Effective Communication in an Organization - Research Proposal Example

Effective Communication in an Organization Student’s Name: Institutional Affiliation: Outline i) Introduction ii) Discussion a. Underscore and explore method of communication iii) Conclusion V) Reference list Effective Communication in an Organization Introduction It is argued that communication is an important aspect in organizational development and capacity building of staff members. While this is true there is a question of what is communication and how can leaders communicate effectively to initiate transformation and growth of their staff. Because the health care sector is going through major changes in the current years as new technology and mode of providing healthcare changes. Leaders are required to adapt to clear methods of communication to bring forth required changes and growth of their staff. While it is true, that healthcare sector is facing many new challenges there is pressure on transformational leaders to communicate effectively (Monter & Smith, 2008). Therefore, it is important for hospital leaders to communicate frequently and effectively to nurses and physicians in their respective organizations (Adair, 2010). Because of the numerous changes, leaders have a duty to communicate the changes to hospital staff to create a conducive environment for the required change to take place. In addition, leaders should communicate to nurses and other health workers to encourage them especially when they are overwhelmed to assure them that someone cares about their efforts. Because of this, leaders should posses’ competent communication skills that will enable development of its organization and staff. It has been argued that Effective leadership is all about adopting the best communication techniques to manage staff and transform the entire organization. This paper will focus on underscore and explore method of communication in developing staff and transforming organizations Discussion It is argued that communication within an organization takes many forms that include verbal, non-verbal signs and written documents. Therefore, it is important for leaders to pass and interpret information. It can be argued that, good leaders influence positively on other employees and communicate effectively. Effective communication helps leaders to know what other employees need at the right time. Another reason why leaders should communicate effectively is to ignite passion to the employees by clearly communicating the vision and mission of the organization. This enables employees to have a big picture on the purpose of the organization. Open communication between leaders and employees helps staff to set personal goals that are inclined towards the main objective of the organization. Underscore and explore method of communication From the above discussion, it is undoubtedly that underscore and explore method of communication is effective in the health sector if it is used in the right manner. This method of communication enables nurse leaders to work effectively and develop a broad picture of organizational goals. Underscore and explore mode of communication discourage leaders from just giving reports in slides and files without evaluating interpretations put forward by other employees (Shafer, 2000). For instance, when talking about service delivery and customer satisfaction it is important to let employees speak about what they think was the best practice, what was the worst practice in attending to patients and what should be done to improve? From this conversation, a leader is able to point out what was not said and put it as an addition or basis for his presentation. In addition, a manager should help employees to identify their position and role in the organization by giving direction through communication. (Clampitt & Cashman, 2000). Even so, it is important for leaders to set time aside for other employees to ask the executive team questions that relate to organizational goals and operation. Employees should be given time to evaluate decisions that are passed by the executive board in a hospital. For example, nurses or health workers may choose to ask why the hospital purchased a dialysis machine instead of mammogram equipment while both of them are urgently needed in the hospital. The opportunity given to employees to analyze decisions by executive enables the nurses and other health workers to have confidence in the executive. During this process, the leaders should give explanations that point to organizational goals and objectives since some statements in hospital goals may not have any specific meaning to the nurses and other health workers. It is argued that, Underscore and explore mode of communication enables leaders to use employees in transforming the organization because it keeps employees focused on goals and objectives of an institution (Green, 2008). However, it is not possible for managers to use this method without using some specific strategies. Some of the strategies that can be used with underscore and explore include breaking organizational goals to a level that other employees are able to understand. Breaking out objectives to junior employees can be done by putting the priorities of the institution in line with the theme. Even so, leaders should break the theme of the organization in bits that are related to individual departments. For instance, if the theme of the hospital is better healthcare for all people, a leader can talk to the nurses about treatment of all patients equally in the hospital. Nurses and other health workers should