Business English

ENG 201

Fall 17-18

Importance of Proper Communication at Work: Case Study: Toyota

Submitted to
Dr.Marwan Alsaifi
Submitted by
Rashed Abdulla Al Farsi
ID: #201320986
Introduction

“Effective verbal and nonverbal communication skills are valuable in the workplace. Some

companies spend a lot of money to train their employees on how to effectively communicate.

Good communication skills go beyond conversations, but employees must know how to

communicate well in written reports and emails. Understanding the benefits of effective

communication helps companies place a focus on developing a workforce that is able to

communicate within the firm and with customers, vendors and international business partners.”

(Johnson, 2017)

In this report we discuss the importance of proper communication in Toyota Company.

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The importance of proper communication in Toyota Company

“For an organization effective communication between employees is very important

factor. Data flows sideways, forward and backward in an organization from Top to Bottom and

Bottom to Top approach. This flow of data is called communication in an organization. Main

factor of communication is a response mechanism between the supervision and workforce. This

mechanism means employees understand the task or process given by the supervision or vice

versa. Communication is very important factor in an organisation, if the communication between

the employees from Top to Bottom and Bottom to Top approach is not proper then employees

message not go to supervision board and supervision board message not come to employees

properly and employees always feel suspicious about the motive and task. Therefore for growth

of Multinational Organization the channels for communication marked as the main factor. Flow

of information is divided into three groups in every Multinational Organization Formal, Informal

and Unofficial and these flows of information are called Communication channels.

Communication is generally divided into three parts Oral, Written and Body Language. Methods

used for communication in MNC are Video conferencing, Phone, Meetings, Radio, TV, Face to

Face, Intranet, Emails, Fax, Letters, Memos, Reports, Manuals, Printed Materials, Audio CD and

Video CD's etc. Models used for communication between employees in MNC are Shannon's

Model, Berlo's Model and Schramm's Model.” (Essays, UK, 2015)

“In Toyota Motors Corporation there are several communication methods by which

employees share their ideas, information, opinions and feelings. The following are some of the

methods: news-letter, face to face, notice board, memo, e-mail, telephone, cell phone, text

messages, and instant messaging. The sharing ideas, information, opinions and feelings

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contribute to the operations of teams and the work of individuals within the corporation.”

(Toyota Motor Corporation Internal Communication Practices, 2008)

“Due to their communication effectiveness Toyota Corporation has always done

wonderful business of selling cars. In fact, Toyota Corporation has been rated as the best motor

vehicle company that produces the best cars and the most cars that are in demand all over the

world. It produces passenger cars, buses, sport utility vehicles, trucks, and vans. In addition,

Toyota owns companies that manufacture such products as rubber, steel, and textiles.” (Toyota

Motor Corporation Internal Communication Practices, 2008)

“Therefore, Toyota Motor Corporation has formulated ideas and techniques for both

front-line employees and managers. The Toyota Corporation has strategized and defined skills

that better their internal communication which make the staff more effective, work easier, faster,

and more satisfying. For example, the managers or leaders, use internal memo, letters, face to

face, mail, e-mail, telephone, cell phone, news-letter, notice board, text messaging to make the

team or department more productive, aids in employee retention, and this makes work easier.”

(Toyota Motor Corporation Internal Communication Practices, 2008)

“Communication in Toyota Motor Corporation uses both downward and upward

communication. The following pattern is followed in downward communication. Downward

Communication flows from supervisor to employee, from policy makers to operating personnel,

or from top to bottom on the organization chart. As messages move downward through

successive levels of the organization, they seem to get larger. A simple policy statement from the

top of the organization may grow into a formal plan for operation at lower levels.” (Toyota

Motor Corporation Internal Communication Practices, 2008)

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 “Consequently, in Toyota Motors Corporation staff also uses uses communication that is

feedback that goes back up the hierarchy. Upward communication generally is feedback to

downward communication. Although necessary and valuable, upward communication does

contain risks. When management requests information from lower organizational levels, the

resulting information becomes feedback to that request. Employees talk to supervisors about

themselves, their fellow employees, their work and methods of doing it, and their perceptions of

the organization. These comments are feedback to the downward flow transmitted in both spoken

and written form by group meetings, procedures or operations manuals, company news releases,

and the grapevine.” (Toyota Motor Corporation Internal Communication Practices, 2008)

“The exchange of information and messages between an organization and other

organizations, groups, or individuals outside its formal structure is termed External

communication. An effective external communication with product quality ensures enhancement

of company reputation and public image. Toyota operates a separate external communication

department guided by a corporate manager, under the mainstream corporate communication.

Toyota follows a set of guiding principles in which principles 2 and 6 focuses on corporate

communication activities.” (Essays, UK, 2015)

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Conclusion

“This report has focused on the importance of external communications citing best

practices adopted by the giant Japanese car maker - Toyota. Barriers to communications

specifically to Japanese companies were highlighted. Further, shortcomings in the effectiveness

of external communication at Toyota and its impact on the company's brand image were

illustrated. It is also evident from the analysis above that Toyota was not able to handle the crisis

situation which clearly depicts that crisis management is also vital for effective functioning of

organization.” (Essays, UK, 2015)

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Bibliography

Toyota Motor Corporation Internal Communication Practices. (2008, April 28). Retrieved

November 17, 2017, from https://moven.wordpress.com:

https://moven.wordpress.com/2008/04/22/toyota-motor-corporation-internal-

communication-practices/

Essays, UK. (2015, March 23). Introduction And Importance Of Internal Communication

Information Technology Essay. Retrieved November 17, 2017, from

https://www.ukessays.com: https://www.ukessays.com/essays/information-

technology/introduction-and-importance-of-internal-communication-information-

technology-essay.php

Essays, UK. (2015, March 23). Toyota's Communication System. Retrieved November 17, 2017,

from https://www.ukessays.com:

https://www.ukessays.com/essays/management/communication-system-at-toyota.php

Johnson, R. (2017). What Are the Benefits of Effective Communication in the Workplace?

Retrieved November 17, 2017, from http://smallbusiness.chron.com:

http://smallbusiness.chron.com/benefits-effective-communication-workplace-20198.html