BBA 4003

ORGANIZATIONAL COMMUNICATION

(ASSIGNMENT)

TAN WAH TIONG

940928-14-5531

201565

AUGUST 2015

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1.0 Content 1

2.0 Introduction to Organizational Communication 2

3.0 Body 3-15

Task 1

Task 2

Task 3

4.0 Reference 16

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2.0 Introduction to Organizational Communication

Organizational communication is a subfield of the larger discipline of communication

studies. Organizational communication, as a field, is the consideration, analysis, and

criticism of the role of communication in organizational contexts.

Its main function is to inform, persuade and promote goodwill. The flow of

communication could be either formal or informal.

Communication flowing through formal channel's are downward, horizontal and

upward whereas communication through informal channel are generally termed as

grapevine.

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3.0 Body

Task 1 Communication

Communication is the purposeful activity of information exchange between two or

more participants in order to convey or receive the intended meanings through a shared

system of signs and semiotic rules. The basic mechanism of communication is, the

ideas/thoughts of the sender is encoded and transmitted to the receiver through a

medium wherein the receiver receives the message and decoded it; to understand the

message of the sender.

There are two types of the communication which is nonverbal communication and

verbal communication. Nonverbal communication describes the process of conveying

meaning in the form of non-word messages. Examples of nonverbal communication

include haptic communication, chronemic communication, gestures, body

language, facial expression, eye contact, and how one dresses. Speech also contains

nonverbal elements known as paralanguage, e.g. rhythm, intonation,tempo, and stress.

Research has shown that up to 55% of human communication may occur through non

verbal facial expressions, and a further 38% through paralanguage.[3] Likewise, written

texts include nonverbal elements such as handwriting style, spatial arrangement of

words and the use of emoticons to convey emotion.

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Some of the reasons for Nonverbal communication are to complement and illustrate, to

reinforce and emphasize, to replace and substitute, to control and regulate, to contradict.

The Nonverbal communication contributes more % in human communication since they

supplement the ideas/thoughts of the sender and also helps the receiver to decode it

properly.

Effective verbal or spoken communication is dependent on a number of factors and

cannot be fully isolated from other important interpersonal skills such as non-verbal

communication, listening skills and clarification. Human language can be defined as

a system of symbols (sometimes known as lexemes) and the grammars (rules) by which

the symbols are manipulated. The word "language" also refers to common properties of

languages. Language learning normally occurs most intensively during human

childhood. Most of the thousands of human languages use patterns

of sound or gesture for symbols which enable communication with others around them.

Languages tend to share certain properties, although there are exceptions. There is no

defined line between a language and a dialect. Constructed languages such

as Esperanto, programming languages, and various mathematical formalisms are not

necessarily restricted to the properties shared by human languages. The communication

is two way process instead of one way.

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By the way, the nature of communication also plays an important role. Communication

is related to human activity: Communication exchanges are actually directly linked with

every single ball of human being lifetime. It is necessary within primary some sort of

substantial human being lifetime. Taking pleasure in restful lifetime, acquiring person-

to-person interactions, creating a flourishing point out and so on. Aren’t probable

without having communication exchanges.

Communication involves two or more parties: At least, two parties are involved in

virtually any communication exchange process. This party exactly who communicates

information is known as sender and the party exactly who is provided with the info is

known as a device. Even so in some instances some sort of sender could send out a

message for you to many receivers.

Communication could be one-way or maybe two-way process: Communication might

take the design involving two-way or maybe one-way process. With two-way

communication, the receiver sends his feedback to the sender after receiving the

message. One-way communication means you move involving information style sender

to be able to receive only. In this particular means of communication receiver doesn’t

present his or her reaction to your sender.

Success of communication depends on a proper understanding of the parties involved:

Powerful communication comes about if your receiver feels your concept you might say

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your sender posts the idea. If the receiver doesn’t deliver his or her reaction to your

sender, your sender is not going to fully grasp your receiver’s view. In this case, your

communications are going to be inadequate. As a result, to make your communication

prosperous the two senders and receiver got to know your side effects of different.

Besides, conversation in organization flows in a variety of styles: With organization,

information flows in a variety of recommendations, for example way upward direction,

down way, horizontal way and many others.

Moreover, communication is media or channel based: Every single person

communication comes about by means of suing a selected method. This media could be

composed, common and non-verbal or maybe a mixture of spoken and non-verbal

media.

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Task 2 Principle of good and effective communication and communication process

Effective communication occurs when a desired thought is the result of intentional or

unintentional information sharing, which is interpreted between multiple entities and

acted on in a desired way. This effect also ensures that messages are not distorted during

the communication process. Effective communication should generate the desired effect

and maintain the effect, with the potential to increase the effect of the message.

