HOW TO DO A GOOD JOB IN ORGANIZATIONAL COMMUNICATION AND EFFECTIVELY IMPROVE MANAGEMENT LEVEL

UDK 330.8

How to do a good job in organizational communication and effectively improve management level

 

htpps://doi.org/10.36994/2707-4110-2023-9-36-11

 

Shi Bin, master, "Ukraine" University [1]

 

Abstract. In today's era, communication is a fundamental behavior in human social behavior and one of the driving forces behind the continuous development and progress of human society. Communication is also the best way to communicate between people. In today's rapidly developing economy, enterprises are widely present around the world, and they are also one of the most basic forms of human social organization engaged in economic activities. Management communication is the lifeline of an organization, which organically connects the organization from the inside out, and has a significant impact on improving organizational efficiency and ensuring orderly operation. In today's society, the external environment faced by enterprises is constantly changing, and the organizational structure of enterprises is becoming increasingly complex. There are also significant differences in the cultural background, education level, thinking methods, behavioral habits, and many other aspects of organizational members. Poor internal communication within the enterprise, a lack of trust from managers towards employees, a weak sense of identification among employees, and a lack of cohesion are common phenomena in current enterprises. Faced with this situation, management communication, as a tool for exchanging information, solving problems, resolving conflicts, and quelling conflicts, plays a particularly important role in the business activities of enterprises.

Key words: Organizational communication; Management level; Problem; countermeasure

 

Preface

In a company, all management work is related to communication. The interaction between an organization and the outside world, the communication between internal members and external personnel, the emotional connection and work information transmission between internal leaders and subordinates, and the corrective work between managers and managed individuals are all closely related to communication. In the increasingly fierce competition of globalization today, more and more Chinese enterprises have started cross-border operations or are attempting to grow into international enterprises. The political, social, technological, economic, and internal environments faced by enterprises are becoming increasingly complex. To meet the subjective needs of enterprise development, adapt to the complex and ever-changing internal and external environment, and solve the many problems that exist in the enterprise itself, this series of goals must be achieved through smooth and effective management communication.

Communication is a fundamental behavior in human society and one of the driving forces behind its continuous development and progress. Communication is also the best way to communicate between people. People communicate every moment in their work and life, so much so that everyone is already very familiar with the concept of communication. But what is communication? Perhaps few people have conducted serious and in-depth thinking. In today's rapidly developing economy, enterprises are widely present around the world, and they are also one of the most basic forms of human social organization engaged in economic activities. However, poor internal communication within the enterprise, lack of trust from managers towards employees, weak identification of employees with the enterprise, and lack of cohesion are common phenomena in current enterprises. Therefore, effective communication is crucial for improving the level of enterprise management.

2. The Connotation of Effective Communication

Effective communication requires two necessary conditions: firstly, the sender clearly expresses the meaning of the information so that the receiver can accurately understand it; secondly, the sender values the response of the receiver and corrects the transmission of the information in a timely manner based on their response. Eliminate unnecessary misunderstandings. Both are indispensable. Effective communication mainly refers to the communication between personnel within an organization, especially between managers and those being managed.

The key to effective communication lies in the effectiveness of information, which determines the effectiveness of communication. The effectiveness of information mainly depends on the following aspects:

1. The transparency of information. When a piece of information should be treated as public information, it should not lead to information asymmetry. Information must be public. Public information does not necessarily mean simple information transmission, but rather ensures that the recipient understands the meaning of the information. If an unclear and difficult to understand information is conveyed through an ambiguous and ambiguous written language. It has no meaning to the recipient of the information. On the other hand, information recipients also have the right to obtain information content related to their own interests. Otherwise, it may lead to the recipient of the information being suspicious of the sender's behavioral motivation.

2. Feedback level of information. Effective communication is a dynamic two-way behavior, and two-way communication should receive sufficient feedback from the information sender. Only when both the subject and object of communication have fully expressed their views on a certain issue, can they truly have the significance of effective communication.

3. Organizational communication issues in enterprise management process

3.1 Lack of standardized and effective communication mechanisms

The communication mechanism provides norms and guarantees for communication, making communication within the organization "rule-based and evidence-based". The communication mechanism standardizes, clarifies, and makes the communication path more effective and the communication effect more ideal. The enterprise has not established a standardized and effective communication mechanism, and the communication path is not clear. The problems in this area are mainly reflected in the following three aspects:

On the one hand, the formal communication channels of enterprises have not played their due role, resulting in low communication efficiency of the organization. We should fully leverage the positive role of formal communication channels, establish a good communication mechanism within the organization, and provide institutional support for organizational management communication.

On the other hand, the communication path of the enterprise organization is not clear. In such a situation, even if employees have the willingness to actively communicate with their superiors, they may be discouraged because they do not know who to communicate with. Over time, the organization may experience a lack of communication mechanisms and unclear communication paths, resulting in internal communication not being able to proceed normally, thereby affecting the achievement of organizational goals.

