Business Communication: Managers, Have you Mastered the Four Functions of Communication?
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by: askdoctormax
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Communication involves both the transference and understanding of meaning. In the business world,effective communication is,and always has been,the fiber of the organization.The electronic age has created more ways to communicate than ever before,and the challenge doesn't stop there.When you add global organization and cultural diversity to the mix,the possibility of miscommunications are endless.Communication serves four major functions within an organization and by understanding these functions,managers and supervisors will be better prepared to share important information effectively between colleagues.
The first major function of communication is control. Written policies, job descriptions,and organizational charts with defined chains of command serve to control the behavior of employees in a way that shapes the culture of the business.Having too many written policies and procedures,however,can be as bad as not having any at all.In our fast-changing business world, they can quickly become outdated and unmanageable. Keeping written policies updated can create a heavy burden on managers and a serious drain on valuable resources.The more global and diverse the workforce,the more important it becomes to keep policies and procedures as simple and meaningful as possible.
The second major function of communication is motivation.When leaders with good communication skills can clearly define expectations,receive input and give feedback,and recognize a job well done,they can be one of the most powerful motivating factors in the organization.On the other hand,poor communication skills can destroy motivation when employees are unclear about their duties and performance.In a global sense,virtual teams cannot function without goals,deadlines, and some means of electronic rapport. Negative communication issues can bring virtual teams to a standstill.Therefore,good leaders are necessary to keep a global workforce motivated and productive.Leadership training is still one of the best investments a business can make in keeping people motivated.
The third major function of communication is the expression of emotion.People need a way to express their frustrations,celebrate their victories,and interact with one another at work.A growing number of employees are spending more time with their colleagues at work than with their families.Being able to express emotions is a basic human need,and trust plays an important part in that expression.Workers who become frustrated in the absence of trust may eventually become complacent or practice destructive behavior on and off the job.A positive expression of emotion is what makes people passionate about their work. Either way,employees need the freedom to express their emotions without the fear of negative consequences from their employers.Open communication builds that trust.
The fourth function of communication is for the purpose of making decisions.Choices are made using information obtained through business communication.The quality of decision-making depends on the timely delivery of accurate information.The Internet has enabled businesses to exchange information with the click of a mouse.While too much information can delay making timely decisions,not enough can make them unsound.The ease at which information can be exchanged is both a blessing and a curse.Managers have the ability to act quickly on a global scale,but should be mindful about the information they send and receive.
Robert M.Hutchins summed it up when he said,"A world community can exist only with world communication,which means something more than extensive shortwave facilities scattered about the globe.It means common understanding,a common tradition,common ideas,and common ideals.
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