Importance of Internal Communication-Free-Samples for Students

Question: Discuss about the Internal Communication challenges and the issues that the company faces. Answer: Introduction: organisational background The workplace and the working environment these days are changing and results in tighter schedule, longer working hours, greater workload, tough competition etc. The nature of the workplace and the overall environment creates a pressure on the employees and the overall organisation to work in teams. The team work also calls for better communication at the internal level (Karanges, et al. 2015). This is the study that deals with the communication challenges that the company faces and these challenges are concentrated to the internal environment of the company. As this is the company having various business units thus it requires a strong communication channel to communicate. The communication channels that the company is using are telephones, emails, notice boards, circulars and face to face meetings. It is required to analyse these communication channels so that the weakness in the same can be identified. The identification of the weakness helps in making the improvement in the alrea dy existing internal communication channels. Business issues: The business issue that is identified in this company is related to non-effective internal communication. It has been discussed that the business operates with six business units and thus require great communication channel. It has been realised that the company is using various channels but still facing some of the challenges that needs to be face and overcome by the company to make the things better at the workplace (Men, 2014). This is because the inefficient communication does not affect the employees but also affects their performance and the motivation level to perform for the company. It has been analysed that most of the people in the organisation feel motivated when there is effective communication inside the organisation. This is because the organisation has many business units and it is required to communicate the information from one unit to another. As discussed that the company has many business units and their work is also aligned thus it is required to have a better c ommunication between all the business units. Literature review: Humans are the social animals and thus they have to communicate with each other. For this communication, the people have developed the languages as the means for sharing their view and the opinions (Welch, 2015). Barriers to this communication can also arise at any of the stages of the communication and these barriers results in confusion and misunderstanding between the two parties who are involved in the interaction. In terms of organisational point of view, it has been realised that internal communication is the very important aspect of the organisations. There is lot of information that needs to be shared amongst the employees in the organisations. If the person or the employee is good in communication then it becomes easy for the individual to share their opinions and views in the organisational and this develop a confidence amongst the employees if their opinions are heard carefully (Malhotra Ackfeldt, 2016). The major focus of this case is the internal communication that is occurring in the organisation. There are there major aspects that are covered in the literature review; the first one of the internal communication, the second one is the internal communication measurement and the last one of the internal communication channels that has been used in the organisation (Heide Simonsson, 2014). Discussion of all the three parts is very important as each of them are related to each other and are relevant to be discussed to analyse the internal communication issues. Internal communication: Internal communication of the organisation does not only include the official communication but also includes the informal and unofficial communication of the organisation. Official communication in any of the organisation can be done as per the policies and the procedures of the organisation. Unofficial communication can be termed as the communication that deals with the conversation or the information sharing process that occurred between the employees of the company. The internal communication has four dimensions in the organisation (Welch Jackson, 2007). The first dimension is internal line management, the second one is internal team peer communication, the third one is internal project peer communication and the last one is internal corporate communication. Internal line management is the communication between the managers and their subordinates (Zondi Cassim, 2015). Internal team peer communication is the communication that is in the form of the team meetings and discussions. Internal project peer communication is the type of communication that occurs between the employees who works in a single project. The last one is the most formal communication that is the internal corporate communication. This communication happens between top management and the employees of the company and it is considered as the one way communication (Elving, 2005). These 4 dimension of the internal communication in the organisation focus on rotating the information in the al the direction and the areas of the study. Effective communication at the organisation leads to enhancement in innovation level of the employees, improved and increased productivity and in turn results in organisation success. Internal communication management: Management of the internal communication at the organisation is the very important aspect and the function to be conducted. Their process of management includes participation of the people in the right direction along with the content and the communication itself. All these aspects are directly influenced and affected by the hierarchical structure of the company (Jablin Putnam, 2000). The human capital of the organisation is the very important tool for making the communication better. It has been realised that lack of trust is the major issue that the company faces from the employees side when any of the communication is made. Internal communication measurement: In order to analyse the issues in the internal communication of the organisation, it is required to measure the communication process that is currently being used by the company. It is very much important for the organisations that have invested recently in their communication portal or launched a new one (Smidts, Pruyn Van Riel, 2001). The term measurement can be perceived by many different aspects. It has been realised that the communication can be measured with different sides. The one is measuring the employees in terms of their needs and the other one is measuring the output of the communication department of the company. This helps in justifying the investment that has been made on the communication process. The third one is tracking of the communication channels that have been used by the company. The last measurement can be done in the context of the content that is being delivered or communicated as there should be no modifications in the content from the sender to the rece iver (Zondi Cassim, 2015). Audits are considered as the most feasible tool for measuring the internal communication. Communication audits are parallel to other audits and thus have some of the common characteristics like accrual of information, development of management system, etc. the similar approach can be applied in the communication audit as well (Smidts, Pruyn Van Riel, 2001). Along with the process of auditing, other methods like surveys of the employees can be conducted in order to analyse the attitude and the behaviour of the people or the employees towards the communication process. It does not only helps in measuring the satisfaction level of the employees also measures the commitment level of the employees towards the organisation. Internal communication channels: With the advancement in