The third aspect is that there are obstacles in communication between departments within the enterprise organization, and there are even phenomena of pushing each other down and not actively cooperating with each other. The efficiency of communication and coordination between departments directly affects the operational efficiency of the organization. Without a standardized and effective communication mechanism as a guarantee, the cost of communication between departments will increase, and it is also easy to cause disharmony between departments.

3.2 Lack of communication with employees in the decision-making and policy formulation and implementation process of enterprises.

Modern management theory regards' employee participation in decision-making 'as a very effective incentive method, and its correctness has been confirmed in many successful enterprise cases. Allowing employees to participate in enterprise decision-making to varying degrees, expressing opinions and opinions on management work at all levels, and having managers and employees discuss major issues on an equal footing can make employees feel the trust and importance of their superiors, thus generating a firm belief that their interests are closely related to the development of the enterprise, and thus generating a strong sense of responsibility and ownership.

In many enterprises, managers at or above the middle level have significantly better understanding than ordinary employees. This indicates that the information at the strategic level of the enterprise is mainly transmitted between the middle and senior management of the organization. The established decisions are only simply communicated and executed layer by layer, lacking a process of sufficient communication and explanation to employees. The decision-making process and reasons are not understood and understood by employees, resulting in employees' lack of enthusiasm and initiative to participate, and making them feel that they are not respected and valued in the enterprise, Unable to demonstrate employees' sense of ownership and responsibility, and even developing rebellious emotions, which in turn affects work efficiency and motivation.

3.3 Strategic goals and plans lacking management communication

In an enterprise, strategic goals and planning are the direction guidelines for the actions of all members of the enterprise. They serve as a compass to guide the enterprise to move forward in the established direction and ultimately achieve ideal goals in the long term. They are the driving force for the enterprise's progress and development, and are the fundamental and guarantee for stimulating the enthusiasm and creativity of organizational members.

Lack of strategic goals as guidance, on the one hand, the company is unable to elevate the status and importance of management and communication work. When other work takes up a lot of time and energy, management and communication work is easily overlooked; On the one hand, when problems are discovered in daily work, they can only be "discussed one matter at a time" and temporary solutions can be found, resulting in high communication costs and low efficiency in the organization; On the other hand, it makes managers tired of dealing with such problems, while occupying their energy and time, which affects the efficiency of other management work.

3.4 Communication awareness and skills of managers need to be improved

The communication awareness and skills of enterprise managers need to be improved. As an organizational manager, team building is a very important task. Managers need to understand their ideas and needs through communication with organizational members, convey their intentions, and enhance the cohesion and centripetal force of the organization through communication. So, managers need to be very proactive and even deliberate in creating opportunities for communication with organizational members. At the same time, communication skills of managers are also very important, such as in what situations to communicate, in what ways, from what perspective to approach the topic, and in what attitude and tone to use. These are communication skills that managers master and use freely.

3.5 Lack of a good communication atmosphere

Communication atmosphere is an intangible existence, but it can be determined that communication barriers are gradually formed during the process of communication and interaction among organizational members. A pleasant communication atmosphere is a very important influencing factor for effective communication, and plays a very important role in improving employee work enthusiasm and organizational work efficiency. If an organization can create a good communication atmosphere, it can easily complete the communication process and efficiently achieve creative work outcomes.

Within the organization, there is no encouraging communication atmosphere for employees, so most employees do not actively and actively express their opinions. In most cases, they choose a silent, passive, and defensive attitude for communication. Internal management communication within an enterprise cannot achieve the expected communication effect if both parties are on the opposite side from the beginning and adopt a negative or even resistant attitude towards communication.

4. Strategies for improving organizational communication and management level

4.1 Adopting flexible and effective communication methods

In the process of management communication, different ways and methods can lead to significant differences in communication effectiveness. If you want to ensure that communication achieves the expected results, you must find suitable and effective ways and methods.

In the process of selecting communication methods and methods, the following principles should be adhered to:

(1) Emphasize emotional communication

When communicating, one cannot simply focus on material conditions and technical aspects, but must first consider the issue from the emotional perspective of the communication object, and engage in more emotional communication and interaction. The "communication turn" actually tells us how to truly achieve "emotional communication". In the process of communication, whether the language is clear or the methods are accurate is not a problem, but the most crucial thing is the exchange of ideas, concepts, and attitudes.

(2) Choose appropriate communication methods

Communication in enterprises can be roughly divided into written and oral communication, verbal and nonverbal communication, one-way and two-way communication, formal and informal communication, etc. according to different classification criteria. Each type of communication has its own advantages and disadvantages. In the communication process, appropriate communication methods should be selected based on factors such as communication content, communication objects, and communication environment. Although we have unconsciously used many communication methods in practical work, we still need to purposefully choose the most appropriate and effective communication method, rather than blindly and simply using a single communication method.

(3) Play a positive role in informal communication

Informal communication is easy and casual. Managers can provide employees with places and opportunities for informal communication, allowing them to relax their tense nerves and release work pressure. At the same time, it also provides more opportunities and a more relaxed environment for communication between superiors and subordinates. In the process of informal communication, subordinates are more likely to express their true ideas. When a company wants to make major decisions, it can pass on some information appropriately through informal communication channels in advance, observe employees' reactions, and collect relevant information to provide a basis for a more scientific final decision.

