Organizations with effective business communications can weather even tough economic environments.

What it takes is a commitment to openness and honesty, opportunities for

two-way communication, multiple channels of communication, a focus on the manager/employee relationship and a commitment to face-to-face communication whenever possible.

Companies that can follow these hallmarks, will boost their communication effectiveness significantly.
Openness And Honesty

Gone, for the most part, are the days when businesses tried to keep important information close to the chests of the senior business leaders. Today's business leaders understand the

need for transparency in communication to establish an environment of trust and loyalty, and to take advantage of the contributions that employees can make when they're kept well

informed. As Robert Kent, former dean of Harvard Business School has said, “In business, communication is everything.”

Two-Way Communication

It is not enough for business leaders to convey messages down from the top to the employees at the front lines. Channels for two-way communication can ensure a dialogue between

all levels of the organization. Business leaders benefit when they encourage open, two-way communication between employees and their managers, and between each other.

Multiple Channels

Just because an organization has a website and puts information there, doesn't mean that all employees will access that information. Even in a technology-driven world, it pays to use

multiple channels for communication including the intranet, email, telephone, print newsletters, posters, bulletin boards, meetings. Messages should be sent multiple times in multiple

ways to ensure that all employees have the opportunity to be exposed, says Lin Grensing-Pophal, author of "Employee Management for Small Business."

Manager/Employee Communications

The most critical communication that occurs in organizations occurs between employees and their direct supervisors or managers. That means that managers need to have the tools,

resources and training they need to serve effectively in this key role.

Face-to-Face

Technology makes it common for people to hide behind their computer keyboards and over-rely on email communication, sometimes even when communicating with a person across

the hallway. Face-to-face communication, whenever possible and practical, is still the best way to make an effective business communication connection.

Characteristics Of Effective Communication

The real meaning of communication is getting the receiver and the sender tuned together for a particular message. Communication takes place when one person transfers some
understandable data to another person. It also includes the exchange of thoughts, opinions, sentiments, facts, and information between two or more persons. Feedback is very
important as it assures that your message should be properly conveyed to the receiver.
The essential features of an effective communication system are keys for productive communication. The chief principles or characteristics of an effective communication system
are as follows: -

- Clearness and integrity of message to be conveyed.

- Adequate briefing of the recipient.
- Accurate plan of objectives.
- Reliability and uniformity of the message.
- To know the main purpose of the message.
- Proper response or feedback.
- Correct timing.
- Use of proper medium to convey the message properly.
- Use of informal communication.

The following are some important guidelines to make communication effective: -

- Try to simplify your thoughts before communicating your message.

- You must analyze the intent of each and every message.
- Consider the overall physical setting whenever you communicate.
- You must discuss with others, where appropriate, in planning communication.
- Be careful while communicating, of the overtone as well as basic content of your message.
- Take the opportunity to suggest something of help or value of the receiver.
- Follow-up your communication.
- Prepare yourself for transmitting the message in a proper way.
- Be sure your actions support your communication.
- Seek not only to be understood but understand.

How To Make Communication Effective?

Effective communication is crucial for the success of an organization. Communication takes place when one person transfers data and understanding to another person. An
effectual communication is one which is properly followed by the ‘receiver of the message and his feedback is known to the ‘sender’ or transmitter. The below are some points that
may be taken to lessen communication barriers for making it more valuable: -

- It is very important to be familiar with the ‘audience’ for whom the message is meant. The message to be communicated must be clear in the mind of the communicator because
if you don’t comprehend an idea, you can never convey it to other person. The message should be adequate and apposite towards the communication purpose.

- In order to avert semantic barriers, the message should be conveyed in easy, concise and understandable language. The expressions or signs chosen for communicating the
message must be suitable to the reference and understanding of the recipient.

- To make business communication effective, the structure of the organization must be sound and suitable to the requirements of the organization. The management should
make efforts to make communication process more effective and understandable.

