Reflective Writing on Improving Personal and Organizational Communicat

Question: This should be a critical assessment of the issue or situation, so that you can identify what it is that you would like to or could change about the workplace to improve the situation or resolve the issue. Answer: When we try to pass on information from one person to the other person, it is done by the help of communication. Information or data can given or taken with the help of good communication. So in other words communication can be defined as exchanging of data or information between the sender of the data and the receiver of the data. The Management of every organization has some basic functions like Organizing, planning, coordinating, controlling, and communicating. Through proper communication among the different levels of management, the functions of the management can be carried out smoothly. Improvement of personal and organizational communication is extremely essential in an organization. In an organization, the subordinate or the lower level of Management should communicate with their boss about the day to day functions of the organization. Similarly the superiors should also convey the subordinates about their plans and thus the communication process takes place effectively in an organization. From the discussion, it can be understood a proper communication is extremely beneficial for any organization (Bolton, 2010).. Poor exchange of data or information can lead to a dismal situation in the organization. It includes factors like wrong exchange of data, improper communication and miscommunication. In an organization, an incident of poor communication happened and the example of poor communication is as follows: The boss of the company wanted one of his subordinates to complete a given work by Monday. He had communicated it to the subordinate that the work needs to be completed by Monday. The subordinate had noted it down and set his mind to start and finish the work by Monday evening. Now, apparently this might seem to be an example of good communication between the boss and the subordinate but actually it is not. The boss wanted his employee to complete the work by Monday 10 am so that he can have enough time to go through the work and send it back to the person who wants the work to be done by 12 pm (Kottkamp, 2004). The employee, on the other hand is not aware of the detailed deadline of the work. According to him, he has time and he will work during the day to finish it. This may be dismal from the viewpoint of the company as the boss found that the employee could not complete his work by 10 am as the employee was not aware of the detailed deadline. The boss missed the deadline and the work remained pending. On a similar note, another example of poor communication can be cited. It does not always mean that if you send a message via email it is delivered to the recipient (Kanungo, 1988). You think you are communicating properly with your subordinates via email but the actual scenario might be entirely different. T he manager of the company has sent a mail to one of his team members. The mail went into the spam folder of the team member. The team member is unaware of the mail while the manager thinks that the work will be done and the presentation will be ready by end of the day. Such situation is very disastrous and can lead to lot of confusion. Another example of miscommunication is the manager of the company received a project report from one of the employees of the organization. Going through the report, he finds that the employee not at par with the standard of the company. The manager criticises the employee and the employee is demoralized due to the act of the manager. What I have learnt from this is miscommunication is extremely fatal for the organization. The superiors and the subordinates should try to improve the process of communication and work hand in hand and contribute to the company. The outcome of the incidents of miscommunication is extremely disastrous. It can neither strengthen the company nor maximise levels of production. Whenever a work has a stringent deadline should be communicated to the employee in details. Here the boss has communicated but not sufficiently about the deadline of the work. I would suggest or recommend the boss to become more detailed in his communication. The employee on the other hand should have inquired completely to find about the deadline of the work. Due to lack of proper communication the job got delayed and could not be completed. I would suggest the employer could have also checked the status of the work by communicating before the day the work was required to be submitted. The boss and his employee need to exhibit more agile behaviour when a work has a stringent deadline (Lewis, 2000). In the second example, the boss tried to communicate with the help of email. Nowadays most of the communication takes place through e- mail. The boss wanted his employee to complete a certain work which was communicated to him via email. I would suggest the manager should have asked for a confirmation mail acknowledging the receipt of the mail sent by him. Just because the boss communicates it always does not mean that the employee receives it. In this example, the mail went into the spam folder and the employee had no idea of the mail. Sometimes, an employee might not receive a mail due to failure in the network or the mail not sent properly. So it is also recommended to make a telephonic call and confirm the receipt. It is not always prudent to criticise an employee for his work. In this example, the boss has received a project report from his employee. According to the boss, the report was not up-to-the mark which is why the employee was negatively criticised. I would advise or suggest that in the initial stages, i.e. when the project is just delivered, the boss can interact with his employee in a pleasing or positive manner. The employee can be criticised gradually and eventually with each passing day. Pointing at the negativities at the first go can demoralize the employee and he might lose the zeal to work. References: Lewis, M. W. (2000). Exploring paradox: Toward a more comprehensive guide.Academy of Management Review,25(4), 760-776. Bolton, G. (2010).Reflective practice: Writing and professional development. Sage publications. Sigala, M. (2007). Integrating Web 2.0 in e-learning environments: A socio-technical approach.International Journal of Knowledge and Learning,3(6), 628-648. Osterman, K. F., Kottkamp, R. B. (2004).Reflective practice for educators: Professional development to improve student learning. Corwin Press. 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