Communication and Information Management at The Workplace

 

NORTHERN CHRISTIAN COLLEGE “The Institution for Better Life”’   GRADUATE SCHOOL Laoag City Course: EDUC 210- ORGANIZATION AND MANAGEMENT OF SCHOOL SYSTEM Topic: COMMUNICATION AND INFORMATION MANAGEMENT AT THE WORKPLACE  WORKPLACE  Professor: Dr. Nenita P. Blanco Reporter: Ms. Thelma V. Martillano I. INTRODUCTION Workplace communication is very important to companies because it allows companies to be productive and operate effectively. Employees can experience an increase in morale, productivity and commitment if they are able to communicate up and down the communication chain in an organization. Communication in true sense is the lifeline of every organization. Individuals irrespective of their designation and level in the hierarchy need to communicate with each other for accomplishment of work within the stipulated time frame and also for better relationships at workplace. Half of the problems disappear when discussed. It is really essential for people to come out with their ideas and strategies. II. 

DEFINITION OF TERMS

Communication-  a process by which information is exchanged between Communication-  individuals through a common system of symbols, signs, or behavior Information-- the communication or reception of knowledge or intelligence Information  Management-  the act or art of managing  Management-  of managing : the conducting or supervising of something (such as a business) Workplace-- a place (such as a shop or factory) where work is done Workplace

III. 

BODY OF THE REPORT

Workplace communication is communication is the transmitting of information between one person or group and another person or group in an organization. It can include

 

emails, text messages, voicemails, notes, etc.. Workplace communication is vital to an organization's ability to be productive and operate smoothly.

IMPORTANT ADVANTAGES OF WORKPLACE COMMUNICATION 1. Workplace communication improves worker improves worker productivity.  productivity.  Research has shown that effective lateral and work group communication leads to an improvement in overall company performance. It has also been discovered that employees who were graded as highest in production had received the most effective communication from their superiors. 2. Workplace communication can increase employee job satisfaction. Employees feel empowered if they are able to have upward have  upward communication. communication.   This type of communication is when information flows upward in an organization and usually consists of feedback. If bosses or managers are able to listen to employees and respond, this leads to an increase in employee job satisfaction. 3. Workplace communication can also have a positive effect on absenteeism and turnover rates. Communication flow is very important to workers. Employees have to feel secure that they are receiving truthful and updated information from superiors. They also want to have the ability to share ideas, thoughts and concerns within the company. Studies have shown that even after a layoff, companies that have excellent communication are able to retain the surviving employees.

ROLE OF MANAGERIAL COMMUNICATION AT WORKPLACE: 1.  Managerial communication plays a pivotal role in knowledge sharing.  sharing.  

Managers must communicate with their subordinates to share whatever they know. A unique idea is of no use, if not shared. Managers need a medium which helps them interact with their immediate team members and vice a versa. Here comes the role of effective managerial communication. Managers need to communicate with their team members to make them clear as to what is expected out of them. Managerial communication helps managers to extract

 

the best out of team members. Employees need to be told their key responsibility areas.

2.  Managerial communication plays an important role in completing tasks  tasks   way ahead of deadlines.  deadlines. 

Individuals ought to work together in teams to complete tasks at a much m uch quicker rate. It is really essential to discuss ideas, evaluate pros and cons of strategies to reach to something which would benefit not only the employees but the organization on the whole. Managers before implementing any new policy must sit with their team members and take their suggestions as well. 3.  Effective communication leads to transparency among team members. members. Employees who do not communicate are generally prone to stress and anxiety. Managerial communication enables the manager to delegate roles and responsibilities to their subordinates as per their interests and also allows the employees to ask whatever they have not understood. Managerial communication helps managers to know what their team members are up to and thus prevents overlapping of work. 4.  Managerial communication also goes a long way in motivating m otivating employees. employees.   A sense of loyalty towards work and organization develops if managers communicate with their team members on a regular basis. Remember problems if not attended at initial stages lead to critical situations later. Employees should have the liberty to discuss their grievances with their team leaders. Communication helps to sort out differences among employees in a healthy and positive way. 5.  Managerial communication also plays an important role during crisis and critical solutions.  solutions.  Managers ought to be in constant touch with their employees for them to deliver their level best. Managerial communication communication in simpler words gives a sense of security to the employees.