be allowed to modify the bigger picture to fit their position. While leaders have a responsibility to control the flow of information employees should also be encouraged to communicate among them to discover underlying issues. For instance, members of the emergency department of South Coast Medical Centre in Laguna Beach have developed a phrase that they use to indicate that there is a problem. The phrase is “may I speak freely” to mean that what another nurse was doing was in question (Sloan, 2006). However, this is not limited to nurses and physicians only but applies to leaders in different departments. Whenever, executives make decisions that are in question employees are able to ask for clarification from the management. Effective communication is important in an organization because human beings work effectively when they join other people who share the same vision. Open communication enables the organization and employees to grow professionally. However, it is not enough for leaders to break organizational goals to other employees. For leaders to be effective, in ensuring that nurses and other health workers work towards achievement of institutional goals he has to ensure that employees do not lose track of their objectives along the way. According to research people have a tendency to work hard towards something when the idea is still fresh in our minds and lose focus with time. Therefore, leaders should have a lot of repetition and redundancy in order to ensure that employees stay on course. Hence, leaders should repeat important issues over and over using different modes of communication. Repetition ensures that message which is passed across gets to nurses and physicians when they are ready to hear such messages (Hardina, 2006). Therefore, it is important for leaders to keep on repeating the message that they would wish to see other health workers adhere to (Format, 2010). For instance, a message about how nurses can increase patient safety and reduce errors is an important aspect that all physicians should learn therefore; hospital management can have cards or postings on the wall that says “patients care our responsibility” (Dubrin, 2009). Although overall leaders have the main responsibility in disseminating and interpreting information they cannot be able to be effective without help from other people. Therefore, opinion leaders in a hospital can be used to pass information that allows nurses to change their behavior for the sake of improving the standard of health care provision in a public hospital. Non-managerial opinion leaders have the ability to influence other employees within their level. This is because opinion leaders have the capacity to break down institutional goals in a simple way. In addition, all organizations have opinion leaders that top most leaders can use to influence other nurses and health care providers. Opinion leaders can be people from a department that are well spoken and can speak on behalf of other employees. For instance, union representatives within a hospital set up can be used to help the organization grow (Houston et al., 2009). It should be noted that for leaders to communicate effectively they have to make use of opinion leaders that interact with other employees on a regular basis. In put made by opinion leaders is important because they set acceptable norms in an organization and if they show resistance in an idea it likely that other employees will not support that idea (Miller, 2011). Therefore, leaders should underscore and explore method of communication to ensure that organizational goals are achieved and their staff members have a chance to grow in their different fields. A good idea needs a suitable method of communication to ensure that the message sent is interpreted in the desired manner. For instance, a leader should create regular meetings with hospital staff to talk about institutional progress and areas that need improvement as well as give an opportunity for employees to raise their grievances. This method of communication helps in eliminating speculation and rumors in an organization. In addition, this mode of communication helps employees to develop a sense of purpose and commitment in their roles. However, leaders should combine this method with other means that can be used in case of emergency. For instance, when there is a crisis in the hospital such as high number of casualties and the administration requires people to adjust and take over other roles that they would not do normally, use of internal memos and emergency meetings with department leaders should be used. It is argued that communication should be a continuous process of engagement between leaders and other employees. Therefore, leaders should create a clear mode of communication that helps employees to express their opinion in a continuous process without limitations (Chuwdhru, 2006). Therefore, leaders should be able to initiate dialogue among their staff. Dialogue creates room for a give and take of ideas between employees and managers in institutions. This is because some leaders are good at persuading other people while others are able to pass information effectively to their employees. Well guided dialogue can be used by leaders as alarms because they can be able to bring out hidden issues that can hinder productivity and transformation in institutions (Topping, 2009). Meaningful dialogue removes barriers that exist between leaders and other employees because all people have the opportunity to contribute to the wellbeing of an institution. Progressive leaders can use a statement that triggers