Therefore, effective communication serves the purpose for which it was planned or

designed. Possible purposes might be to elicit change, generate action, create

understanding, inform or communicate a certain idea or point of view. When the desired

effect is not achieved, factors such as barriers to communication are explored, with the

intention being to discover how the communication has been ineffective.

There are 7 C's of effective communication which are clear, concise, concrete, correct,

coherent, complete and courteous. Firstly, when communicating with someone, be clear

about your message or goal. Next, when you're concise in your communication, you

stick to the point and keep it brief. Otherwise, when your message is concrete, then your

audience has a clear picture of what you're telling them. There are details and vivid

facts. Beside, correctness in communication implies that there are no grammatical errors

in communication. The content of the communication should be exact and well-

timed. In addition, when your communication is coherent, it's logical. All points are

connected and relevant to the main topic, and the tone, flow of the text is

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consistent. Lastly, in a complete message, the audience has everything they need to be

informed and, if applicable, take action. Courteous communication is friendly, open and

honest. There are no hidden insults or passive- aggressive tones. You keep your reader's

view point in mind,and you're empathetic to their needs.

There are six principles of communication which are listen, basics, preparation, visual,

conciseness and relate. Firstly, Assess your audience’s level of experience and know

whom you are talking to. Are they new to Drupal? Are they heavyweight users?

Knowing this will start the conversation off on the right path.

Next are those technical terms getting in the way of your conversation? I can bet

“tracheoesophageal fistula” made you head for the hills, and I’m sure you didn’t hear

the rest of my statement regarding surgery. Take your time to revisit the basics of this

procedure. Your clients will appreciate your patience and willingness to walk them

through each step.

In addition, coming prepared is key to staying one step ahead of your client. Creating a

fluent and convincing story line that consists of a beginning, middle, and end will buy

you some street cred. We cannot predict if that surgical procedure will end well, or if

our dev environment will explode. However… it sure helps to have an introduction,

plan of action, and expected outcomes. Extra brownie points if you can prepare your

client for potential pitfalls.

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Moreover, visuals is “A picture is worth a thousand words”. Sometimes where words

fail, a picture can provide a foundation for discussion. When appropriate, consider

using a graphical representation to jump-start a conversation.

Furthermore, conciseness is to get to the point and make your words count. I’ve

experienced that clients are specifically paying good money to get the bottom line. What

helps me is to imagine if I only had 3 major points and 5 minutes to say it – what would

those points be? “Minimally invasive avenue to perform stenotic…blah blah” You need

surgery.

Besides, relate is remember what it was like to look at Drupal for the first time. They

are not living within the development world and are looking to you as their Drupal

Sherpa. Use your own personal experiences, difficulties, and successes to strengthen

that bridge with your first-time (or returning) client.

However, there are seven critical keys to succeed in your communication. Firstly, think

Results. As you create the message you need to transmit, ask yourself how this

communication could potentially drive overall company goals. For example, you might

need to address a particular employee on how to improve their customer service. Rather

than focus your communication on their failures, effective front-line leaders focus the

conversation on results. You would remind the employee how their actions drive

company goals, and how their actions impact overall results.The second is clear

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purpose. Every message you send should have a clear purpose. For example, your

outcome could be reaching a specific goal, solving a customer issue, giving information,

seeking information, relationship building, etc.

Next, you must think before you speak. You may find this a bit elementary, but you

would be amazed at how many well-meaning leaders engage their mouths before their

brains. But if you prefer to shoot from the hip and just say what’s on your mind without

thinking, you will open yourself and your company to potentially damaging lawsuits

and employee turnover.Furthermore, structuring the message for the receiver is a very

important things to succeed in your communication. Since mutual understanding is our

goal, then front-line leaders must create messages that resonate with their receivers

(employees, colleagues, customers, suppliers).

They cannot create messages that sound good to themselves. This may sound somewhat

confusing, but consider that, too often, we spend more time thinking about what we

want to say rather than thinking about what others need to hear. That is the difference.

Besides, avoid Irrelevant Details. Do you know someone who, when telling a story or

relating some information, includes so much irrelevant detail that you want to scream?

To send effective messages, remember to focus only on the relevant information, data or

contexts.Moreover, you must read reactions and adjust baseball hall of famer yogi Berra

is often credited for saying, “You can observe a lot just by watching.” The same is true

in communication. As you create and transmit your communication, watch for the

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reactions of your employees. Be prepared to read the reactions of your employees and

adjust communication to reach intended results. Lastly is focus on results. Yes, I know

this is a repeat, but this is the most important component of sending messages.

Remember to always keep the results, the ultimate outcome of the communication, in

your mind as you communicate with your employees, colleagues and senior managers.

Task 3 Apple Inc

Today, we are going to introduce the communication system of Apple’s company.

Based on the research, the strategy has a broad scope: the situational analysis is

identified, key stakeholders and listed and objectives are stated accompanied with

relevant strategies and tactics to help mitigate the labor issues factory workers at

Foxconn are facing.

