System Can Help Your Team (projectmanager.com)

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