- To avoid creditability gap, management must guarantee that their procedures and activities are in accordance with the communication. Communication is not complete unless
the reply or response of the receiver of the message is received by the sender or communicator. The success of communication can be evaluated from the reaction. Therefore,
feedback must be bucked up and examined.
Written Communication
Communication through words may be in writing or oral. Written communication entails transmission of message in black and white. It mainly consists of diagrams, pictures,
graphs, etc. Reports, policies, rules, orders, instructions, agreements, etc have to be conveyed in written form for proper functioning of the organization.

Written communication guarantees that everyone concerned has the same information. It provides a long-lasting record of communication for future. Written instructions are
essential when the action called for is crucial and complex. To be effectual, written communication should be understandable, brief, truthful and comprehensive. The main
advantages and disadvantages of written communication are as follows: -

Merits of written communication

• It ensures transmission of information in uniform manner.

• It provides a permanent record of communication for future reference.
• It is an idealistic way of conveying long messages.
• It ensures little risk of unauthorized alteration in the message.
• It tends to be comprehensive, obvious and accurate.
• It is well suited to express messages to a large number of persons at the same time.
• It can be quoted as legal evidence in case of any disputes.

Demerits of written communication

• It is costly and time consuming.

• It becomes difficult to maintain privacy about written communication.
• It is rigid and doesn’t provide any scope for making changes for inaccuracies that might have crept in.
• It is very formal and lacks personal touch.
• It boosts red-tapism and involves so many formalities.
• It may be represented in a different way by different people.
Role of nonverbal signals in interpersonal communication

Although verbal and written communication is important, research shows that nonverbal signals make up a substantial percentage
of all interpersonal communication.
Jan 25, 2008, 05.33 AM IST
To enhance your own ability to communicate non-verbally, outlined are a few tips:

Tone of Voice:
Useful to convey emotions from enthusiasm to disinterest to anger. To practice, notice the tone of voice of others and try to
interpret the emotions attached (e.g. an animated tone vs. an agitated ..

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Tone of Voice:

Useful to convey emotions from enthusiasm to disinterest to anger. To practice, notice the tone of voice of others and try to
interpret the emotions attached (e.g. an animated tone vs. an agitated tone); notice how others respond.

Eye Contact:
< ..

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THE IMPORTANCE OF NON-VERBAL COMMUNICATION

“The most important thing in communication is hearing what isn’t said.” – Peter F. Drucker

Nonverbal communication describes the process of shared cues between people, which goes hand-in-hand with
public speaking. This can include eye contact, frequency of glances, blink rate, gestures, facial expressions,
postures, and more.

The presentation is, perhaps, the one mode of communication that has proved relevant through every
technological innovation. Our decks get more glamorous, but it’s still just you on stage, in front of an audience.
Nonverbal signals can increase trust, clarity, and add interest to your presentation when yielded properly.
Learning how to become more sensitive to body language and nonverbal cues will make you the best presenter
you can be.

The Five Nonverbal Abilities

How is it that non-verbal communication is the element of the in-person presentation that has caused it to be
the default response when responses matter most: inaugural addresses, States of the Union, getting big accounts,
keeping big accounts–the list goes on and on. Perhaps because this form of communication shares so much more
than dialogue. According to the Edward G. Wertheim, author of The Importance of Effective Communication,
there are five main effects that nonverbal communication can have:

1.

Repetition – They can reinforce what is already being said

2.
3.

Contradiction – They can contradict the message and make the speaker seem untruthful

4.
5.

Substitution – They can take the place of words

6.
7.

Complementing – They can compliment a verbal message, for instance, a pat on the back

8.
 9.

Accenting – They can underline a certain point in the message

10.

Strengthen Eye Contact

“A recent UK study found that participants found photos of people who are smiling and looking directly at you
to be the most attractive, and the very same faces were found to be less attractive when looking away or off to
the side.” – Ph.D Carol Kinsey Goman

Be Presentable

Let your appearance speak for you. Don’t allow sloppy dress, haphazard hair, or distracting jewelry drown out
your message. According to a study published in Evolution and Human Behavior journal in 2011, people gained
cooperation from others, received job recommendations, gained a higher salary, and received larger
contributions for charity when they wore perceived high-status clothing.
Work on It

