Business Communication Process for Toyota - Essay Example

? PROPOSAL: BUSINESS COMMUNICATION PROCESS FOR TOYOTA Task Contents Contents 2 Executive summary 3 Introduction 4 Methodology 4 Project Details 5 Communication within a chosen business area (Inter-Corporate Communication) and different departments (Human Resource) 5 Improving Communication to enhance appropriateness 6 Implementing the Approaches 8 Prospects of the proposal 9 Company profile (Digicom) 10 Personal profiles 11 Project structure 11 Summary 12 Reference list 13 Business Communication Process at Toyota Executive summary Toyota has been a reputable organization in the corporate world since the last century. Similar to other businesses, the company operates by associating with various stakeholders within the business environment. Their stakeholders are the employees, the management, and other members of the public who are interested in the operations of Toyota. The communication process is fundamental in communicating the corporation’s goal to various persons. It would be advantageous for Toyota to employ modern styles of communication. In numerous cases, both oral and non verbal communication is instrumental in relaying information (Daneci-Patrau, 2011). Misunderstandings usually arise when the mode of communication does not fulfil its intended objective during operations. Instead, it makes an organization ineffective in conducting its other duties, especially managerial roles. The goal of communication within Toyota is to enhance understanding between the sender and the receiver of the information (Guffey, Rogin and Rhodes, 2009). This happens at all levels of operations from the top management to the subordinates. It is often at the departmental level that communication impacts are felt within an organization, since it is in such areas that an organization’s productivity can be influenced via communication. Indeed, effective communication assists businesses in achieving their set objectives. In the case of Toyota Corporation, the management can enhance productivity by introducing the application of advanced communication techniques. This will be facilitated by the guidelines on the proposal on the means of improving on their communication process using similar approaches to what Digicom uses in within its departments. The information from this piece will be used by other organisations intending to advance the approaches they use in interacting at the operational level. Business Communication Process for Toyota Introduction Modernization is altering the operations within Toyota Corporation. As evident in the corporation’s outlet across the globe, the communication systems seem to differ while constantly changing to embrace divergent concerns. For example, the introduction of technology is not only benefiting Toyota but also equally affecting businesses. Due to these shortcomings, the management has been forced to devise effective measures to enhance communication within their organization (Pride, Hughes and Kapoor, 2012). In order to effectively comprehend the operations in various departments within the entity, the administrators within the company use modernized approaches of communication as opposed to their traditional methods. Consequently, this paper devises ways which the administrators of Toyota will use in enhancing coordination within operations. The paper equally proffers recommendations that Toyota will use to minimize miscommunication within its organizations, since effective interaction will lead to an increase in productivity; the suggestions from this paper should apply to all of the members of the Corporation, regardless of the roles they play. Furthermore, the paper intends to integrate the traditional and the modern approaches of communication that Toyota will use in solving conflicts within the organization. Methodology Data collected from the approaches that Toyota Corporation uses in their communication is instrumental in presenting this proposal. Furthermore, information from other successful organizations will act as a guide when devising measures that enhance effective communication. Moreover, surveys will be conducted among the company’s employees to check on their communication techniques and their usefulness in understanding. The paper intends to identify the approaches that the administrators of Toyota can use in enhancing communication within various departments. Project Details Communication within a chosen business area (Inter-Corporate Communication) and different departments (Human Resource) To be effective, a communication process has to employ the use of certain elements. The elements to consider in any case are input, sender, channel, receiver, output, code, and feedback. The most important concept is the need for understanding between the sender and the recipient of the message (Daneci-Patrau, 2011). The modern society has placed much emphasis on the needs of the receiver, since organizations thrive from positive feedback. Toyota Corporation is also expected to benefit from using current communication systems. Toyota is mandated to fully adhere to the basics of the communication processes in order to succeed in their operations. According to Pride, Hughes and Kapoor (2012), the director of the corporation should avoid the use of vertical communication and instead use the horizontal channel for communication purposes; for example, when chatting online with the employees. Currently, the human resource management at Toyota is using instant messaging as the preferable communication style. Besides, the company is using non verbal communication in relaying information to their employees; for example, the director uses charts in placing warning symbols on the organizations notice boards. At Toyota, the subordinates are required to respond to information using advanced communication