 

6.  Human beings are not machines who can work at a stretch. stretch. We need people around with whom we can discuss lot many things apart from routine work. If you do not communicate; comm unicate; you would never know what is happening around you. An individual working in isolation often treats his work as a burden. Communication keeps an individual abreast of the latest developments at the workplace. 7.  Managerial communication also plays an important role in stress management.

EFFECTIVE WORKPLACE COMMUNICATION STRATEGIES  STRATEGIES  1. Give Your Undivided Attention. Whether you're in a group meeting or with one employee, offering employee,  offering your full focus to those you're with will greatly improve how you're received. How often have you been in a conversation with someone who kept looking at their smartphone or elsewhere while talking or listening to you? Lack of focus devalues the conversation causing people to tune out. Maintain eye contact during conversations and meetings, and put all other things aside to visually convey your focus and encourage each individual to stay present. 2. Take Time to Listen. Don't Listen.  Don't monopolize the conversation. After a while, people will start tuning you out and your message will be lost. Be frugal with your words, avoiding fluff and fillers. Pause after important points to take questions or check for understanding. This will help your staff members feel that they play an active role in the conversation. 3. Be Mindful of How You're Communicating. Your words are only a fraction of the message you relay to staff members. Body members.  Body language and tonality contribute heavily toward the effectiveness with which your communication is received. Maintain a relaxed stance and facial expression while speaking with employees. Rest your arms by your sides rather than crossing them over your chest as this is a defensive posture. Make eye contact, smile when it's appropriate and nod your head affirmatively while listening. 4. Follow Up in Writing.  Writing.  No matter m atter how compelling your meeting was, it's probable that those in attendance will not remember everything that was shared. Prior to the meeting, designate a person to take notes. Assimilate this information into a bullet-pointed email to send to your team as a follow-up and refresher. Short, concise notes will keep important information fresh in people's minds.

 

5. Inform and Inspire. Communication is a form of information exchange. Explaining and clarifying your thoughts and ideas is important in a leadership role. But passing on information to your team is only half of the equation. As a leader, it's vital to your business that your communication efforts inspire your team as much as they educate them. Plan ahead for meetings and conversations so you can effectively mix information and inspiration. If this is particularly challenging for you, the support of a mentor or coach can be helpful. INFORMATION MANAGEMENT  MANAGEMENT  The primary information management  management  benefit for many organizations is the building of an efficient and responsive data management organization with enhanced capabilities for information creation, capture, distribution, and consumption. Information management can provide and preserve enterprise business information in a manner that is secure, easily accessible, meaningful, accurate and timely. Information management can also provide the following benefits: 1. Data quality Improved accuracy and consistency of information distributed to customers both inside and outside the organization through:  

Consolidated data sources that eliminate program-specific views of data and data redundancy, as well as confusion about the location of data.

 

Consistent business rules for linking and aggregating data.

 

Published data refresh schedules based on an enterprise-wide understanding enterprise-wide understanding of user needs.  needs. 

 

Clear guidelines for quality assurance responsibility and ownership of processes for data receipt and delivery.

 

Established authority for and ownership and ownership of data in order to support consistent enterprise-wide data definitions.











2. Information management  management  Increased effectiveness of data used for business planning and execution through:  



An integrated, cross-program view of enterprise subject areas or  data  data domains.   domains.

 

 

A full lifecycle view of enterprise data that supports business strategies with a deeper understanding of these subject areas and their interactions.

 

Documented enterprise information that increases the knowledge of the data currently available for  data-driven  data-driven decisions, along decisions, along with its location and latency.





 



 



Process improvements in development that recognize theplus business value of information needed across the enterprise, while also incorporating quality and usage metrics into the design of all products and their supporting infrastructures. A enterprise information delivery framework that accommodates easy data access by users with varying levels of sophistication and access needs, including prompted, scheduled and ad hoc reports and queries as well as analytics.

3. Process efficiency  efficiency  Increased operational efficiencies through:  



Consolidated data architecture optimized enterprise delivery, reducing the amount of time users have tofor spend trying information to obtain data and eliminating the use of systems never designed for information delivery.

 

Self-service tools that reduce the dependency on technical staff for data access and eliminate the duplication of personnel resources within the organization.

 

The implementation of technologically advanced strategies for sourcing and  integration of data from business applications,  and applications,  which can eliminate numerous redundant efforts currently in place.

