1. "Managing People - the Organisation Chart." Managing People - the Organisation Chart. N.p., n.d. Web. 10 Jan. 2013.
2. "Theories of Motivation." Theories of Motivation. N.p., n.d. Web. 10 Jan. 2013.
3. Cambridge IGCSE Business studies second edition Chris J Nuttall and Medi Houghton
4. "Managing People - Centralisation." Managing People - Centralisation. N.p., n.d. Web. 10 Jan. 2013.
5. Organizational Structure." Enotes.com. Enotes.com, n.d. Web. 10 Jan. 2013.
6. Communication Is The Key To Motivation." Free Press Release Distribution Service. N.p., n.d. Web. 10 Jan. 2013
7. How Does Effective Communication Impact the Motivational Climate of an Organization?"Small Business. N.p., n.d. Web. 10 Jan. 2013.
8. O'Toole, Sharon. "The Impact of Organizational Structure." EHow. Demand Media, 31 Dec. 2009. Web. 10 Jan. 20
9. Managing People - the Organisation Chart." Managing People - the Organisation Chart. N.p., n.d. Web. 10 Jan. 2013.13.
Thursday, 10 January 2013
How does Communication Affect Motivation?
Motivation
Defined as the psychological forces within a person that determine direction of behaviour in an organisation, the effort and how hard people work and the ability to reach a goal.
Theories of Motivation
There are a number of different views as to what motivates workers.
1. Pay - the more produced the higher the pay or the higher the rank the higher the pay or bonuses. Pay is also the main reason for union groups going on strike.
2. Meeting their social needs - job security, better working conditions, maternity leave, sick leave, pension scheme etc
3. Better Communication - more management interaction and involvement, group work or team efforts
4. Recognition - To recognise their efforts help improve self esteem and motivate them further to improve.
5. Empowerment - Means delegating more power to employees to make their own decisions over areas of their working life
How Does Communication Affect Motivation?
Supervisors, top executives and managers spend most of their time communicating to others--from step-by-step tasks to overall company vision. The most effective communicators not only help workers carry out day-to-day tasks but inspire staff to challenge themselves and each other to outstanding performance.
Managers must communicate effectively to enable opinion and comment and encourage staff to generate ideas, reach decisions or even make mistakes. This motivates them to work harder and give them a sense of ownership of the company.
Leaders can destroy trust if they develop a reputation for quashing criticism or shooting the messenger.
They also can stifle motivation with an authoritarian stance on decisions instead of developing a sense of accord within teams by encouraging input to reach resolution of challenges or choices that affect the team’s effort and goals.
Effective communication and employee satisfaction tends to go hand in hand.
Subordinates feel respected by management, and managers should in return feel respected by their staff. These higher levels of job satisfaction would increase the worker's drive to succeed and thus their motivation.
http://ctb.ku.edu/en/tablecontents/chapter7_section8_main.aspx
Defined as the psychological forces within a person that determine direction of behaviour in an organisation, the effort and how hard people work and the ability to reach a goal.
Shareholders eager for a return on investment should look for companies with motivated employees, according to "Forbes" magazine.
Theories of Motivation
There are a number of different views as to what motivates workers.
1. Pay - the more produced the higher the pay or the higher the rank the higher the pay or bonuses. Pay is also the main reason for union groups going on strike.
2. Meeting their social needs - job security, better working conditions, maternity leave, sick leave, pension scheme etc
3. Better Communication - more management interaction and involvement, group work or team efforts
4. Recognition - To recognise their efforts help improve self esteem and motivate them further to improve.
5. Empowerment - Means delegating more power to employees to make their own decisions over areas of their working life
How Does Communication Affect Motivation?
Supervisors, top executives and managers spend most of their time communicating to others--from step-by-step tasks to overall company vision. The most effective communicators not only help workers carry out day-to-day tasks but inspire staff to challenge themselves and each other to outstanding performance.