systems such as telephones. According to Cragan, Wright and Kasch, (2009), miscommunication is a contributory factor to the business not realizing its full potential within the human resource department. There is some sense of fear towards the management instead of mutual understanding and respect amidst employees at Toyota. As such, the management has not realized that most of the challenges in their organization arise from miscommunication. The suggested horizontal approach in this proposal entails decision making by staff at all levels. Consultations are to take place prior to coming up with an answer to a given problem. This will take the form of a dialogue whereby a consensus is reached on critical issues before chatting the way forward (Guffey, Rogin and Rhodes 2009). Moreover, using horizontal approach gives the subordinates at Toyota Corporation an opportunity to express their thought with less fear, which is not so in vertical communication. Initially, Toyota used a friendlier approach when interacting with the management of other businesses; however, they were authoritative when dealing with their employees. Their communication systems focused less on internal communication. As such, the marketing process for their products will be conducted well if an interpersonal approach is used on web-sites such as Facebook and Twitter. During this process, the communication has to be a two way process. Improving Communication to enhance appropriateness Appropriate channels should be in place to enhance communication amid employees. The mode at Toyota should be less bureaucratic to allow creativity in relaying information. Importantly, the sender of the message should be aware of his or her target audiences. Particularly, the information relayed should be clear and without ambiguous words that may result in confusion within an organization (Miller, 2012). The management needs to incorporate all the approaches in enhancing their communication. It is imperative to encourage the use of formal communication when handling issues that are legal in nature. During personal communication such as sharing of a joke during team building, the administrators should introduce informal communication (Daneci-Patrau, 2011). As opposed to the past, business agreements should be in written form and not only made verbally as was the case in some instances. Toyota should encourage technology in relaying information during operations. For example, video conferencing can be used when addressing employees at distant places. Message should only be delivered to target audiences to avoid waste of energy and resources. The managing director should use courteous words such as “excuse me and please” when addressing his or her employees. Miller (2012) asserts that other members of the organization should always be updated as regards the emerging trends in communication of different organizations. Throughout operations, the director is expected to access the impacts that a given communication techniques had in enhancing interaction within various departments. Teleconferencing at Toyota Appropriateness will also be improved by the use of electronic gadgets in passing information within the organization. This will reduce paper work, which in turn will lead to cost cutting strategies and faster delivery of information. Toyota will be required to monitor the feedback cycle (Guffey, Rogin and Rhodes, 2009, p. 286). Initially, the organisation had invested less on improving communication at the expense of other organizational duties. However, this is expected to change with the introduction of the newly improved communication systems. Therefore, the best strategy for Toyota is empowering the company’s public relations unit and making it function as an independent department. This will benefit the whole organization if it is implemented adequately, as it will improve appropriateness in communication (Miller, 2012, p.16). The administrators at Toyota have to be concerned with the public’s perception of their processes. Improving communication internally will automatically lead to progress in other duties of the organization related to communicating. Implementing the Approaches Prior to implementing the innovative improvements on communication, the director has to inform the employees of the benefits of using different communication strategies. Training programs will be organized to enlighten the staff on the new method of communication. When the newly devised plan is used, each employee will be involved in improving communication at the workplace (Littlejohn and Foss, 2008). Implementation of ideas will take place in phases to avoid confusion in maneuvers. Moreover, the management has to ensure that communication used is in a friendly and easier manner to learn. An emphasis should be placed on improving interaction with clientele, as they are the main reason as to why an organization exists. Furthermore, rewards for employees who employ effective communication strategies should be present. Implementation of improvements will consider feedback from all those involved in the communication process. This will be integral in planning for future needs of Toyota Corporation in terms of enhancing effective communication. Interpersonal communication should be used in explaining concepts that are complicated in nature. The knowledge of various components that make up the communication process should be addressed first (Littlejohn and Foss, 2008). Structures should be in place for components that are concerned with coding, transmission, and decoding of information. The sender, who is normally the initiator of a communication, and the receiver, should both receive training on effective approaches of enhancing communication. Lastly, working in unison will integrate the systems of communication in place. Sample Communication Template