In this report, the state of communication within Dynamic Inc. is discussed in detail to identify the various communication challenges that the company faces. Information obtained from the provided video and the employee survey conducted is used to investigate the various communication problems that the organization faces. Some of the problems that are noticeable from the video include unclear job roles, misunderstandings between the employees, poor employee attitudes, assumptions, and miscommunication. The employee survey conducted also shows several communication problems within the organization. Many operational workers are not clear about their roles at the company. Most of them are uncomfortable about voicing their concerns to the top management and their managers. Some managers do not involve their subordinates in decision-making, which may result in poor work relationships and low employee morale.
To improve communication within the organization and ensure that employees develop healthy work relationships with each other, the various challenges identified must be resolved. Training is necessary to ensure that every employee is fully aware of their job roles and what is expected of them. Training would also help employees to understand what is necessary to avoid miscommunication and ensure effective communication. It is also important to ensure open and honest communication within the company for purposes of ensuring clear communication and good employee-manager relationships. The employees of the company need to have good relationships with the management to ensure that they feel comfortable to voice their concerns and communicate with their managers. In conclusion, effective communication within an organization is important to ensure smooth operations and understanding.
Table of Contents
One of the major problems that affect organizations in their day to day operations is the lack of effective communication. Communication within an organization plays an important role as it ensures that all the members of the organization are adequately informed on what is expected of them and that people develop good work relationships, which are necessary to meet organizational goals. The lack of effective communication within an organization causes a wide range of problems that can result in poor or decreased productivity, lack of job satisfaction, low employee morale, and poor work relationships (McCann, R.M. 2016, 345). In organizations, clear and effective communication is important since it has a direct impact on employee relations, employee engagement, customer and employee satisfaction, and the public perception of an organization. It is, therefore, very important that effective communication occurs within an organization.
Dynamic Inc. seems to be experiencing communication challenges that are commonly experienced by organizations in their day to day operations. A video of a conversation that a member of the organization, Jeff Tan, is having a conversation with a friend about some of the challenges that he is experiencing with the employees was provided. Also, the results of an employee survey conducted at the organization were provided. Both the video and the survey results show various communication challenges and problems within the company.
In this report, the communication situation within the organization is discussed, highlighting the various communication problems identified, the effects of the challenges on the workforce and the organization, as well as the ways through which the state of communication within the organization can be improved. This report is limited in that it only considers the organizational communication problems that are evident from the provided resources (the video conversation and the employee survey result).
One of the most easily noticeable communication challenges from the provided video and employee survey is the lack of clarity in the job roles of employees within the company. From the survey conducted by the human resources department at Dynamic Inc., only ten operational workers strongly agree that they have a clear understanding of their job role. Eighty workers neither agree nor disagree, which means that they are not sure whether they are aware of their job roles. To make the situation even worse, a total of eighty workers disagree that they are clear about their job roles. This means that most of the operational workers are uninformed of their job roles or what is expected of them. In the video, the people in charge of the project seem not to clearly understand their roles and duties. For instance, Franz and Amanda, the junior consultants, are not doing what they are supposed to do – coordination and data collection. They are not aware of their roles and expect the seniors to use google searches for data collection.
The attitudes of employees within an organization affect their productivity and the overall performance of the organization. When a majority of the employee within an organization have a negative attitude towards work and their colleagues or managers, the productivity of the workforce is negatively affected, as well as the motivation of the employees. The employee survey shows that many operational workers are not serious about their roles. According to a case study conducted, at least 44% of the workers are not satisfied with their work.
Many of them also have a negative attitude towards going to their managers with their problems and complaints. In the video provided, Jeff narrates how the junior workers on the project are not proactive, with one even saying that her role is to make appointments and get coffee. This shows a very negative attitude towards work, which is affecting the progress of the project and the productivity of the workers.
Employees need to have good relationships with their managers and colleagues for them to feel free to voice any concerns and issues (McCann, R.M. 2016, 347). When workers do not feel comfortable to voice their concerns with their managers, a communication breakdown occurs and many resolvable issues remain unsolved. For employees to feel comfortable to communicate with their managers and colleagues, open communication lines have to be present within an organization. Open communication promotes the development of healthy work relationships within an organization. The employee survey conducted by the HR department at Dynamic Inc. shows that there is no open communication within the organization. A total of 110 operational workers disagree that they are comfortable voicing their concerns with their managers. Only eight workers strongly agree that they are comfortable voicing their concerns. In the provided video, there is no open and honest communication between the senior and the junior employees involved in the project. They also seem not to relate well.