4.2 Cultivate a democratic and open management communication culture

The management and communication culture of an enterprise is directly related to its corporate culture, serving as the "background" and "main tone" for internal communication within the enterprise. It determines the atmosphere, methods, and channels of communication, and plays an important role in the effectiveness of internal communication within the enterprise organization.

Cultivating a democratic and open management communication culture mainly starts from the following aspects:

(1) Core values should reflect democracy

The core values of a company are the essence of corporate culture management. Simply put, core values are a unified principle and behavioral habit formed by employees in the long-term common work process. If the "core values" promote a culture of democracy, freedom, equality, and openness, then there will be more positive and healthy atmosphere in the communication process within the organization. In other words, if the "core values" remind employees that "positive, truthful, and objective communication is the right thing", then employees will naturally do these "right things" during the work process, and at the same time, they will question and criticize the "incorrect things". If this concept is applied to enterprises for a long time, gradually, they will form a democratic management and communication culture.

(2) Emphasize cultural differences

Culture "is a very broad concept, and it is very difficult to give it an accurate definition. Whether historians, philosophers, or sociologists, they all strive to fully interpret the concept of" culture "from their own disciplinary perspective, but there is still no accurate and widely recognized definition. But it is widely recognized that 'culture' is a product of history and formed by people in social life. That is to say, there must be differences in their "culture" due to different historical processes or social forms they have experienced.

4.3 Develop strategic goals for management communication

The strategic goals of the enterprise indicate the basic direction of the enterprise's progress and have a certain cohesive effect, enabling employees to focus on the core of the enterprise strategy and strive for the achievement of common goals. As a bridge for enterprises and an important tool for achieving various organizational goals, management communication strategy cannot be absent.

The establishment of a strategic communication goal system for enterprises will be a long-term process, and may also encounter some difficulties and obstacles. However, it must be regarded as one of the important tasks of the enterprise, combined with other basic management work, to design, organize, and implement the system well. Develop strategic goals for management communication based on the established overall strategic goals and corresponding policies of the enterprise. The overall strategic goal of an enterprise is to develop towards diversification, collectivization, and internationalization. The strategic goal of management communication must meet the requirements of this overall goal, have compatibility, flexibility, and other characteristics, and be able to promote the achievement of the overall goal in the business process of the enterprise.

4.4 Improving communication skills of managers

As an important role in the communication process, managers play a decisive role in the communication results. For managers, in order to become the leader of the communication process and achieve the expected results, there are some key points that must be mastered before communication.

Managers need to grasp the identity, job nature, personality traits, and other characteristics of the communication target, and adopt different communication strategies for different types of people. For example, when communicating with introverted and sensitive ordinary administrative personnel, it is necessary to pay great attention to tone and wording, not to harm employees' self-esteem, and not to use provocative methods to communicate with them. Information is the foundation of communication, but the process of communication is not that the more information, the better the effect. Information overload often makes communication difficult. So managers need to screen information well, with appropriate amount of information, strong correlation between information content and communication purpose, and appropriate logical arrangement of information, all of which are the key to communication.

4.5 Establish a sound management communication system

In the process of establishing management communication standards, three key points should be grasped:

(1) Establish a complete and standardized communication path

In terms of image, the process of internal information transmission within a company can be seen as a process of "brain directing the body" or "feedback of body sensations to the brain". If the "reflex arc" of this process is established and clear, then the person's actions will be more flexible, which means that the communication channels for information are clear and unobstructed, and the operational efficiency of the company will be faster. It is necessary to clearly point out the path of communication in the system, ensure the standardization and effectiveness of communication with the system, and avoid the phenomenon of pushing and arguing in the current work process.

(2) Play the role of a formal communication channel

In the formal organization of an enterprise, in order for all employees to recognize common goals and be willing to make efforts, it is necessary to send various information to the information recipients through a formal information exchange system.

Information or commands have authority and can be accepted by the recipient because they either come from individuals within the organization who hold certain job responsibilities and have certain permissions, or from individuals with special professional knowledge, widely recognized and respected within the organization. The former can be understood as the authority bestowed on individuals by their positions, while the latter is the authority brought about by respect and identification. Of course, it is ideal for information or commands to come from individuals who hold certain positions within the organization, have legal authorization, and are respected by others in the professional field.

 

5，Conclusion

With the rapid development of economic globalization, competition between enterprises is becoming increasingly fierce. In order to remain invincible in this "melee", it is necessary to have good internal communication within the enterprise, so as to have a certain amount of energy to compete with other enterprises in the fierce competition, which is beneficial for the development of the enterprise.

Many small and medium-sized enterprises in China generally have a short lifespan, and the reason for this is that they do not communicate well. Enterprise managers overly focus on profitability, neglect their care for employees, and cannot hear their true thoughts. Employees do not feel at home in the enterprise, and their morale is scattered, which is very detrimental to the development of the enterprise. In order to achieve long-term development, the enterprise must do a good job in internal communication, The idea of treating every employee well.

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