It happens every day. You're busily working at your desk when the boss walks up to you. "Hey! How are ya? By the way, whatever happened to that file I needed you to get to Purchasing? And you did take that memo to Jack, right?" Panic grips your insides as a cold sweat blankets your body. You thought Purchasing would be contacting you, and wasn't Henry going to get that memo to Jack?
Communications is imperative in the world of business, affecting everything including customer service, production, and presentations. As the separate departments communicate with each other and individuals within the departments communicate, the office processes run smoothly. The ambiance of the workplace is improved with effective communication as a result of the subsequent increase in productivity and efficiency.
A study conducted by the University of Bern in Switzerland presents evidence supporting the idea that productivity is affected by the communications involved in a project. The study introduces the concept of a communication cycle, which is comprised of all the communications involved to complete the project. An ideal cycle should begin with the preparation of the project (planning or orienting communication) and conclude with an evaluation of the final product. Franziska Tschan, representative of the University of Bern, said, "Good communications can be described as adopting a common goal, building a mutual representation of the task, and structuring an interaction process in such a way that group members optimally combine their efforts. Communications can be a means to enhance coordination, as groups discuss their understanding of the task, share and combine their views, and structure the process. Communication, therefore, can minimize process loss."
A lack of communication or miscommunication can be the cause of perilous mistakes, including missed deadlines, releasing incorrect information, and defective products. In the automotive industry, the slightest mistake can possibly result in the potential deaths of thousands of people. Every piston must be placed exactly in location, the electrical wires installed correctly, etc. If good communication is not practiced, production and efficiency decrease, frustrations multiply daily, and stress can defeat all employees.
In an industry that must take the well-being of its customers into account, communication is not only a beneficial asset but also an imperative need. Here are some vital tips to keeping communications effective:
· Communications within departments is important: Set aside time weekly or monthly to provide employees with relevant information, updates, and reminders of deadlines.
· Inter-departmental meetings are also necessary and need to be practiced regularly.
· Make yourself accessible to those who may need to be in contact with you.
In this age of technology, cell phones and pagers are commonly used. If neither of these is available to you, Ford Motor provides its employees with a free e-mail account. E-mail is quickly becoming the most popular form of communication worldwide. Internet consultant Chris McClean says, "The sheer volume of exchanged information has exploded since e-mail use has shot up in the past three years. The capacity to respond quickly and easily has inspired many business owners and many customers to offer and ask for information and feedback that they might not have even attempted to provide before." In short, take advantage of the services and opportunities provided.
As communications are encouraged and cultivated in the workplace, the environment of the business improves. With increased productivity and efficiency, the customer is happy, which makes the boss happy, so you can be happy too. And when you get that file to the correct department and forward the memo before deadline, you can spend all your free time thinking about that upcoming fishing trip…
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Copyright © 2002 by Susan Sims. All rights reserved.
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