The Problem of Effective Communication and Communication Technology

by Anup Maurya
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Introduction

Communication is a crucial aspect of ensuring the success of operations within an company. The transfer of information from one place to the next within a company is accomplished through various channels. In these processes, you will encounter various obstacles that can hinder the process of communicating. A lack of communication could lead to the demise of a company in that not all parties are informed about the next step promptly. It is the responsibility of the manager to recognize the obstacles to efficient communication within the company and devise appropriate solutions to the issues. A company with a weak communication system can result in conflict between employees, lower morale, and lower productivity. This paper will discuss a situation where there were communication issues. It will then proceed give a detailed investigation of the situation and finally, offer efficient solutions to the problem.

Description of the scenario

While I was at university The Director for Accommodation and Catering could send notices to housekeepers in the form of hard-copy documents. University messengers could hand out these documents to different offices of housekeepers. The notices included details about the rules which students had to adhere to within the hostels, the procedures for admission and clearance of students out and in of the hostels, as well as the closing and opening times for students. Housekeepers were individuals who had less academic qualifications in comparison to the director. Particularly, their work requirements were not based on basic computer knowledge. So, they had to adapt to the new technology in the university’s communication system.

At one point the Director for Catering and Accommodation, under the direction from the Registrar of Administration, decided to convene an urgent meeting at 12 noon. As it was an informal session, director decided to opt for email as a speedy method of communicating with the housekeepers. The director employed technical terms only used in the legal profession. The Director and the Registrar stood in the university meeting room for hours while a handful of housekeepers were moving into the room. It was surprising that the meeting did not manage to begin since more than 95% of housekeepers didn’t show up for the crucial meeting.

Analyzing the situation

This is a case of a communication gap between University members, that is director, and housekeepers. This issue is due to technology in communication. The latest technological tools caused it to be impossible for the vast majority of homekeepers to get the notification for invitation to the gathering. Housekeepers were used to posters that university messengers could take of their office at any time. The miscommunication could also be the result of the usage of a different way of communicating that housekeepers are not comfortable with in their daily communications. Housekeepers had no basic computer knowledge and this could be the main reason for the lack of communication. In addition, the inability to deal with the latest technological devices such as computers and cell phones have been the cause for poor communication within a number of organisations.

The Director for Accommodation and Catering did not think about this issue when she/he decided to mail the invitations. Additionally, the absence of personal contact at the time of the distribution of information when notices are delivered might have led some housekeepers to think that the message was. Additionally to that, the use of technical terms to convey the message could have presented an enormous challenge in understanding for housekeepers with a lack of knowledge. Housekeepers have limited educational experience and expertise; hence they aren’t experts in the field of legal. This resulted in difficulties when interpreting the message for those who had access to emails. It was evident that the message was confusing to some employees because of the legal language. It shows a lack clarity in the transmission of information through the recipient. Due to the confusion, the different housekeepers could have a different understanding of director’s instructions. The majority of housekeepers didn’t understand what the director’s expectations were.

The solution to the situation

The solution to this issue could be due to the inability of certain housekeepers to read the content of the email. The director must be aware that not all housekeepers have computer skills. In the end, she must have utilized all options of communication available that can ensure that all housekeepers attended the meeting without notice. In the present world of technology the technology is driving every aspect including the communications sector. Therefore, universities need to offer in-house training on the latest technological developments to keep them informed of these developments. This lack of communication led to waste of time and the use of other resources, thereby reducing productivity within the institution. Housekeepers must be informed on the best way to use email to communicate. In today’s global and digital world, a company which provides effective training for its employees will see a tremendous increase in productivity and efficient utilization of resources. Once this is completed it will be able to reach all housekeepers.

Furthermore, the director must be able to understand his or her clients and housekeepers. Understanding is about the level of education as well as their knowledge and abilities. This will allow directors to write effectively using simple language to communicate with the customers. A clarification must be included with any information given to housekeepers to ensure they understand the message and act in a manner that is appropriate. Furthermore, the director has be easy to write messages to convey to housekeepers, as well as other people involved in the University, including the Registrars and Vice-Chancellor. This will help to avoid cases of miscommunication between housekeepers. In another way one could see the director’s choice of terms as an indication of arrogance and confidence in his/her customers. To ensure effective communication the director must have an open and friendly relationship with housekeepers. If this isn’t done and the housekeepers are not treated with respect, they will eventually have a negative view of the director, which can lead to disloyalty and prejudgments. This can directly impact the activities at the University.

The issue of communication can be addressed through using physical messengers. Since messengers were commonly used in providing information to office of the housekeepers and the director could have utilized the two in an urgent situation. Messengers serve as a backup to communicated messages sent via email. It is very rare to encounter confusion in an organization when two communication channels are employed to convey the same message. Additionally, the university administration must ensure that all housekeepers have internet-connected computers within their offices.

Communication is most effective when it is when it is free of obstacles that may change the message. It is important for organizations to understand the characteristics of their clients and the environment of communication within which they operate. This can help companies to recognize the possible obstacles to communication and consider solutions to address the issues. When it comes to communication there are four primary phases: the sender and a channel for message transmission, a receiver, and feedback. Managers must consider the elements that impact information flow across all three stages.

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