Examining the Role of Communication in Public Administration (Essay Sample)

Examining the Role of Communication in Public Administration
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Examining the Role of Communication in Public Administration
Communication plays a crucial role among and within groups of employees in both public and private organizations. It can facilitate the flow of information, policies, and resources. Given the significance of interaction within the organization, research is required for the exploration of the topic in the way that it relates to both fields of public and private administration. The primary function of any management organ is to oversee the adequate performance of all its entities. The managerial role of the control means a measure of the real performance and a mechanism of comparing it with the set standards taking corrective actions when needs arise. Management aims to ensure the achievement of the objectives of the enterprise is in line with planned and predetermined acts. Communication is a useful tool of social control. While the plan is communicated to the subordinates, the performance is gauged and transmitted to the leadership of the organization. Actions of correction are communicated and taken to help the management attain the desired goals.
* A Brief Description of the Issue
One-way mode of communication in many organizations accrues from the belief that management entails ordering employees around to get things done in the right manner. Listening involves intellectual engagement and understanding of what employees needs in their workplace CITATION Muk17 \l 1033 (Mukherjia & Aroraa, 2017). Moreover, managers must understand that staff members are essential for the smooth running of the organization. Appreciating all talents and skills of various employees increases their efficiency and effectiveness (Temby, Sandall, Cooksey, & Hickey, 2016). Communication helps build interactions and relationships between personnel within the organization and in a community outside.
Organizations can essentially be termed as ‘results of communication’ that occurs between people. It signifies more than just transmission of messages in the space between the sender and the intended receiver. Communication is a vital part of human life as they are social beings CITATION Muk17 \l 1033 (Mukherjia & Aroraa, 2017). Sometimes it becomes complex, for instance, when a manager needs to resolve a conflict between employees. Such situations call for more wisdom and discretion compared to ordinary circumstances CITATION Muk17 \l 1033 (Mukherjia & Aroraa, 2017). They entail engaging in complex processes of negotiation of the rules created.
Sometimes getting things done entails exchanging information and favors. Formal orders and messages are utilized for the reinforcement and codification of the decisions that have been reached through informal means (Temby et al., 2016). The function of communication within any organization is to assist in task accomplishment about specific responsibilities and roles to sell products and services. It facilitates the adoption of changes in organizational and individual activities and creativity. Employees manage to work out tasks by maintaining the regulations and policies of the company together with the set-out procedures that support daily and continuous operations. Organizational communication helps in the development of relationships in which individual messages are directed towards the staff (Temby et al., 2016). Other aspects of morale, fulfillment, satisfaction, and attitude play essential roles in shaping the process. It is critical to the control of operations, planning, and coordination of all the affairs of a company. Communication entails the manner in which organizations present and organize their culture and work environment (Temby et al., 2016).
* Importance of Communication for Public Managers
Information is a crucial aspect for the proper running of the affairs of an organization. It encompasses communication about management policies, change of schedules, adequate organization, satisfaction, and employees’ dissatisfaction CITATION Muk17 \l 1033 (Mukherjia & Aroraa, 2017). Time is the most precious commodity for managers who spend most of their time assimilating and accumulating the necessary information they need to run a company. One of their essential roles is ensuring that data is well filtered and organized. Communication aids in functions like planning enabling the management to secure the information that makes it possible to make all the essential decisions. Colleagues who work in rival organizations can provide the company with the needed skills and knowledge about alternative means of running companies for the realization of the best outcomes (Mukherjia & Aroraa, 2017). In the process of taking risks during the implementation of some programs, advice and additional information are necessary for increasing the chances of success. Additionally, public manages seldom have authority over all individual aspects of projects (Temby et al., 2016). They require the assistance of personnel in budgeting processes and in the case to hire someone or transfer money.
The quality of the decisions reached by the management depends on the level of communication. Furthermore, the plans and arrangements of the administration need to be relayed to the subordinates in real time. Practical strategies for communication assist in the implementation of policies and procedures of the management. They enable the smooth and efficient operation of any enterprise (Temby et al., 2016). Communication is the only tool that allows management to change and regulate employees’ actions towards the desired course. The goals of administration can seldom be attained unless there is a harmony of efforts and unity of purpose CITATION Muk17 \l 1033 (Mukherjia & Aroraa, 2017). Communicating by exchanging information and ideas assists in creating integration of actions in finding a common purpose. It assists in facilitating coordination and binding people together.
Literature Review
Formal communication entails the downward type of communication incorporating the interaction between the management and the staff. Top-down communication involves all forms of communication subordinates require for instance procedures, job duties, expectations, and feedback. Upward communication is the opposite of downward communication and involves exchanges between subordinates and the management. Besides exploring challenges, the employees face in the company, upward communication tackles procedures, tasks, changes in policies and job-related problems CITATION Muk17 \l 1033 (Mukherjia & Aroraa, 2017). Horizontal communication takes place when the managers or staff converse with other employees at their level in the same organization. Coordination of tasks and solving of problems takes place via horizontal communication.
Exchanges through undesignated channels between the employees and the managers in the organization make up informal communication. Discussions of social issues and matters of personal interest fall under informal communication. Individuals become comfortable working in an organization when they can share their personal views with other members of staff within their working environment CITATION Muk17 \l 1033 (Mukherjia & Aroraa, 2017). In case informal communications are allowed to proceed without limits, it can affect the level of performance of the employees. Employees become distracted from their duties. Informal communication cannot be used in the place of formal communication.
Communication may be geared towards a specific company or to a particular department within the company. Moreover, it may as well be directed outside the company or to another department outside the company. Internal communication entails company specific exchanges, for instance, internal reports, evaluation of performance, and job duties. People involved in such businesses include customers, the society, holders of stocks and suppliers. External exchanges entail ordering of supplies, marketing to customers and shipping of the orders. Activities like public relations, marketing, and submission of annual reports are other means via which the company can communicate with the outside world.
The interaction between staff and the outside world leads to the generation of emotion, the formation of first impressions and molding of experiences. People interacting with the organization carry experiences with them coloring various perceptions about the organization. The impact they have on the organization influences the kinds of stories they tell about the organization. When considering communication fundamentals within a company the more developed employees’ interpersonal communication skills are, the better their chances are at effective and efficient communication CITATION Muk17 \l 1033 (Mukherjia & Aroraa, 2017). The better employees communicate, the better the experiences the organization can provide. In the same breath, organizations need strategic comprehension of the best ways to utilize communication to harness the best performance. Having a firm grip on what works and what does not works is essential because there are many models of past failed communication strategies from which an organization can learn.
The connection of staff to databases and electronic equipment of communication storing information is a type of formal communication. Formal networks of communication offer links for the transfer and storage of information via the channels of the organization. Informal channels of communication are called grapevine. They carry casual, social, and personal messages through the organization. Vine represents an informal interpersonal network of communication that is never controlled by the organization. Rumor contains qualities of rapidness, sp...