Committed employees are highly productive, hardworking, honest, and strive to ensure that all goes well. When the employees of an organization are committed, the organization benefits from improved productivity, production of high-quality products, quality customer care, and positive publicity. Non-committed employees are usually demotivated, which results in low productivity, poor production quality, poor customer service, poor communication, and increased stoppages in the operations of an organization. The operational workers at Dynamic Inc. seem not to be committed to their roles and responsibilities. Many operational workers have no clear understanding of their job roles and responsibilities. Some of them are not satisfied with their performance and many of them are not satisfied with their work. For instance, more than 50% of the workers do not feel committed to the organization.
For the revised digital strategy project, the employees on the project are not committed to its success. Some of them are uncooperative, others do not want to fulfill their roles, while others assume that they are supposed to do only certain roles and not others. This shows a lack of employee commitment, which ultimately resulted in communication problems and challenges in meeting the project’s deadline.
Involving employees in decision-making is important since involved employees develop a sense of ownership towards their work and have a good relationship with their managers. When a manager involves his or her subordinates in decision making and brainstorming, the subordinates feel engaged and that their contributions are valued. They develop a good relationship with their manager and communication is improved within the organization (Colquitt et al., 2011). The employee survey results show that several managers within the organization do not seek the inputs of employees when making decisions. Many managers also closely supervise their subordinates, which may result in the employees feeling micro-managed or that their managers do not trust in their abilities. The employees may develop a negative attitude towards their managers and their work, resulting in poor productivity, demotivation, and communication breakdown.
Communication challenges within an organization affect the productivity and overall performance of the organization. Ineffective communication results in poor work relationships, misunderstandings within an organization, poor customer service, demotivation of employees, and low productivity (Hynes, G.E. 2012, 466). Dynamic Inc. faces various communication challenges, including a lack of employee involvement, lack of commitment from the employees, lack of open communication, poor work relationships, unclear job roles and responsibilities, and negative employee attitudes. To ensure improved productivity, performance, and efficiency within the organization, it is important to resolve these issues and improve the communication situation within the organization.
Ensuring that communication within an organization is effective is important in today’s dynamic business environment (Jones et al. 2004, 722). Effective communication ensures improved organizational performance and productivity, as well as ensuring quality customer care and good employee relations. All these advantages are important for organizations that are focused on achieving a competitive advantage and acquiring a highly productive and efficient workforce. Dynamic Inc. faces various communication challenges. To improve the state of communication within the organization, the management first needs to ensure that all the members of the organization are fully aware of their roles and responsibilities. To ensure the clarity of employee job roles and responsibilities, the management of the organization needs to organize employee training and provide employees with job description documents.
When an employee is hired, they are usually taken through induction and training to ensure that they are fully aware of what will be expected of them. Since most of the workers at the organization seem not to understand their roles and duties, the management needs to provide the workforce with training to ensure the clarity of job roles. Besides, the employees should be provided with job description documents that provide details of every employee’s roles and responsibilities. Job description sheets are effective in clarifying the roles of employees. Providing employees with job training will improve the relationship between employees and management, as well as increase the commitment of the employees. Employee training also ensures that the negative perceptions of employees are rectified to ensure that all the employees are focused on achieving efficiency and increased performance. The managers also need to be taken through training to ensure that they are fully aware of what their roles are.
Managers should be advised to involve their subordinates in decision making. By involving the employees in decision making, managers will develop healthy relations with them, promoting open and effective communication within the workplace (Jones et al. 2004, 722). When employees are involved in the decision-making processes within an organization, they feel that their contributions and efforts are appreciated. They feel valued by their employer and develop a sense of ownership for all work assigned to them. Employees, therefore, become more committed, motivated, hardworking, and acquire a positive attitude towards their jobs. Lastly, the management of the organization should seek to ensure open communication lines within the workplace (Spiro, C. 2006, 17). Employees should be encouraged to feel free to voice their concerns and forward their contributions to their managers to ensure honest and effective communication.
Managers should seek to understand the issues facing the employees and any concerns that they may have (Jones et al. 2004, 724). They should also involve them in decision making and development of work plans. Open communication results in the development of good work relationships, which ultimately results in improved workforce performance and productivity.
Colquitt, J., Lepine, J.A., Wesson, M.J. and Gellatly, I.R., 2011. Organizational behavior: Improving performance and commitment in the workplace (Vol. 375). New York, NY: McGraw-Hill Irwin.
Hynes, G.E., 2012. Improving employees’ interpersonal communication competencies: A qualitative study. Business communication quarterly, 75(4), pp.466-475.
Jones, E., Watson, B., Gardner, J. and Gallois, C., 2004. Organizational communication: Challenges for the new century. Journal of Communication, 54(4), pp.722-750.
McCann, R.M., 2016. Intergenerational communication challenges in the workplace. Consulting that matters: A handbook for scholars and practitioners, pp.345-353.
Spiro, C., 2006. Generation Y in the Workplace. Defense AT&l, 35(6), pp.16-19.