Communication in the Office (Essay Sample)

Effective Communication in the Office
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Introduction
Technically, communication is the process of transferring information from one communicating entity to the other. In this case, one is the sender and the other is the recipient of the information. However, the implied meaning of the word communication is more than just the transfer of information. Particularly, effective communication goes beyond transferring of information to sharing one’s thinking and feeling to the recipient of information with intent to be understood. The principle of communicating emanates from the need to express oneself and, therefore, leads to exchange of ideas. Communication is an integral part in every aspect of the daily life more so in the office. Effective communication is one of the key factors that affect the success of a business.
Communication in the office encompasses all the transfer of information from employees to their seniors, from the organization’s executives to their juniors, and between equals in the workplace. In an office,vertical communication refers to communication between seniors and junior while horizontal communication refers to communication between members of staff in the same level of the organizations hierarchy.Effective communication, both vertical and horizontal, and communication between an organization and its clients are a factor that determines the outcomes and thus the success of the organization. This interaction between the communicators also defines the work environment and the organization's culture (O'Rourke, 2009).
Developing Effective Communication in the Workplace
To ensure communication is effective in the office, both the sender of information and the recipient should follow a standard operating procedure. They should also acknowledge communication and always provide information when needed. In addition, they should repeat the communication as many times as may be required to ensure that the information passed is received accurately (Searles, 2013).
It is also advisable to adopt and use the same terminologies when communicating in the office specifically for use within the organization (Searles, 2013). Such an action ensures that the chances of miscommunications are reduced as much as possible, in addition to enhancing quick understanding of the communication. In case of mis-communication or lack to understand a communication, clarification should be sought. However, it is better to avoid wasting time with seeking clarification by making communication direct and unambiguous.Further, it is beneficial to inform all the appropriate individuals when a task changes (Maxwell, 2010).
It is worth acknowledging the barriers to effective and communication in the office and seeking innovative ways to ensure that communication is not broken down. To avoid barriers to communication a manager should identify the barriers and implement counter measures (Masters & Albright, 2002). Some of the barriers that affect communication in the office include, rank differences and intimidation, personal bias, anger and frustrations, team diversity, lack of confidence, task pre-occupation among others (O'Rourke, 2009).
How Effective Communication Minimizes Conflicts In The Workplace
To minimize conflicts in the office, attempts should be made to provide accurate information. Ambiguity is a leading source of conflict in the office. Every staff should be aware of what is expected from him/ her. These roles should be designed in such a way that they do not overlap, and in cases of delegation, the delegated authority should be clearly communicated (O'Rourke, 2009).
Effective communication also leads to clarity of responsibility. In addition, the responsibilities should be m...