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Business communication protocols
Issues of business communications
Managers in the global economy need to adopt a practical communication strategy for addressing people from different cultural backgrounds. Manages in the culturally diverse workplace are responsible for fulfilling communication duties that involve giving regular updates, informing about progress, initiatives, and changes that affect them. Clear communication protocols are crucial for customer satisfaction, employees engagement, and organizational success. The strategy focuses on clear goals, appropriate leadership and effective communication that builds positive relations between staff and also improves their motivation.
Business communication protocols
The coordination is maintained in all current organizations that reflect from the adoption of effective networking systems. The control is maintained through the top management that supervises and checks the performances of staff and employees. The current organizations adopt the functions and principles of the administrative management theory that leads to a better organizational structure. The protocols are designed at three levels for managing daily operations, corporate actions and governance. The protocols identify the message, audience and the frequency. Communications for managing daily operations will be conducted on a daily basis. The manager will take notes on the performance of the employees, supervise them and instructs them about their roles. The manager ensures that all activities are performed by the strategic planning. The message is conveyed by the manager to the employees. This process will also identify the problems/ issues encountered by the employees such as difficulties in handling tasks or conflicts. This will allow the organization to manage daily activities efficiently. The second level of communication involves sharing corporate information from the top level to the managerial level. The managers are supposed to provide updates on the markets and the company's performance to the top leaders and CEO. The process involves discussions on the implications of the strategic plans and the need for change. Corporate communications have profound impacts on business growth and revenues. These communications occur at monthly and yearly basis. The third level includes communications for managing governance. The message is transmitted from the board of directors to the managers and directors. The message uncovers the issues of governance level and identifying negligence of duty.
Type of message
Communicator
Audience
Frequency
Daily operations
Regular updates on business activities.
Strategic planning
Manager
Employees
Daily
Monthly
Quarterly
Performance
Daily issues
Meeting timelines
Managers/ directors
Employees
Staff
Weekly
Monthly
Annually
Corporate strategic directions
Sharing information
Updates on market performance
Strategic Actions
Manager
Team leader
Employees
Weekly
Monthly
Yearly
Business returns
Growth
CEO,
Corporate leaders
Managers
Monthly
Yearly
Governance
Issues of governance
Negligence of duty
Board of directors
Stakeholders
Quarterly
Annually
Challenges of these protocols
Effective communications pose significant challenges for the manager. The biggest challenge of protocols involves maintaining robust communications relying on offsetting employees engagement and alignment. Lack of feedback from employees or high employee turnover makes it difficult for the manager to transmit information. The protocols exhibit two-way communication flow. Information is transmitted from managers to the employees in the form of instructions and from employees to managers as feedback. It is difficult to generate information about employees issue in a culturally diverse organization. Generating feedbacks is crucial for identifying how well staff understands the instructions and how they manage stress. The manager has a critical task of examining if the protocols are adequate for determining how employees meet their goals or not. To engage employees in the process of feedbacks, the manager will need to encourage employees for taking part in the process of feedbacks. Another challenge faced in the implementation of the protocol includes taking action on the feedback. The responses are useless if the manager fails to act on them. This will demand to adjust behaviors, attitudes and improving perceptions of the staff.
Some employees may be dissatisfied their jobs and are unable to work due to lack of coordination. Managers will thus face pressures in providing sufficient information about constant changes. It is also difficult to attain common goals when employees are taking independent roles. Most of the communications occur through devices due to advancement in technology. This exhibits challenges because all employees may not feel comfortable to use them. Introducing communication methods to new employees demands time and training CITATION Geo171 \l 1033 (Bucăţageorge, 2017).
Recommendations
Checking employees on a regular basis is a practical solution for removing the information gap between management-employees. Direct interaction with employees will allow the manager to discuss their understandings and thoughts on the project. Improvements in internal communication prevent delays in information. Providing easy access to internal knowledge is another key step for enhancing communications. Relying on more than one communication methods such as email, telephones and video conference are useful for addressing larger employees.
The managers must not rely on a single method. Implementation of social intranet software will build time efficient and highly responsive connectivity between manager and employees. Social intranet software builds more robust communications that also offers the feature of retrieving old conversations. Adoption of open-door policy gives employees the opportunity to talk directly to the manager. All employees are not bold enough to bring issues to the boss so the manager must encourage them to share their problems. the open-door policy will address concerns of all employees fairly irrespective of their cultural backgrounds and ethnicities CITATION Far12 \l 1033 (Khan & Khan, 2012).
The manager must adopt strategies for encouraging employees to focus on company culture. This will allow all employees to feel more connected and comfortable in the organization. Managers can identify employees who are overworked and give them breaks for improving productivity.
References
BIBLIOGRAPHY Bucăţageorge, G. (2017). The Role of Communication in Enhancing Work Effectiveness of an Organization. Science , 22 (1).
Khan, F., & Khan, M. E. (2012). Achieving Success through Effective Business Communication. Information and Knowledge Management, 2 (2).
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