As you practice your presentation, film yourself. What do your facial expressions communicate? Happiness, fear,
sadness, surprise, or boredom? Be mindful of your posture as well, ensuring that you don’t have the slump of an
uninterested presenter. Don’t forget to examine your gestures. Does the way that you point, wave, or flail your
hands distract from the message, or enhance your points? Try to film yourself for more than one practice to see
where nonverbal patterns emerge, and where you can strengthen your physical delivery. Also consider rating
yourself on a scale of 1-5 in the following areas:

Eye Contact

Facial Expression

Tone of Voice

Posture and Gesture

Take a Moment

“60% of all human communication is nonverbal body language; 30% is your tone, so that means 90% of what
you’re saying ain’t coming out of your mouth.” – Alex “Hitch” Hitchens

We tend to think of presentations as two elements combined: what is shown, and what is said. However, it’s
much more than that. Have you ever considered how much you’re saying without speaking? The truth is we still
fundamentally believe the echoed words of yesterday’s grizzled businessmen: “I want him to lie to my face!”
 Physical presence is truth, or we’re inclined to think so. The importance of non-verbal communication, then, is
to provide the content of your presentation with that elusive element of credibility and expertise that, printed
and mailed to your intended audience, would be lost in translation. Make sure what you’re not saying is as
poignant as what you are.

Interpersonal skills are becoming increasingly important in today’s technology-infused world. Why? They’re the building blocks of communication and
success when collaborating with others. What are interpersonal skills? How do you know if you have them? Do you needthem to succeed?

The short answer: yes.

Interpersonal skills are an incredible asset to success. Without them, your life is inherently more challenging. With them, you’ll find doors swing open for
you where none before existed.

So, just what are interpersonal skills, and how can you use them to succeed?

What Are Interpersonal Skills?

Simply put — interpersonal skills are people skills. They’re the skills we use when communicating and collaborating with others.

More and more often, employers base their hiring decisions on whether they feel a candidate exemplifies strong interpersonal skills.

Think about it: the more personable you are, the better you’re able to contribute as a cohesive member of a team. The more honest and dedicated you are, the
less likely you are to give up on a project halfway through its completion.

Some of the most common interpersonal skills are:

 Active listening
 Collaboration
 Problem-solving
 Conflict resolution
 Empathy
 Diplomacy
 Adaptability
 Leadership
 Mediation
 Patience
Interpersonal skills are traits we learn throughout our lives. Unfortunately, there’s no elementary school course on patience or college program on
empathy. These skills are both inherent and external to us. They are abilities we acquire through our experiences.

Some people have a natural talent for interpersonal skills. They implicitly understand what’s needed to get along with others, perhaps without ever knowing
what interpersonal skills are! That is the true beauty of interpersonal skills. With or without knowing how to define them, you can possess and cultivate these
life-changing abilities to sculpt and define your future for the better.

So, ask yourself: do any of the above interpersonal skills come naturally to you? Which would you like to improve and develop?

The True Importance Of Interpersonal Skills

It turns out interpersonal skills are of increasing importance in the workplace. Aside from helping you get a job, what else can interpersonal skills do to help
you succeed?

This is where the true and innate value of interpersonal skills comes into play.

Interpersonal skills are abilities that can transmute and transpose across every spectrum of our lives. There isn’t a single facet of our experience that these
skills won’t be of use!

Interpersonal skills aren’t just people skills. They’re life skills. They help us communicate and relate to others.
Where once, we may have lost our patience and initiated an argument, we reach instead for understanding and tolerance. Where once, we may have brushed
someone else’s troubles off with callousness, we reach instead for empathy and compassion.

We build the bridges with others that make our lives, and the lives of those we interact with, easier, simpler — and better.

The Two Interpersonal Communication Skills For Success

Now that we have a better understanding of what interpersonal skills are, we can further examine a special facet of these abilities: interpersonal
communication.

Most of the trouble we run into with others is due to a miscommunication of some form of another. And there are many types of miscommunications.

By developing and increasing our interpersonal communication skills, we help smooth and simplify our interactions with others.

Here are two of the most important interpersonal communication skills and how they can assist you:

1. Interpersonal Communication Skill: Active Listening

Active listening is an invaluable tool for facilitating effective communication. The importance of this interpersonal skill can’t be understated.

