Sample Paper on Communication in teams and Power in the work place

Communication in Teams and Power in the Work Place.

Communication is defined as the process through which certain information can be transmitted between two or more different parties. In this process, the author who is the sender first formulates the message, and then converts it to a simplest form that can be transmitted to the receiver. Consequently, when the sender receives the message, he/she will convert the same message in his/her ordinary language and forms feedback.  For communication to be effective, the intended meaning should be transmitted with alteration or the distortion of the original message. For communication to be considered as complete, the sender has to receive feedback from the person a message was intended to reach. Communication can be classified into two main categories;

  • Verbal communication
  • Nonverbal communication

Verbal are those that are conveyed by the word of mouth and this may be accompanied by nonverbal messages to reinforce, contradicts or complement the intended verbal message while nonverbal are those types of communication that one can use or pass the message without necessarily use of the word of mouth. It can be through  written documents, through facial expression and gestures.

Electronics can sometimes be classified as both oral and nonverbal cues of communication. When they are operated to convey the message, e.g. when sound is recorded and passed through television or radio, they would be classified as verbal but when someone sends a message through an e-mail, this would be classified as a nonverbal channel. These channels have both the advantages and disadvantages depending on the message to be conveyed, the sender, audience, and circumstances at which the message is passed. For example, when one tries to be deceptive or if you want to know when someone is lying, his/her vocal pitch will often rise. On the other hand, the posture and keeping eye contact when one is being interviewed or during lecture classes would indicate respect and careful attention. Below are some of the pros and cons of using verbal, nonverbal and use of electronic mail;

Type of Communication Advantages Disadvantages
Verbal ·       Messages are passed on immediately.

·       Immediate feedback can be achieved.

·       One would be able to evaluate the nonverbal cues that are accompanied by the oral communication.

  • Oral messages are hard to retrieve and to be store for future reference.
  • The ideas to be passed have to be formulated first before they are conveyed thus messages would be retard
  • Content of the conversations are usually lost after conversation.
  • There is distortion of the messages since people tend to hear what they choose to want.
Nonverbal ·       Messages are frequently repeated.

·       Emotional feelings are expressed easily.

·       Relationship is built both to the people and to environmental elements.

·       Increases credibility and effectiveness

·        They may cause misunderstanding based on the cultural practices.

·        The messages that are passed through oral channels may contradict with the nonverbal cues thus bring inconsistency.

E-mail ·       One is flexible to send the message at his/her own convenient time.

·       Use of e-mail is economical in that it is less expensive as compared to long-distance phone calls.

·        The messages can only be conveyed at intervals.

·        The sender would not be able to get an immediate feedback.

 

For effective and smooth running of the business, most of the organizations employ communication through workspace designs as well as through internet based tools. Organizations should choose the best communication channel that suits its operation. Organization should know how well the communication cues can be supported as well as be approved as a group or as an individual. Consequently, the channel’s data –carrying capacity needs to be aligned with the communication activities, use of rich communication media when situations are critical and ambiguous. Within hierarchy of media, data carrying capacity is dependent on the level of richness and the routine thus the medium of communication will vertically rise. For example, one would choose to use financial statements when the routine is clear and communication channel richness is lean. As opposed to when an ambiguous routine occurs, face to face mode of communication would be preferable.

Grapevine communication involves the word of mouth and generally used during times of uncertainty. In most cases, this channel is commonly used to give support to formal channels. Through this channel, proper and accurate information would flow from the top management to the lower level of the employees. This will make employees be part of organizational challenges passed to them. It also creates unity in the organization thus the team becomes more cohesive through their talks. It also fills the gap between the management officials and employee in situations where management is proactive to communicate change and to keep employees informed.

Communication is also defines as the process through which information is passed from one point to the other and understood between two or more parties (M.A.Von Glinow, & S. L. McShane. 2013). This helps to build organizational learning, their decision making process, and also to change employees’ behaviors and well-being. The process entails formulation of the message, and then it’s being converted and transmitted to the receiver, who in turn decodes the information given and give feedback to the sender. Effective communication occurs only when the sender’s ideas and thoughts are transmitted to and are well understood by the intended recipient. The author of the message and the receiver has to be well conversant with the communication aids they use to help them improve communication process. On the other hand the sender ought to be experienced with the message he/she intends to send.

Contingency theory suggest that organizations have no specific way of leadership since organizations varies from one place to the other. Strategies used by one organization to achieve their obligations may not fit the correspondent firm (Fiedler, 1964). The ideas of contingency theory are grouped into four main categories;

  • Substitutability
  • Centrality
  • Discretion
  • Visibility

Substitutability – this states that there is no universal or one best way to manage. Employees become valuable by performing their roles well and by offering useful tips and information that makes a manager’s job much easier through offering solutions that might not be related to the problems (McShane S. L. &Von Glinow, M.A. 2013). Substitutability is achieved when one and no other person is in a position to do certain duty in an the, thus making him/her more powerful than if several subordinates posses the same trait. A review of one of the company states the Mr. Johnson who is an employee at Teketeke Company was in a position to share presentation on company’s strategic plan to the Board of Directors more easily as opposed to other members.

Centrality – this refers to the significance one would have based on his/her degree and capability of doing certain duties in relation to the surrounding environment and personal intimacy with others. This power increases with the number of people dependent on you as well as the degree at which they are affected based on that dependence. A good illustration of this power was experienced when Mrs. Lintney’s absence who often served customers well in Mamboleo hotel, was noticed when she missed her duties during her leave.

Visibility – the ability of one’s positive value to the company has to be seen. Employees would gain power when their duties remain in the minds of colleges and their boss. This is influenced with their physical appearance or visibility.

Discretion – here the need of an organization are better satisfied only when it is properly designed and the management is also appropriate both to the nature of work groups and the task being taken e.g. if the level of one’s job is high, then probably people would not do his/her job.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

References

Fiedler, F.E. (1964). A Contigency Model of Leadership Effectiveness. Advances in Experimental Social Psychology (Vol.1) 149-190. New York: Academic Press.

McShane, S.L. & Von, G.M.A. (2013). Organizational Behavior: (6th ed.). Emerging  Knowledge, Global Reality