emotions among other employees to identify changes that are required in ensuring achievement of set goals. Additionally, a leader should have the capacity to interpret confusing information to employees. There are cases where staff members are exposed to a lot of information leading to confusion (Finkelman, 2006). When this happens employees are not able to work effectively because they do not understand the environment around them. For instance, employees may not understand why a hospital that advocates for equal treatment of patients had different health packages that are offered to different people in relation to the patient’s financial ability (Rigolosi, 2005). In such a situation a leader needs to explain that a hospital needs money to provide certain facilities while other services do not cost much. For instance, clients that want special assistance and accommodation in a hospital have to pay more for additional services that are not offered to other patients. Therefore, formulating the right method of communication in an institution clears standing conflicts that hinder organizational progress (Johnson, 2009). On the other hand, it is important for leaders to know what employees are thinking. Therefore, leaders should initiate meaningful dialogue and have information about what staff members think in relation to the organization. Because of these leaders should use “check the pulse” (Brody, 2005) the process called the pulse helps a manager to gather information from employees in a sensitive manner and at the right time. It is argued, that this method use simple surveys that are administered to employees to gather their concerns. After the survey, a leader formulates a report that presents rating of the outlined issues (Joint Commission Resources, 2007). Once leaders collect that information, they can use the summary to address the concerns of the employees in a timely manner in order of priority (Power et al., 2006). This method acts as a warning sign to leaders on issues that they need to meet to avoid resistance from employees and increase productivity. Other benefit of the method is the assurance that it gives to nurses and other health workers (Black-Charteris, 2007). Therefore, it is important for leaders to pass message that is clear and timely to nurses and physicians. Because employees need to know that the leaders value their input in the hospital and that there are not overlooked. Additionally, leaders are able to make employee focused decisions that ensures that the organization moves towards success because employees are heard, and their opinion factored in formulating institutional reforms. It is correct to argue that this method acts as diagnosis of a problem that can be able to be addressed within the required time (Junarso, 2010). Because of the growing need to communicate in different areas leaders have always put a lot of emphasize on communication. However, leaders who keep insisting on communication cannot guarantee that they can communicate efficiently. It is argued that leaders have a responsibility to give their staff direction and influence them to make positive decisions in their departments. Because of this leaders are urged to communicate more often. Yet, routine communication is not a guarantee that staff members will get the message efficiently; this added emphasis does not improve the likelihood of success (Ellis, 2005). Research from different fields has shown that many leaders are willing to communicate but they lack the best approach on this particular topic. According to Adair (2010), such leaders approach this topic in a more tactful manner rather than strategically. Regardless, leaders may be even providing excellent speeches, write wonderful and inspiring memos, or develop creative slogans. However, the question is how do these communication activities bring about the concept of coordination and growth to staff members? It is argued that in order to develop proper and effective communication styles, any leader must modify the existing communication patterns and identify the best method of communication in relation to his environment. Hence the primary and most important step towards effective communication that leaders need to understand is the effectiveness of the context (Broustein, 2001). Undoubtedly, good leaders understand that the environment plays a role in issues of communication. As such, they often asses those who they want to influence (subordinates). In a hospital setting, it is important for leaders to understand his staff. Proper assessment of the environment (the hospital setting) provides a leader an opportunity to distinguish the team’s limit, possibilities, and potential to ensure that he communicates within set limits to avoid giving too much information too soon. On the other hand, if you push your team too slow, the strategy fails to work due to lack of energy. A leader in a hospital setting needs to know the right rhythm, which will exert the appropriate influence. Secondly, a leader should understand their staff and work in multidimensional with diverse people from various groups. Although, these people have different beliefs, values and emotions leaders should be able to communicate effectively to all of them. Due to this factor leaders must be familiar with their territory and the people that they interact with on a daily routine. It is argued, that a leader must understand all his subordinates in terms of beliefs, emotions, and willingness. Understanding these issues helps leaders to ascertain crucial commonalities and differences among the staff members. This