Managers must communicate effectively to enable opinion and comment and encourage staff to generate ideas, reach decisions or even make mistakes. This motivates them to work harder and give them a sense of ownership of the company.
Leaders can destroy trust if they develop a reputation for quashing criticism or shooting the messenger.
They also can stifle motivation with an authoritarian stance on decisions instead of developing a sense of accord within teams by encouraging input to reach resolution of challenges or choices that affect the team’s effort and goals.
Effective communication and employee satisfaction tends to go hand in hand.
Subordinates feel respected by management, and managers should in return feel respected by their staff. These higher levels of job satisfaction would increase the worker's drive to succeed and thus their motivation.
http://ctb.ku.edu/en/tablecontents/chapter7_section8_main.aspx
Barriers To Communication
What are the Barriers to effective communication?
2. Atmosphere- The atmosphere in which a communication is made can influence the way it is received. For example, "If the relationship between the sender and the receiver is difficult or the receiver is worried about what the communication is about, the person receiving the message is likely to look for hidden messages and will often find one that is not intended.
3. Timing- People need to know when an important meeting is planned so that they have time to prepare for it. If the management plans to fire the employees, then the workforce should be told before it is announced to the media if the morale of the remaining workforce is maintained.
4. Physical barriers- These can be a range of things such as a person's speech which can affect the ability of a person to communicate. Technology such as: computer or fax machine is used, any malfunction of the equipment can result in communication breakdown. Issues like there is a noise in the background may affect communication as people may not be able to hear clearly what is being said.
How do businesses overcome barriers in communication?
1. Language- This can affect communication in several ways. If the message is sent in a language in which the receiver is not fluent then the message can come out wrong. The receiver might not have the appropriate technical or academic knowledge to understand the message. In businesses, people use a special words to understand among the organisation of a business.
2. Atmosphere- The atmosphere in which a communication is made can influence the way it is received. For example, "If the relationship between the sender and the receiver is difficult or the receiver is worried about what the communication is about, the person receiving the message is likely to look for hidden messages and will often find one that is not intended.
3. Timing- People need to know when an important meeting is planned so that they have time to prepare for it. If the management plans to fire the employees, then the workforce should be told before it is announced to the media if the morale of the remaining workforce is maintained.
4. Physical barriers- These can be a range of things such as a person's speech which can affect the ability of a person to communicate. Technology such as: computer or fax machine is used, any malfunction of the equipment can result in communication breakdown. Issues like there is a noise in the background may affect communication as people may not be able to hear clearly what is being said.
How do businesses overcome barriers in communication?
If a business is to be effective people must communicate and express themselves effectively enough that they are understood. Communication is ineffective when there are barriers that stop them from being understood. Communication is about overcoming barriers.
So how do we overcome these barriers?
So how do we overcome these barriers?
1. Listen. Taking the receiver of information more seriously.
2. Think (Concise, Correct and Complete). Think clearly before delivering the message so that the message does not get confused of misinterpreted.
3. Clear. Deliver messages skillfully. If it is in a written form maybe the key information can be bulleted or higlighted, for steps in work processes an SOP (Standard Operating Procedure) could be prepared.
4. Be calm and Corteous (use friendly language). This is important when you have an upset team member or an angry client. Don't loose your temper and provoke them further.
Use the 6 "C"
Clear - Concise - Courteous - Constructive - Correct- Complete
Wednesday, 9 January 2013
Organisation Charts and Effect on Communication
How Communication is affected by the Set up of a Company
In most business, the organisation chart of a company makes an impact of how the people in the business or company communicates. Some company set up encourages a two way communication between staff and management and they have open door policies.
On the other hand there are also companies where the communication between management and staff is literally "top down".
Organizational structure also " refers to the way people are organized ---the company's reporting structure."
Hierarchy means the number of layers within an organisation.
