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    Written Assignment Unit 4: "Organizational Communication"

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    modar Kh
    The document discusses communication issues at a local mail processing plant that was experiencing low quality sortation and delays. It identifies several communication problems: 1) poor internal communication led to incorrect processing standards, 2) lack of feedback to employees due to union fears, and 3) exclusion of subordinates from improvement plan discussions and implementation. It recommends involving all employees in planning discussions and using various communication channels such as meetings and training to ensure effective understanding and implementation of improvements. Comprehensive communication across all levels is key to organizational success.

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    Written Assignment Unit 4: "Organizational Communication"

    Uploaded by

    modar Kh
    35 views5 pages
    The document discusses communication issues at a local mail processing plant that was experiencing low quality sortation and delays. It identifies several communication problems: 1) poor internal communication led to incorrect processing standards, 2) lack of feedback to employees due to union fears, and 3) exclusion of subordinates from improvement plan discussions and implementation. It recommends involving all employees in planning discussions and using various communication channels such as meetings and training to ensure effective understanding and implementation of improvements. Comprehensive communication across all levels is key to organizational success.

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    The document discusses communication issues at a local mail processing plant that was experiencing low quality sortation and delays. It identifies several communication problems: 1) poor internal communication led to incorrect processing standards, 2) lack of feedback to employees due to union fears, and 3) exclusion of subordinates from improvement plan discussions and implementation. It recommends involving all employees in planning discussions and using various communication channels such as meetings and training to ensure effective understanding and implementation of improvements. Comprehensive communication across all levels is key to organizational success.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    35 views5 pages

    Written Assignment Unit 4: "Organizational Communication"

    Uploaded by

    modar Kh
    The document discusses communication issues at a local mail processing plant that was experiencing low quality sortation and delays. It identifies several communication problems: 1) poor internal communication led to incorrect processing standards, 2) lack of feedback to employees due to union fears, and 3) exclusion of subordinates from improvement plan discussions and implementation. It recommends involving all employees in planning discussions and using various communication channels such as meetings and training to ensure effective understanding and implementation of improvements. Comprehensive communication across all levels is key to organizational success.

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    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
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    of 5

    1

    Written Assignment Unit 4

    “Organizational Communication”

    Department of Business Administration, University of the People

    BUS 5113 - Organizational Theory and Behavior Program

    Instructor: Professor Doctor Ram Shukla

    December 2, 2022
    2

    Abstract

    Regarding Saylor (n.d.), organizational communication is an essential tool for effciency and

    productivity of a working organization, which is defined as a manner of “sending and receiving of

    messages among interrelated individuals within a particular environment or setting to achieve

    individual and common goals”. The business outcome of the organization is blooming only when

    effective communication is flown inside the organization.

    Background of the Case Study

    At a local processing plant, supervisors and employees were facing low quality of mail sortation

    resulting in mis-sorted, mis-delivered, and mis-sequenced mail. Delivery was being delayed and

    mail returns were unacceptably high. Machine performance was substandard and overtime usage

    was high. Employee performance was not being addressed for fear of union shop intervention.

    Customer complaints continue to rise. The current performance of 93% was below the

    breakthrough goal of 98%. The plant manager summoned the leadership team to discuss possible

    solutions to this ongoing problem. In research of the Case Study, the report will examine the reason

    leading the failure of the new improvement plan and then provide recommendations and

    suggestions for improvement.

    Communication issues in the case

    Regarding the communication in the local processing plant, many issues had been figured out,

    inter alia including:

    First of all, it was witnessed that the unqualified processing standards resulting in mis-sorted, mis-

    delivered, and missequenced mail have arisen from the poor internal process communication inside

    the plant.
    3

    Secondly, the pressure on the staff of the plant caused by fear of union shop intervention leads to

    they fail to receive feedback from the managers and supervisors. This results in the failure of their

    function and poor work activity as well as an enormous proportion of complaints from clients.

    In addition, there is no attendance of subordinates in the discussion for implementation of the plan

    in regards of the current low-standard situation and productivity-improving implementation plan

    and these subordinates could not know the expectation and effective plan for implementation.

    Last but not least, the improvement plan was constructed to improve the working process quality

    of employees, none of the floor management staff is provided with such a plan because they were

    not the decider in the plant. Therefore, they are not aware of any plan and/or any decision was

    made without any required information dissemination and communication for implementation

    provided to them.

    Communication channels that were bypassed

    The channel organizations use to communicate greatly affects how information is passed on.

    Communication can be verbal. Effective managers use more non-verbal communication channels

    (Allen and Griffeth, 1997). In the case study, many communication channels were bypassed.

    Employee involvement is also necessary when programs are being implemented. Every member

    of the organization should be part of or play a role in the design phase of the program. However,

    in the discussion for the breakthrough improvement plan, there is a bypass and no involvement of

    subordinates in the signifiant discussion. In addition, none of the floor management staff is

    provided with such a plan and the communication channels with the staff were bypassed, which

    lead to miscommunication of one implementor of the plan. All in all, the communication manners

    (such as direct meetings, written documents, or electronic communications with the subordinates

    and floor staff were bypassed, which was the main cause of the low work outcome.
    4

    Solutions for implementing the improvement plan effectively

    For the effective understanding and implementation of the improvement plan, the communication

    is vital inside the plant (Shrm, 2022). Firstly, in regard of the discussion of the impovement plan,

    all the employees of the plant (i.e both managers and subordinates) should participate and be

    disseminated the meaning of the plan and its implementation schedules of each member, each

    department, and the whole plant in connection with the plant. Second, all participants of the

    improvement plan should be clearly understood the plan for implementation. For effective fllow

    of the plan information, the following communication channels should be taken into account: face

    to face, workshops, questions and answers sessions, plant, group and team discussion,

    telecommunication channels (such as WhatsApp and Zoom cofference), Intranet, training via

    Videos, Webcasts and progressional emails (Shrm, 2022). In the regard, the outcome is that all

    improvement plan elements are correctly and properly understood and implemented by all

    employees in the mail process of the plants for work efficiency and productivity.

    Conclusions and suggestions for effective program implementation.

    The success of organizations is based on the fact of how their members communicate. This is

    proven via the best preparation, feedback and practice obtained from the communication to

    guarantee the understanding and implementation correctness (Stahl, 2022). Comprehensive

    communication is a significant management manner in all organizations. There are enormous

    channels to smooth comprehensive communication to meet individual and whole goal (for

    instance, to introduce new company policy, to obtain employees’ feedback, or to implement a plan

    for a team, group or organization as a whole) (Stahl, 2022). In a nutshell, proper and

    comprehensive communication will result in the efficiency and productivity of the organizations

    on their end.
    5

    REFERENCES

    Communication in organizations. (n.d.). In Encyclopedia of small business. Reference for

    Business. http://www.referenceforbusiness.com/encyclopedia/Clo-Con/Communication-in-

    Organizations.html

    Saylor (n.d.). In Survey of communication study, Organizational

    communication. https://resources.saylor.org/wwwresources/archived/site/wp-

    content/uploads/2012/05/COMM001_Wikibooks_-Survey-of-Communication-Study_Chapter-

    11_5.11.2012.pdf

    Shrm. (2022, August 1). Managing organizational communication. SHRM.

    https://www.shrm.org/resourcesandtools/tools-and-

    samples/toolkits/pages/managingorganizationalcommunication.aspx

    Stahl, A. (2022, October 12). The secret to successful communication. Forbes.

    https://www.forbes.com/sites/ashleystahl/2018/07/27/the-secret-to-successful-

    communication/?sh=655c34172df0

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