The benefits of effective communication to individuals and organisations

Discuss the benefits of effective communication to individuals and organisations

 

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Benefits of Effective Communication

Introduction

Communication refers to the process of relaying or receiving messages through a medium. Communication involves a sender, recipient, the message and the medium of communication. Effective communication refers to the act of relaying information, ideas or views in a way that ensures satisfactory reception, interpretation and understanding. Effective communication is where both the sender and recipient of the communication ascribe similar meanings to the relayed message (Prachi, 2018). Effective communication needs to be concise, complete, accurate, and consistent. Therefore, effective communication is crucial in both interpersonal communication and in communication within organizations. The paper will discuss the benefits of communication to individuals and organizations.

Benefits to Individuals

Individuals need to develop excellent communication skills to relay messages and receive messages effectively. The first benefit of effective communication is that it allows individuals to create lasting and meaningful and interpersonal relationships. Effective communication allows the individual to bond well with other people and thereby establish friendly and trusting relationships with other people in the individual’s social, professional and business circle (Knapp et al., 2014). Effective communication foster interpersonal relationships because it allows the individual to be listened to and understood. In this way, effective communication builds interpersonal relationships by minimizing the possibility of misunderstandings that can lead to disagreements and resentment. As such, effective communication ensures that interpersonal relationships are built on a foundation of understanding and mutual respect. Moreover, effective communication allows individuals to express their feelings and views with openness, candor and clarity which strengthens interpersonal relationships.

Individuals benefit from effective communication because it facilitates academic success and career advancement. Communication is a critical component in the academic sphere. In the academic environment, the individual is expected to communicate effectively when learning in class or writing reports, assignments or answering questions in assessments (Jasim & Khalifa, 2019). Subsequently, effective communication lays the groundwork for the individual’s academic success. In the professional environment, an individual is expected to communicate effectively at work. For instance, effective communication is essential during interviews and when making reports or engaging with managers and employees at work (Khadi, 2018). Effective communication opens career opportunities and promotes professional development by allowing the individual to get a job or land a promotion at work.

Effective communication is beneficial to the individual because it eliminates or reduces incidents of conflict. One of the main causes of conflict is misinterpretation or misunderstanding of messages (Spaho, 2014). Disputes emerge when the recipient interprets a message in a way that was unintended by the sender. Disagreements also emerge when the sender leaves out crucial information from their message. Effective communication can help the individual to avoid or minimize incidents of personal conflict by ensuring that they relay information, opinions or feelings in a way that is clear and unlikely to be misinterpreted, thereby avoid conflict.

Effective communication is beneficial since it can allow the individual to persuade others. Communication is especially useful for individuals who hold leadership positions or wish to influence others. Effective communication allows the individual to influence and inspire other people to follow their ideas and suggestions (Leibson, 2019). The persuasive impact of effective communication is beneficial when the individual engages in negotiations. An individual with excellent communications skills can present their position more effectively and emerge better off from negotiations.

Benefits to Organizations

Effective communication establishes clear goals and objectives in the organization. Effective communication ensures that the organization has a clearly stated mission and vision that is widely known and understood across the workforce. In such organizations, all members of the workforce understand their specific roles and responsibilities and how their position contributes to the attainment of organizational goals (Kashyap, 2019). Effective communication eliminates any confusion or conflict related to job positions and responsibilities which improves organizational performance (Femi, 2014). Effective communication also provides direction to employees and managers to guide decision-making and task completion.

In organizations, effective communication improves collaboration and teamwork among the employees. Through effective communication, employees are placed in a position to understand their role and the goals of cooperation. Effective communication promotes a workplace environment where employees can coordinate and rely on each other to complete tasks and projects (Lam, 2015). Communication improves teamwork and cooperation among employees by reinforcing interpersonal bonds between employees, thereby improving work experiences and morale. Effective communication improves collaboration in the organization by enabling people with varied mindsets, attitudes and motivations to work together to achieve shared goals. Improved teamwork and collaboration contribute to improved organizational performance (Schuh et al., 2014).

Effective communication is beneficial to organizations because it supports management functions. Effective communication is essential to the processes of delegating and allocating tasks, supervising, motivating, planning and organizing. Managers need to tap into their communication skills when allocating or delegating tasks to ensure that employees know what they are expected to do. Effective communication ensures that work instructions are clear, concise and easy to follow (Solaja, Idowu & James, 2016). Effective communication enables managers and leaders in the organization to motivate employees towards the achievement of organizational goals. Managers who are effective communicators have the ability to improve employee morale by building employee-manager relationships, inspiring and providing constructive feedback. Effective communication allows managers to effect change in the organization (Husain, 2013). Effective communication also allows managers to plan and organize by facilitating the exchange and sharing of business information.