 

A technical architecture that understands and supports enterprise dependencies, reducing the time-consuming activities involved in planning, operating and maintaining complex applications.

 

A data architecture that understands data relationships, eliminating the need to expend resources to match data from various sources and to manually identify and reconcile resulting discrepancies.

 

An technical architecture that eliminates the proliferation of redundant of  redundant











hardware and software within program areas, along with the duplication of staff resources needed to manage them.

 

4. Security  Security  The safeguarding of organizational data from misuse through:  

Standardized guidelines for the handling and release of information that complies with regulatory and privacy requirements.

 

A security infrastructure designed to ensure that individually identifiable





information is stored in a protected environment.  

Audit trails and controls that ensure a consistent representation of information to data users.

 

Disaster recovery strategies to prevent the loss of this critical enterprise asset.

 

A data architecture plan that ensures acceptable performance of information delivery mechanisms.







5. Organizational agility  agility  The flexibility and agility needed to meet dynamic market m arket demands through:  



An enterprise An  enterprise data model that forms the foundation of all data initiatives and accommodates growth based on future requirements.

 

A scalable enterprise technical architecture built to grow and adapt to changing conditions.

 

An information framework that provides stability and consistency for current data delivery needs while standardizing processes and procedures that can quickly incorporate future requirements.

 

Support for unstructured data, enabling more complete knowledge management for the organization and its clients.

 

Reusable components that can be leveraged to reduce the time to market for new functionality.









PRINCIPLES AND STANDARDS FOR COMMUNICATION AND INFORMATION MANAGEMENT Accessibility. Humanitarian information and data should be made accessible to Accessibility. Humanitarian all humanitarian actors by applying easy-to-use formats and by translating information into common or local languages when necessary. Information used for humanitarian purposes should be widely available through a variety of online and offline distribution channels, including the media. m edia.

 

Inclusiveness.  Information management and exchange should be based on a Inclusiveness.  system of collaboration, partnership, and sharing. There should be a high degree of participation and ownership by multiple stakeholders, especially representatives of the affected population. Inter-operability. All sharable data and information should be made available in Inter-operability. formats that can be easily retrieved, shared, and used by humanitarian organizations. Accountability.  Users must be able to evaluate the reliability and credibility of Accountability.  data and information by knowing its source. Communication specialists will always work with experts in other disciplines and will have technical support from personnel in areas of administration, information technology, graphic design, multimedia, photography, and audiovisual production. Verifiability.  Information should be accurate, consistent, and based on sound Verifiability.  methodologies, validated by external sources, and analyzed within the proper contextual framework. Relevance.  Information should be practical, flexible, responsive, and driven by Relevance.  operational and decision-making needs throughout all phases of a crisis. Objectivity.  Information managers should consult a variety of sources when Objectivity.  collecting and analyzing information so as to provide varied and balanced perspectives for addressing problems and recommending solutions. Humanity.  Information should never be used to distort, to mislead, or to cause Humanity.  harm to affected or at-risk populations and should respect the dignity of victims. Timeliness.  Humanitarian information should be collected, analyzed, and Timeliness.  distributed efficiently, and must be kept up-to date. Sustainability.  Humanitarian information and data should be preserved, Sustainability.  catalogued, and archived so that it can be recovered for future use in areas such as preparedness, analysis, lessons learned, and evaluation.

 

IV. 

CONCLUSION

Organizations can realize many benefits by embracing an enterprise an enterprise information management initiative.  initiative.  Improvements in data quality, information management, process efficiency, security, and organizational agility represent  just some of those benefits. This doesn't mean that all the functional component areas of an information management framework must be adopted to realize the benefits. Organizations can begin getting some of them by developing an information management strategy and roadmap focused on components that provide clear business impact and value and are technically feasible. Management Information Systems (MIS) focus on the use of Information and Communication Technologies (ICT) in managing organizations. In the 21st century almost all organizations use Information and Communication Technologies to efficiently manage their operations, to help managers make better decisions and achieve competitive advantage, and to facilitate seamless internal and external communications with their employees, customers, partners, and other stakeholders.

V. 

REFERENCES:

http://www.managementstudyguide.com/role-of-managerial-communication-at-workplace.htm http://study.com/academy/lesson/workplace-communication-importance-strategies-examples.html https://www.sandler.com/blog/5-strategies-improve-communication-workplace