First of all, the principle behind this strategy is to promote good communication in a

two-way process; it is about exchanging information and keeping all Apple Inc.

employees updated with any and all news pertaining to the brand. Here at Apple Inc.,

it’s our job to represent the brand as best as possible by allowing for effective and

accessible communication mechanisms, build strong relationships among our

employees and keeping them informed.

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Next is the Issue. There has recently been another death at the Foxconn factory where a

worker leapt to his death. This is the first apparent suicide since Apple Inc. agreed its

U.S. clients to improve workers’ conditions. The 23-year old worker commits suicide

outside the Foxconn plant in the city of Chengdu. This is just the latest suicide by a

worker at the Apple Inc. supplier chain. Apple Inc. has been through labor issues with

employees in the past, which include: low wages and poor working conditions. Due to

the strenuous work being put on the factory workers, many of them are feeling the

pressure.

Situational Analysis

There are several Strengths which include Respected brand on an international scale,

Produces a variety of technological equipment to the masses, Exceptional interface,

Provides higher than average wages to staff members in America and Canada, Customer

relations- responsive to customer feedback, Strong financial performance and

Innovation of skills and creativity. It provides safe and comfortable working

environment for employees in America and Canada

There are also several weaknesses which are under fire for labor issues at Foxconn

Workers being paid low wages and long working hours, causing dissatisfied employees

to commit suicide

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Next is the Opportunities. It includes strategic partnerships, Increase and implement

new employee programs, Collaborations with competitors, International growth and

expansion, Pressure of pricing as competitors create new products at the fraction of the

cost and Two-way communication with workers at Foxconn, this will show them Apple

cares, only motivating them to work hard

Besides, Threats is also one of the main point. Potential boycott of the brand if

customers find out about the working conditions can cause loss of brand reputation and

loss in share prices

Key Stakeholders involve Employees (specifically at Foxconn), Shareholders, Board of

directors, CEO, Suppliers, Foxconn, Family of employees and Wages of employees can

dramatically affect family members, especially workers that have commit suicide

Objectives of iphone is to improve working conditions at Foxconn by 25 per cent in an

eight-month period and increase wages of workers (specifically at Foxconn) by 15 per

cent in an eight-month period. In addition, increasing flow of communication between

employees and management.

There are several of Strategies which allow for a two-way communication between

employees, board of directors, CEO and management. It’s important to provide workers

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with a platform to voice their opinions, ideas and concerns. This will show workers that

management is taking these concerns into consideration and allowing for Foxconn

workers to voice their concern where change is needed.

First of all, we must have random store drop-ins. By randomly visiting stores and supply

chains including Foxconn, this will motivate employees to work diligently while

maintaining Apple’s higher practices and standards. Besides, providing financial aid for

struggling employees can show that Apple Inc. genuinely cares for its employees

including workers in its supply chain. By introducing this employee package, this will

help with employee relations.

Moreover, increase communication with stakeholders show our stakeholders that Apple

Inc. is keeping all necessary people updated on all news affecting Apple Inc. and its

shareholders. Include a forum for all employees to be given relevant information

pertaining to Apple Inc. and the direction it is going in.

There are several tactics. First of all is creating an online forum for employees to voice

their opinions, ideas and concerns. Employees will participate in surveys about the

working conditions and the environment they are placed under and if there is need for

change. This will help board of Directors and the management teams know where their

focus should be placed on and which employees and store locations aren’t following the

standard practices set by Apple Inc. Furthermore, conduct random audits on Apple’s

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supply chain to ensure all best practices are being met and introduce a new financial

package tailored to struggling employees of Apple Inc. The package will include

subsidized housing and one-on-one financial advice.

Besides, holding monthly meetings with stakeholders can allow them to have a one-on-

one experience with management where they can discuss all pertinent information

regarding the brand. The company also provide stakeholders to discuss amongst each

other any rising issues or concerns and produce monthly newsletters for employees.

This will provide them with all the insight on the direction Apple Inc. is taking and any

urgent news Newsletters shows employees that Apple Inc. cares about not only the

brand but the people working behind it. It’s also an easy and efficient way to inform all

employees in a uniformed manner

The Key Messages enable workers to filter their thoughts and opinions through a two-

way communication platform and provide safe working conditions for employees at

Foxconn and other store locations. Apple Inc. is mitigating the labor issues by enforcing

new and stringent practices to ensure all employees’ needs are being met

Above information are get from CEO of Apple Inc, Timothy D Cook.The purpose of

this memorandum is to inform you of the labor issues Apple Inc. is facing with its

supply chain, Foxconn.

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4.0 Reference

- www.google.com

- http://getlevelten.com/

- en.wikipedia.org

- http://www.happi.com/

- shaganaas.wordpress.com

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