the technology, it has been realised that world is getting very small these days. The introduction and advances of the technology along with the existing ones opens a path for the organisation to make use of the same as the internal communication channels in the firm. It helps the organisation to ignore the issues like time and geographical distances. The most common channels the companies use are face to face meetings, telephone, computer based transfers and videoconferences (Kalla, 2005). Along with these four, the companies can also make use of newsletters, fax, billboards, messages etc. for sharing the information. Media richness is the major topic that has been discussed in many literatures these days. Impact of poor communication: Poor communication at the internal level of the company affects the people and their performance a lot. If there is no effective communication then the actions cannot be completed as they are intended to be (Jo Hatch Schultz, 1997). It has been realised that if the different departments of the company are not in touch with each other and the managers are not sharing the information to the subordinates then it becomes very difficult for the people to work and understand the process. In addition to it, poor communication also results in deviated decision making. Decisions making is the most important part of the organisation and if the decision are not correct and not being circulated properly because of the poor communication then there is no use of making the decisions. It has been analysed that communication is the most important part not only in the organisation in the overall society (Zondi Cassim, 2015). This is because if the effectiveness of the communication decreases then i t results in misunderstandings. It is required to conduct the research in order to analyse the issues of communication in the organisation so that the improvement strategies can be implemented on the same. This helps in rectifying the problems that can occur because of inefficient communication. Research questions: This is the section of the report that deals with the questions that needs to be answered after the research (Taylor, Bogdan DeVault, 2015). This section also helps in providing the base to the research. The overall research revolves around these questions only. Following are some of the most relevant questions that are related to this research. What are the internal communication tools that are used by the company? What are the challenges that the company is facing in internal communication? What are the impacts of poor communication at the workplace? What are the improvements methods that the company can use in order to improve the communication internally? Research methodology: This is the section that gives the clear idea about the overall research and the methods that are being used to conduct the research (Smith, 2015). This part of the research clearly defines the structure of the overall research and act as the blueprint or the guideline for the researcher. Defining the elements of this section allow the researcher to conduct the research very easily. Sampling: It is the method that has been used for selecting the sample out of the population. The sample needs to be targeted for conducting the research (Bryman Bell,2015). The sampling method that can be used here in this research is cluster sampling. It is the sampling method in which the samples are divided into the group and the member from each groups are selected on random basis. In this research the sample from various departments such as operations, human resource, marketing, finance department, customer care and resource department. Sample size: Sample size can be defined as the number that needs to be used on which the research needs to be conducted. It is the most crucial part of the research as it is he only as sample is the one on which the whole research is dependent (Sekaran Bougie, 2016). Sample size for this research is 40. Operations: 10 people Human resource: 3 people Marketing: 10 people Finance: 6 people Customer care: 3 people Resource department: 8 people Research methods: There are two types of research methods that are quantitative and qualitative. It has been realised that in this research, qualitative methods are being used. This is because it results in in depth research about the causes and effects of the problem (Flick, 2015). In terms of conducting the qualitative study tow of the methods can be used for gathering the content. These two methods are: Literature review: it is the technique that helps in analysing the content or the studies that has already been conducted regarding the topic (Sekaran Bougie, 2016). It has been realised that reviewing the literature helps the researcher to develop an in depth understating about the topic. This also provides him the direction of his own research. This is the data collection method that is secondary in nature. This is because the data that has been collected from the literature review is used to support the primary data and it is already presented in the secondary sources. Interviews: Interview is another important method that can be used in this research to gather the information or collect the data (Ledford Gast, 2018). It has been analysed that the interviews will be conducted in the companys conference hall for 3 days. It will take around 20 minutes to conduct an overall interview. The researcher will ask open ended questions with the employees and the employees have to give the answers to the same. It is the primary source of data as the data collected from the interviews are updated and very new. Data analysis: Data analysis techniques are used to analyse the data that has been gathered by the data collection tool. The tool that has been used in this research is content analysis. Content analysis helps in analysing the content that has been gathered by the data collection tools. This is the easiest and the suitable option to analyse the data from literature review and interviews. Ethical considerations: The ethical considerations in this research are related to the data collection methods. As the data needs to be collected from the interview thus the information and the details of the participants should be kept safe and shouldnt be leaked.it is required to make the participants clear about the topic of the research and the purpose of the research as well. This clarity is very important to get the answers of the questions asked in the interview (Panneerselvam, 2014). Any irrelevant question should not be asked with the participants and the dignity and decorum of the formal interview should be maintained. Conclusion: It has been concluded from the report that internal communication is the very important part of the organisational communication and it is crucial to have the effective communication process in the organisation at the internal level. There is lot of information that needs to be shared amongst the employees in the organisations. If the person or the employee is good in communication then it becomes easy for the individual to share their opinions and views in the organisational and this develop a confidence amongst the employees if their opinions are heard carefully. The major focus of this case is the internal communication that is occurring in the organisation. There are there major aspects that are covered in the literature review; the first one of the internal communication, the second one is the internal communication measurement and the last one of the internal communication channels that has been used in the organisation. Discussion of all the three parts is very important as ea ch of them are related to each other and are relevant to be discussed to analyse the internal communication issues. This report clearly defines the methods that need to be used in order to conduct the overall research along with the ethical considerations. References: Bryman, A., Bell, E. (2015).Business research methods. 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