Prospects of the proposal This paper highlights on the approaches that Digicom Company uses in enhancing communication within its various departments. Usually, the management at Digicom integrates traditional and modern methods when communicating with employees. Therefore it is expected of the managing director of Toyota to promote this communication processes within his organization. Precisely, the proposal intends to advise the managing director of Toyota Corporation on the best strategies to employ in order to improve on their communication process in various areas of their organizations. It is evident that the employees at Toyota are not fully attaining their intended objective because of the rigid communication structures used in the company that limits individual creativity at the departmental level (Daneci-Patrau, 2011). Henceforth, it is prospected that the information from this piece will bring to an end miscommunication within various managerial areas at Toyota Corporation. This will happen only when the suggestions in the proposal are adhered to. Generally, this proposal is to enhance coordination within various areas of practice in businesses by providing a guideline for effective communication. Company profile (Digicom) Digicom is a company that deals with the supply of communication gadgets to various businesses. It has been a successful company in most of its ventures, thus earning reputation as being the best in enhancing communication by introducing efficient technological equipments to the market. Digicom uses both traditional and modern approaches when communicating within their organization. Besides, the company has qualified staffs who deal with issues of technology such as advising the public on the best communication equipments for a given function. Using my experience acquired as the human resource manager at Digicom, I intend to advice other companies such as Toyota on the best methods of improving communication within their departments. This can be either through direct contact or facilitation by telecommunication gadgets (Miller, 2012). Digicom is an experienced organization owing its achievement to the commitment of its staffs who have worked with the organization since its inception in 1995. Interestingly, organizations outsource from Digicom when tendering for communication equipments. Personal profiles I intend to work with professionals of whom I have previously collaborated with when analyzing on the approaches for use in improving on the communication approaches at use by Toyota Corporation. Other people to assist in the proposal are researchers from different institutions. The persons in this case should be informed of the modern methods of promoting communication in organization (Miller, 2012). The person has to have experience as a manager at the departmental level. It will be advantageous to work with individuals who are informed of the activities that take place in public relations departments. I will liaise with the employees of Toyota Corporation to support with the ideas for initiating the proposal. Project structure Firstly, I will focus on eliminating communication barriers that might hinder progress in implementing the plan. Most importantly, is that the project will require the purchase of communication equipments such as mobile phones for coordination purposes. According to the plan of this project, priority will be accorded to the purchase of equipments for use in enhancing communication at Toyota Corporation. Moreover, a computer will be needed for monitoring trends in communication strategies employed in a given case. In the above situations, financial assistance will be required from the stakeholders of the company for which the project is being initiated to. This can take either support in terms of cash or donation in kind depending on the urgency of use. Project timeline The project is expected to last for about eight weeks of which the first week will be used for introducing the project to the employees at Toyota Corporation. The other six weeks will be for implementing the suggestion of the proposal in phases. The project will commence immediately upon its approval by the responsible authorities. Summary Companies that use modern communication processes usually succeed in their projects and enhancing understanding within various departments is such a strategy. Toyota has the advantage of being the best when it comes to delivery of quality services to their clients. Therefore introducing the communication techniques similar to those in use at Digicom will give them an opportunity of achieving greater feats in their operations. Conclusion Communication is a two way channel requiring an understanding of both parties for it to be effective. It takes different forms within organizations, depending on the structures that enhance communication. Mostly, the sender of a message determines what the recipient obtains. There are some instances that decoding the message in a wrong manner results in miscommunication. Toyota has to embrace the modern approaches stated in this paper to achieve effectiveness in the company’s communication. Reference list Cragan, J, F, Wright, D. W. and Kasch, C. R., 2009. Communication in small groups: theory, process, skills. Boston, MA: Wadsworth Cengage Learning. Daneci-Patrau, D., 2011. Formal Communication in Organization. Economics, Management and Financial Markets, 6 (1), pp. 487-497. Guffey, M. E., Rogin, P. and Rhodes, K., 2009. Business communication: process and product. Toronto: Nelson Education. Littlejohn, S. W. and Foss, K. A., 2008. Theories of human communication. Australia: Thomson Wadsworth. Miller, K., 2012. Organizational communication approaches and processes. Australia: Cengage. Pride, W. M., Hughes, R. J. and Kapoor, J. R., 2012. Business. Mason, OH: South-Western Cengage Learning. Read More