Active listening is a communication technique that involves the full and active application of the listener to what is being said. The full attention of the
listener is given to the person speaking. Often, visual cues are provided to the speaker to let the speaker know the listener has given them their full attention.

Active listening cues include:

 Eye contact
 Nodding the head
 Smiling
 Verbal affirmations, such as “yes,” or “ah,” or “mhmm”

These cues let the speaker know the listener isn’t simply hearing them but is actively listening. Hearing is something that happens in the ears. Listening is
something that happens with the whole body.

Management Theories & Concepts at the Workplace

by Madison Hawthorne; Updated June 29, 2018

Management theories are implemented to help increase organizational productivity and service quality. Not many managers use a singular theory or concept when implementing

strategies in the workplace: They commonly use a combination of a number of theories, depending on the workplace, purpose and workforce. Contingency theory, chaos theory and

systems theory are popular management theories. Theory X and Y, which addresses management strategies for workforce motivation, is also implemented to help increase worker

productivity.

Contingency Theory
This theory asserts that managers make decisions based on the situation at hand rather than a “one size fits all” method. A manager takes appropriate action based on aspects most

important to the current situation. Managers in a university may want to utilize a leadership approach that includes participation from workers, while a leader in the army may want to

use an autocratic approach.

Systems Theory

Managers who understand systems theory recognize how different systems affect a worker and how a worker affects the systems around them. A system is made up of a variety of

parts that work together to achieve a goal. Systems theory is a broad perspective that allows managers to examine patterns and events in the workplace. This helps managers to

coordinate programs to work as a collective whole for the overall goal or mission of the organization rather than for isolated departments.

Chaos Theory

Change is constant. Although certain events and circumstances in an organization can be controlled, others can't. Chaos theory recognizes that change is inevitable and is rarely

controlled. While organizations grow, complexity and the possibility for susceptible events increase. Organizations increase energy to maintain the new level of complexity, and as

organizations spend more energy, more structure is needed for stability. The system continues to evolve and change.

Theory X and Theory Y

The management theory an individual chooses to utilize is strongly influenced by beliefs about worker attitudes. Managers who believe workers naturally lack ambition and need

incentives to increase productivity lean toward the Theory X management style. Theory Y believes that workers are naturally driven and take responsibility. While managers who

believe in Theory X values often use an authoritarian style of leadership, Theory Y leaders encourage participation from workers.

Management is an art and a science. Managers deal with human beings whose behavior cannot be reduced to formulas. Managers can
benefit from learning and implementing best practices or studied and tested approaches to running an organization. Management theories
are visions of different ways to run a business based on differing assumptions about how people and systems operate. They have evolved
considerably over time from traditional top-down authoritarian paradigms to more human-centered contemporary adaptations.

Scientific Management Theory

At the turn of the 20th century when the potential of science to improve productivity was becoming abundantly clear, Frederick Taylor
developed the scientific, or classical, management theory. This approach uses data and measurements to make organizations more effective.
By observing and evaluating processes in numerical terms, managers are able to distill information that helps them run their businesses
more efficiently and profitably. The process of gathering data led to standardization and a management strategy based on punishment
and reward. This approach worked for mechanized operations, but it did not do justice to the human element, the role that personnel play
in innovation, and the importance of keeping staff satisfied and engaged so they do good work.

Bureaucratic Management Theory

The seminal sociologist Max Weber built on Frederick Taylor's scientific management theory with his theory of bureaucratic management,
which takes the scientific principles that Taylor applied to production systems and applies them to human resources management as well.
Bureaucratic management theory stresses clearly designated roles for employees and management based on hierarchies that streamline
authority and make it clear who is in charge and who is not. However, Weber's theory cannot be reduced simply to a mechanical,
systematized approach to managing human beings. He also wrote about the dangers inherent in unchecked hierarchical bureaucracy and
stressed the role of emotion in a business landscape dominated by technology.
What are Management Theories?
Management theories are concepts surrounding recommended management strategies, which may include tools such as frameworks and
guidelines that can be implemented in modern organizations. Generally, professionals will not rely solely on one management theory alone,
but instead, introduce several concepts from different management theories that best suit their workforce and company culture.

