Communication

Submitted By: Richa Sonali Tanvi

Communication is a process of exchanging information, ideas, thoughts, feelings and emotions through speech, signals, writing, or behaviour. In communication process, a sender (encoder) encodes a message and then using a medium/channel sends it to the receiver (decoder) who decodes the message and after processing information, sends back appropriate feedback/reply using a medium/channel.

Communication

Types of communication based on style and purpose Formal CommunicationIn formal communication, certain rules, conventions and principles are followed while communicating message. Formal communication occurs in formal and official style. Usually professional settings, corporate meetings, conferences undergoes in formal pattern.In formal communication, use of slang and foul language is avoided and correct pronunciation is required. Authority lines are needed to be followed in formal communication.

Informal Communication

Informal communication is done using channels that are in contrast with formal communication channels. It’s just a casual talk. It is established for societal affiliations of members in an organization and face-to-face discussions. It happens among friends and family. In informal communication use of slang words, foul language is not restricted. Usually. informal communication is done orally and using gestures.

Informal communication, Unlike formal communication, doesn’t follow authority lines. In an organization, it helps in finding out staff grievances as people express more when talking informally. Informal communication helps in building relationships.

IntroductionCommunication is an important part of a job almost everything do calls for good communications. Good communication skills helps to

• Pick the right person • Makes sure the person hired knows what the job involves. • When conflicts arise, communication skills helps to resolve it.• Improve relationships and teamwork• Improve performance and productivity• Foster an open, creative environment• Solve problems effectively• Training, coaching, or evaluating an employee

•When the department is going through changes or a reorganization, special communication skills is needed to get feedback and ideas from the staff and to give them news that's sometimes not pleasant, while keeping them motivated. Honest communication is one of the key ingredients in managing change as well as managing people.

Becoming a Better CommunicatorResponsibility of a supervisor is to communicate clearly and concisely to all employees and create an environment conducive to openness for others. As the staff become more diverse, take extra time and efforts are needed to communicate to all staff members. To become a better communicatorCreate an open communication environment in your unit. Encourage employees to talk about work issues; listen carefully and respond to questions or concerns with actions or answers. If an issue is outside your authority, pass it along to the appropriate person; then be sure to follow up.

Conduct regular staff meetings. Tell your staff about decisions that may affect them or the work they do and the reasons for those decisions. Use staff meetings to encourage feedback, generate ideas, solve problems, and gain support.

Set up individual meetings. Set some time aside periodically to meet one-on-one with employees. Group staff meetings are important; however, meeting separately with your employees shows concern about their individual work issues. 

Effective ListeningAn important ingredient that runs through all good communication is listening. Listening is a skill that can be practiced and learned. Your goal as a listener is to fully understand your employee's experience and point of view. Give the employee a chance to talk for a while before you say anything

Use non-verbal communication. Be aware of what you communicate with your body; your posture and expressions can convey your attitudes toward a speaker even before you say one word. Use body language to show the speaker that you are engaged in the conversation and open to hearing

Listen to understand the underlying feelings: Use your heart as well as your mind to understand the speaker. Notice how something is said as well as the actual words used.

Don't interrupt: Be sure you think carefully before you speak. As a listener, your job is to help the speaker express himself.

Don't judge the person: A speaker who feels you are making judgments will feel defensive. Avoid making judgments and instead try to empathize and understand the speaker's perspective.

Do not give advice: Keep in mind that the best resolutions are those that people arrive at themselves, not what someone else tells them to do. If you feel it is appropriate, and only after you have encouraged the person to talk, offer some ideas and discuss them.

RespondingAfter you have listened and really heard, respond by conveying your interest and respect:Empathize: Put yourself in the other person's shoes and try to understand.Validate: Acknowledge that the person's feelings are valid.Restate what the other person has said: This allows you to make sure you understand the feelings and shows you are listening. Clarify: Ask questions to get more information about the problem.Summarize: Paraphrase the main points you have heard so that you can make sure you understand all the issues

Why is Effective HR Communication Important?Erosion of trust and engagement Trust and engagement have been eroded during the recent recession and rebuilding employee engagement is now an imperative for many organizations

Effective HR communication Contributes to learning, teamwork, safety, innovation and improved productivity across the organization. It also plays an important part in reducing employee turnover and customer turnover

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Pay and benefits communication May have regulatory requirements that need to be adhered to. Such HR communications may also provide an opportunity to add value for employees.

Connecting employees to strategy and values Effective HR Communication helps provide a 'line of sight' between business goals and individuals roles which in turn increases the effectiveness and profitability of the organization

What Makes Effective HR Communication Difficult?  Multi-generational work forces

A typical organization has a blend of employee demographical. Communications that work for one generation may not work for another. Gen Y employees tend to prefer technology over face-to face Communications, are good at multi tasking and like information in small chunks. Gen X, on the other hand, tend to favor face-to-face and printed HR

Different HR communication preferences and needsIn addition to generational differences, employees also have different communications requirements. Some people need to hear information, some need to read it and others need to experience it in order to comprehend it.

Information overloadInformation overload is a major cause of workplace stress and lost productivity. It is important to address the causes of email overload and to ensure that important messages cut-through

Constrained message recallEven in situations where information overload is not a factor, research shows that people typically remember only three to five points from any communication. Effective communication strategies can ensure that the most important points of a communication are understood and retained.

Virtual WorkforceMany organizations now have employees working remotely and also possibly in different time zones. HR Communications need to 'reach' all employees regardless of their physical location.  

Thank You