in turns helps in strategy formulating and planning. Additionally, a leader must evaluate the existing communication patterns or system. This is because there are numerous communication patterns or systems that have been put in place for communication in different settings. Even so each system presents opportunities and challenges to leaders who use them. Some communication systems are very effective at rapid transmission while limiting deeper understanding of all underlying issues. Leaders, especially those working in hospitals must clearly discern the impact of the available communication patterns on the organization (Heikila et al., 2009). Nevertheless, a leader should check whether the existing communication patterns align with the organization goals and growth demand of health providers during the evaluation process. In addition, he/she should check whether the existing system address the right issues. It is said that no matter how good a leader is he has to select the right communication systems that relate to the organizational missions. While leaders perform complex roles in a company, which require them to think critically to develop long-term goals, integrate long-term goals, and establish organization goals. O create a balance that will ensure that their staff is able to grow and improve the organization. They should not assume that other staff members will simply understand them. Nevertheless, this is not always the case in an environment where everyone is under pressure to deliver quality services and working under tight schedule. To avoid such situations, a leader must develop communication patterns that align with organizational goals (Webb, 2009). Conclusion Communication is an important aspect in organizational development and capacity building of staff members. This leads to the question of what is communication and how can leaders communicate effectively to initiate transformation and growth of their staff. Therefore, communication is defined as sending, receiving, and interpreting information. Communication within an organization takes many forms that include verbal, non-verbal signs and written. It is suggested that good leaders influence positively on other employees and communicate effectively. Effective communication helps leaders to know what other employees need at the right time (Tallo, 2007). Another reason why leaders should communicate effectively is to ignite passion to the employees by clearly communicating the vision and mission of the organization. This enables employees to have a big picture on the purpose of the organization. Open communication between leaders and employees helps staff members to set personal goals that are inclined towards the main objective of the organization References Adair, J. (2010). Effective Leadership: How to Be a Successful Leader. New Jersey: Pan Macmillan. Black-Charteris, J. (2007). The communication of leadership: the design of leadership style. California, CA: Routledge. Brody, R. (2005). Effectively Managing Human Service Organizations. California, CA: Sage Publication. Broustein, M. (2001). Communicating Effectively For Dummies. Hoboken: Wiley Publishing. Clampitt, D., & Cashman, A. (2000). A Strategy for Communicating about Uncertainty. Academy of Management Executive, 14(4), 41- 57. Chuwdhru, S. (2006). Organization 21C: Someday All Organizations Will Lead This Way. New Jersey: Financial Times Press. Dubrin, J. A. (2009). Essential of Management. California, CA: Cengage Learning. Ellis, C. W. (2005). Management Skills for New Managers. New York, NY: AMACOM. Finkelman. W. (2006). Leadership and management in nursing. New Jersey: Pearson Prentice Hall. Format, H. (2010). Nursing leadership for patient-centred care. Berlin: Springer Publishing Company. Green, G. H. (2008). More Than a Minute: How to Be an Effective Leader and Manager in Today's Changing World. Kansas: Career Press. Hardina, D. (2006). An Empowering Approach to Managing Social Service Organizations. New York, NY: Springer Publishing Company. Heikila et al. Learning what motivates your staff. Hoboken: John Wiley & Sons/Jossey Bass. Houston, C. J., & Marquis, B. L. (2009). Leadership Roles and Management Functions in Nursing: Theory and Application. Beijing: Kluwer Inc. Joint Commission Resources. (2007). Defusing Disruptive Behaviour: A Workbook for Health Care Leaders. Oak Brook: Joint Commission Resources. Johnson, A. (2009). Health Organizations: Theory, Behavior, and Development. Boston: Jones & Bartlett Learning. Junarso, T. (2010). How to become a highly effective leader. Bloomington: iUniverse. Rigolosi, E. (2005). Management And Leadership In Nursing And Health Care: An Experiential Approach. Milan: Springer Publishing Company. Shafer, J. C. (2000). Leadership solution. New York, NY: McGraw Hill. Topping, A. (2009) Managerial leadership. New York, NY: McGraw hill. Miller, K. (2011). Organisation Communication: Approaches and Processes. California, CA: Cengage Learning. Monter, P., & Smith, L. (2008). Effective Internal Communication. London: Kogan Press. Power, C., Salter, C., Farrell, H. & Carmichael, E. (2006). Engineering and industrial design resource book. Sydney: University of Western Sydney. Sloan, P. (2006). The Leader's Guide to Lateral Thinking Skills: Unlocking the Creativity and innovation in you and your team. Philadelphia: MPG Books. Webb, C. (2009).Writing an essay in the humanities and social sciences. Sydney: Learning Assistance Centre, University of Sydney. Tallo, T. J. (2007). Business Organization & Management. Delhi University, New Delhi: Tata McGraw-Hill. Read More