At a Glance

Until the day that machines are able to think, talk, and experience emotions, humans will remain the most complicated beings to manage.
Humans can never achieve the kind of error-free performance that machinesprovide. On the upside, there are tons of things that machines
aren’t capable of doing, making humans indispensable assets. For such reason, proper management is one of the most crucial things for an
organization.

For a long time, theorists have been researching the most suitable forms of management for different work settings. This is where
management theories come into play. Although some of these theories were developed centuries ago, they still provide stable frameworks
for running businesses.
Popular Management Theories

1. Scientific Management Theory

American mechanical engineer Frederick Taylor, who was one of the earliest management theorists, pioneered the scientific management
theory. He and his associates were among the first individuals to study work performance scientifically. Taylor’s philosophy emphasized the
fact that forcing people to work hard wasn’t the best way to optimize results. Instead, Taylor recommended simplifying tasks so as to
increase productivity.

The strategy was a bit different from how businesses were conducted beforehand. Initially, a factory executive enjoyed minimal, if any,
contact with his employees. There was absolutely no way of standardizing workplace rules and the only motivation of the employees was job
security.

According to Taylor, money was the key incentive to working, which is why he developed the “fair day’s wages for a fair day’s work” concept.
Since then, the scientific management has been practiced worldwide. The resulting collaboration between employees and employers
evolved into the teamwork that people now enjoy.

2. Systems Management Theory

Systems management offers an alternative approach to the planning and management of organizations. The systems management theory
proposes that businesses, like the human body, consists of multiple components that work harmoniously so that the larger system can
function optimally. According to the theory, the success of an organization depends on several key elements: synergy, interdependence, and
interrelations between various subsystems.

Employees are one of the most important components of a company. Other elements crucial to the success of a business are departments,
workgroups, and business units. In practice, managers are required to evaluate patterns and events in their companies so as to determine
the best management approach. This way, they are able to collaborate on different programs so that they can work as a collective whole
rather than as isolated units.

3. Contingency Management Theory

The main concept behind the contingency management theory is that no one management approach suits every organization. There are
several external and internal factors that will ultimately affect the chosen management approach. The contingency theory identifies three
variables that are likely to influence an organization’s structure: the size of an organization, technology being employed, and style of
leadership.

Fred Fiedler is the theorist behind the contingency management theory. Fiedler proposed that the traits of a leader were directly related to
how effectively he led. According to Fiedler’s theory, there’s a set of leadership traits handy for every kind of situation. It means that a leader
must be flexible enough to adapt to the changing environment. The contingency management theory can be summed up as follows:

 There is no one specific technique of managing an organization.

 A leader should be quick to identify the particular management style suitable for a particular situation.
 The primary component of Fiedler’s contingency theory is LPC – the least preferred co-worker scale. LPC is used to assess how well
oriented a manager is.

4. Theory X and Theory Y

Do you believe that every individual gets maximum satisfaction from the work they do? Or are you of the opinion that some view work as a
burden and only do it for the money? Such assumptions influence how an organization is run. The assumptions also form the basis of
Theory X and Theory Y.

Douglas McGregor is the theorist credited with developing these two contrasting concepts. More specifically, these theories refer to two
management styles: the authoritarian (theory X) and participative (theory Y).

In an organization where team members show little passion for their work, leaders are likely to employ the authoritarian style of
management. But if employees demonstrate a willingness to learn and are enthusiastic about what they do, their leader is likely to use
participative management. The management style that a manager adopts will influence just how well he can keep his team members
motivated.

Theory X holds a pessimistic view of employees in the sense that they cannot work in the absence of incentives. Theory Y, on the other hand,
holds an optimistic opinion of employees. The latter theory proposes that employees and managers can achieve a collaborative and
trust-based relationship.

Still, there are a couple of instances where Theory X can be applied. For instance, large corporations that hire thousands of employees for
routine work may find adopting this form of management ideal.
FOUR HALLMARKS OF COMMUNICATION