Verbal and written communication is one of the most important aspects of any organization. Failing to “get the message” through to your employees will slow down evolution, expansion, improvement of product, sales and ultimately result in dissatisfied customers. Every manager knows what this represents!
The larger the organization, it becomes more important to communicate well in both verbal and writing, although today, taped messages disseminated by means of close circuit TV sets are slowly replacing memoranda or public notices.
In large companies, clear and concise communication channels and techniques are important factors to establish in an attempt to inform all employees with regard to policy changes, new rules and regulations, company earnings, quality problems, or praises for work well done.
Verbal communication is learned art that must be practiced carefully and appropriately. In order to achieve this objective, you must speak clearly, directly, in complete sentences, and enunciate every word to ensure each is understood without ambiguity.
After delivering a message, experienced communicators check back to verify their efficacy.
Osmosis, mental telepathy, or second-guessing never worked, and never will.
When administrators make decisions and front line employees are involved, procedures for implementation must be clearly explained to all. After all, they will be responsible for the success of the policy. Failure means poor communication between decision makers and those responsible for performing duties.
Written communication must be clear, concise, direct, and aimed at the level of comprehension of the reader. The writer must take into consideration the reader, and then compose.
People write at different levels of complexity pending on their mastery of the subject matter and their active vocabulary. Some use sophisticated language and unfamiliar words to make the piece appear more than what it is.
The purpose of a memorandum is to impart information, and hence the most common words must be used.
Here are some samples
Ascertain find out
Disintegrate break up
Penultimate second last
Recapitulate sum up
In all fields technical words are referred to as “ jargon”; they can be used effectively
when communicating with professionals in the same field. This economizes valuable time and guarantees clear comprehension.
Words have personalities and the stronger ones are most appropriate. “bill” is stronger than “statement”, or “tycoon” stronger than “eminently successful businessman”.
Concrete words are specific and clear; i.e. desk, chair, road, but administration or negotiation is less clear.
Writing, any kind of writing requires the writer to think in that language. A person thinking in German and writing English will be less clear and probably ambiguous. The same word in two languages may not mean the same thing.
Here is an example:
Remember when hippie meant big in the hips,
And a trip involved travel in cars, trains and ships?
When pot was a vessel for cooking things in,
And hooked was what grandmother’s raps may have been?
When fix was a verb that meant mend or repair,
And be-in meant merely existing somewhere?
When neat meant well-organized, tidy and clean,
And grass was a ground covered normally green?
When groovy meant furrowed with channels and hollows,
And birds were winged creatures like robins and swallows?
When fuzz was a substance, real fluffy, like lint,
And bread came from the bakery not from the mint?
When roll meant a bun, and rock was a stone,
And hung-up was something you did with the phone
Cool meant a little less warm but never fashionable or “in”
It’s groovy man groovy, but English it’s not,
Methinks that our language is going to pot.
Communication in North American hotels and restaurant is fraught with dangers because the work force lacks cultural and linguistic homogeneity.
Management must followed up how and how well established communication channels are working to ensure that every level of administration follows rules to direct rank and file
In small owner-managed businesses, changes can be implemented quickly, whereas in large operations even small changes take a long time to implement and require more effort.
Communication becomes even more important during training. Anything of importance must be shown first, explained, and then technique demonstrated. Following this, the trainee must satisfy the trainer that he/she masters the task.
Effective communication is an art and science. The science can the taught, the art remains the privilege of few talented individuals.
Communicating clearly is vital for every organization and must be well thought out to be effective.