Traditional organisations were tall with many layers of hierarchy and were often authoritarian in nature. With larger and taller structures, communication is difficult and has to travel through many layers of management to arrive at final decisions
Some examples are as below:
Tall Structures
Other taller ones:
A wide span of control means that tasks must be delegated and managers can feel overstretched.
In most business, the organisation chart of a company makes an impact of how the people in the business or company communicates. Some company set up encourages a two way communication between staff and management and they have open door policies.
On the other hand there are also companies where the communication between management and staff is literally "top down".
Organizational structure also " refers to the way people are organized ---the company's reporting structure."
This structure varies from company to company. "Tall" organizations use many layers of management. "Flat" organizations use fewer levels, and managers often have a wider span of control.
Communication
- In companies with rigid structures, communication tends to follow reporting lines. In companies with flatter structures, communication may occur more easily across departments.
- Organisation Charts
Hierarchy means the number of layers within an organisation.
Traditional organisations were tall with many layers of hierarchy and were often authoritarian in nature. With larger and taller structures, communication is difficult and has to travel through many layers of management to arrive at final decisions
Some examples are as below:
Tall Structures
The span of control is narrow and there are opportunities for promotion. Lines of communication are long, making the firm unresponsive to change.
Flat Organisation Chart for Small Businesses
A flat organization structure means that there are less layers of management between workers and top management. As a small business owner, has many advantages from such a lean structure, including improved communications. Communication within the company is faster, easier and less prone to mistakes or misunderstandings. With a flat structure, your company can react to changes rapidly and spend less time with cumbersome and ineffective communications.
A wide span of control means that tasks must be delegated and managers can feel overstretched.
Centralised Organisation
In centralised organisations, the majority of decisions are taken by senior managers and then passed down the organisational hierarchy.
Businesses that have a centralised structure keep decision-making firmly at the top of the hierarchy (amongst the most senior management).
Fast-food businesses like Burger King, Pizza Hut and McDonalds use a predominantly centralised structure to ensure that control is maintained over their many thousands of outlets. The need to ensure consistency of customer experience and quality at every location is the main reason.
Fast-food businesses like Burger King, Pizza Hut and McDonalds use a predominantly centralised structure to ensure that control is maintained over their many thousands of outlets. The need to ensure consistency of customer experience and quality at every location is the main reason.
The main advantages and disadvantages of centralisation are:
| Advantages | Disadvantages |
| Easier to implement common policies and practices for the business as a whole | More bureaucratic – often extra layers in the hierarchy |
| Prevents other parts of the business from becoming too independent | Local or junior managers are likely to much closer to customer needs |
| Easier to co-ordinate and control from the centre – e.g. with budgets | Lack of authority down the hierarchy may reduce manager motivation |
| Economies of scale and overhead savings easier to achieve | Customer service does not benefit from flexibility and speed in local decision-making |
| Greater use of specialisation | |
| Quicker decision-making (usually) – easier to show strong leadership |
Decentralised organisations
Delegate authority down the chain of command, thus reducing the speed of decision making. Most large businesses necessarily involve a degree of decentralisation when it starts to operate from several locations or it adds new business units and markets.
Delegate authority down the chain of command, thus reducing the speed of decision making. Most large businesses necessarily involve a degree of decentralisation when it starts to operate from several locations or it adds new business units and markets.
Internal and External Communications
Communications Within Businesses
Internal communication
Is when people in a business have to communicate with others in the same business organisation. People like colleagues,superiors, manegement, directors and subordinates.
For example a supervisor tells his or her team members else where about the day's work schedule, or the finance manager explaining the accounts to members of the board.
External communication
Is when people from one business communicate to another business.
It is a communication with external parties that have interest in your organisation. Meaning communication between customers, suppliers, financial institutions and government agencies.
External communication is important to a business because no business is self-sufficient.
It needs to interact with other businesses and people in order to be successful in a business
For example: Orders for goods from suppliers or requests for information from customers are called external communication.
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