Corporate Intranet

In many small as well as large organizations, employees are heard complaining that they have no idea of whats going on in the organization. This clearly indicates that the organization has failed to implement effective modules to help cascade the information downwards. Effective communication helps inculcate sense of unity and infuses clarity of organizational structure and function amongst employees.

Effective communication is a meaningful indicator of the fact that decisions taken from the top have percolated and successfully reached every employee. On similar lines it also means data and information is flowing in the reverse that is towards the top in the organizational hierarchy. Furthermore effective communication conveys that organization considers every employee as an asset and encourages their participation in decision making.

Communication is the application of various tools besides skills of speaking and writing to fill gaps in information between two or more individuals. Effective exchange of information helps update ones existing knowledge on whats happening latest in the organization. Most of the times we see managers talking; sometimes over telephone or chatting with other people in the organization or rushing to attend meeting. Often it is difficult to comprehend what special are these guys doing that we cannot do; and is this that they are being paid for so handsomely. Well the answer to this is yes.

For managers are not merely talking but whilst their process of interaction they are collecting data which can be verbal as well nonverbal. This data is processed into suitable information which is subsequently used to get much work done. Many of the future policies and strategies are formulated and executed based on this information. Effective communication is thus instrumental in decision making. Gossiping and rumors are juicy ways of disseminating of information across the organization.

In order to execute any formal project successfully it is important to bear a few points:

1. The road map of the content to be communicated should be well planned in advance and preferably documented in writing to mitigate any ambiguity. It helps maintain standing for future references.

2. In this age of information technology, its spread is undertaken by way of e-mails, office circulars, intranet and intercom, mobiles and phones besides of course the traditional means like news on bulletins boards, magazines, office meetings etc.

3. Effective communication also ensures that understanding of content is well taken care of. What needs to be communicated and what actually is communicated across are two different aspects. It is not necessary what ever is being conveyed is actually understood the way it is expected to be.

4. Content to be communicated should be meaningful and authentic. It should be capable of calming the natural queries demanded from it as pertaining to ifs and buts and whens and how’s satisfactorily.

5. Identify the chosen format for the information exchange of a particular content. If it is by way of speaking. Then tone, volume and accent of the speaker should be clear and understandable. The speaker can cross check if he is being understood by asking the audience to repeat to what he said. Best way to cross check is ask the listeners to write down what ever has been communicated. Most projects often fail for the simple reason of miscommunication.

6. Ideas can also be put across effectively by way of employing visual aids as diagrams, charts etc.

Openness and effective information exchange between the supervisor and subordinate, management and staff besides others dispels many of the myths and confusions allowing for greater flow of intelligence in the organization.