Effective communication improves employee productivity and efficiency in the organization (Femi, 2014). Firstly, effective communication improves the clarity of instructions and responsibility which empowers employees to undertake tasks with confidence. Effective communication across the organization improves productivity and efficiency because employees are guided by a clear strategic direction. There is also less likely to be misunderstandings and confusion that lead to costly mistakes at work. Clear instructions and responsibilities guarantee accountability in the workplace (Kashyap, 2019). A sense of accountability motivates employees to undertake their tasks promptly and effectively.

Effective communication allows organizations to improve customer service and increase customer loyalty. Effective communication enables the organization to understand customer feedback and handle complaints with competence and empathy (Clark et al., 2013). Effective customer support improves customer satisfaction with the organization. High customer satisfaction results in improved brand reputation and better financial performance (Dimyati, 2018). Organizations tap into effective communication strategies to inform customers about the benefits of their products and services through sales and marketing. Effective communication allows the organization to build friendly, beneficial and sustainable relationships with customers. Such relationships improve the customer’s view of the organization and instill customer loyalty.

Fig. 1: Components of effective communication with customers.

Effective communication improves the problem-solving and conflict management capabilities of the organization. Firstly, effective communication contributes to problem-solving by allowing for the development and deliberation of different solutions to organizational problems (Kossoff, 2018). Effective communication allows employees and managers to share and evaluate creative ideas to overcome emerging business challenges. Effective communication enables conflict resolution among employees by facilitating the processes of mediation and arbitration. All the parties in the conflict have an opportunity to communicate their position to promote negotiations and compromise (Spaho, 2014). Effective communication minimizes misinformation and misunderstanding which are the primary sources of conflict in the workplace. Effective problem-solving and conflict management contributes to improved efficiency and employee cooperation, thus enhancing organizational performance.

Conclusion

Effective communication refers to the act of relaying messages in a way that ensures satisfactory reception, interpretation and understanding. For individuals, the benefits of effective communication are the development of lasting and meaningful interpersonal relationships, conflict avoidance, persuasion and negotiation. The individual can also attain academic success and professional growth. For organizations, effective communication provides clarity of goals and objectives, improves teamwork, and supports management functions. Organizational also benefit through the development of a clear strategic direction, improves employee productivity, problem-solving and conflict management. Consequently, both individuals and organizations should strive for effective communication in all activities.

 

 

References

Clark, C. M., Murfett, U. M., Rogers, P. S., & Ang, S. (2013). Is empathy effective for customer service? Evidence from call center interactions. Journal of Business and Technical Communication27(2), 123-153.

Dimyati, M. (2018). The role of customer satisfaction in mediating marketing communication effect on customer loyalty.

Femi, A. F. (2014). The impact of communication on workers’ performance in selected organisations in Lagos State, Nigeria. IOSR Journal of Humanities and Social Science19(8), 75-82.

Husain, Z. (2013). Effective communication brings successful organizational change. The Business & Management Review3(2), 43.

Jasim, B. J., & Khalifa, M. F. (2019). Evaluation of Students’ Communication Skills and Academic Performance in the University of Baghdad. Iraqi National Journal of Nursing Specialties32(2), 1-10.

Kashyap, V. (2019). Effective Communication in the Workplace: How and Why? Retrieved from: https://www.hrtechnologist.com/articles/employee-engagement/effective-communication-in-the-workplace-how-and-why/

Khadi, D. (2018). 13 communication skills that will advance your career and make life easier. Retrieved from: https://www.michaelpage.com.au/advice/career-advice/career-progression/13-communication-skills-will-advance-your-career-and-make

Knapp, M. L., Vangelisti, A. L., & Caughlin, J. P. (2014). Interpersonal communication and human relationships. Pearson.

Kossoff, D. (2018). Why communication needs to be an important part of the problem-solving process. Retrieved from: https://www.kepner-tregoe.com/blog/why-communication-needs-to-be-an-important-part-of-the-problem-solving-process/

Lam, C. (2015). The role of communication and cohesion in reducing social loafing in group projects. Business and Professional Communication Quarterly78(4), 454-475.

Leibson, H. (2018). The Art of Persuasion: Effective Communication Strategies for Founders. Retrieved from: https://www.forbes.com/sites/hayleyleibson/2018/10/31/the-art-of-persuasion-effective-communication-strategies-for-founders/#576742acc0a4

Prachi, M. (2018). Effective communication. Retrieved from: https://theinvestorsbook.com/effective-communication.html

Schuh, G., Potente, T., Varandani, R., Hausberg, C., & Fränken, B. (2014). Collaboration moves productivity to the next level. Procedia Cirp17, 3-8.

Solaja, M. O., Idowu, E. F., & James, E. A. (2016). Exploring the relationship between leadership communication style, personality trait and organizational productivity. Serbian Journal of Management11(1), 99-117.

Spaho, K. (2014). Organizational communication and conflict management. Management-Journal of Contemporary Management Issues18(1), 103-118.

 

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