Proper management of an organization requires an elaborate and effective communication. Effective communication helps the management in an organization perform its basic functions of management planning, organizing, motivating and controlling and fundamental choices are made. Proper communication skills are the key to the success of any business endeavor (Buchholz, 2001)
In an organization, there are people who are held together by slender threads of communication. These threads are maintained by people sharing information resulting to a network of human relationship brought together through communication. People in these threads may sometimes create or experience barriers to communication which prevents others to access the information, and this disrupts its flow. This withholding of information to the organization members is very costly to that organization.
Others share the information that they might be possessing and this is very productive to an organization. It ensures that there are good working relationships, boosts their morale and also the productivity of an organization. This creates a communication climate. An open communication climate is favorable for organizational operations. This paper will analyze how communication climate affects organizational operations.
This refers to the exchange of information in organization’s formal and informal networks. The information climate is open when the information is flowing freely. Closed information climate refers to a situation where the flow of information is blocked. I may place of work; communication affects the manner in which services are offered.
I am in the Military. My job consists of dealing with service contracts, budgeting, customer service and material acquisition. I deal with customers on a daily basis at the Customers’ Care Desk. We once issued a tender to supply the military camp with building materials. Some suppliers applied for the tender, and the lowest binder was to be issued the tender.
However, some of the suppliers colluded with some of our staff in our office to be issued the tender illegally even without proper qualification. The information got to me through a colleague. The said employees were very close to me. Our managers were unapproachable who had adopted an authoritarian manner. We all feared them. By reporting them, they would have lost their jobs as it had happened to other employees who had done the same previously. They would also have been reprimanded before they are laid off. The managers would not have listened to them. I felt that reporting them to my superiors, I would have been labeled a whistleblower too. I failed to share this information with my superiors though the information would have been very crucial in the productivity of our organization in future and maintenance of a good name. I knew the climate of the organization was defensive since previous cases related to employees were not handled in a professional manner.
This kind of communication climate is defensive. In this climate, barriers are created the free flow of crucial information is inhibited. Defensive communication may be caused by past experiences as it was in my case. This made hold back the information thereby creating a barrier to protect my other colleagues from being laid off, reprimanded and no support would have been offered to them. I also felt that I had to protect myself from losing myself worth to the other members.
Effects of Communication Climate on Motivation and Team Commitment in An Organization.
The defensive climate is usually hostile, inflexible and very unsupportive. (McCormack, 2009). In such kinds of environment, the employees are usually unhappy due to the poor handling of interactions and are less motivated. The employees lack morale and fail to be efficient in their performance. The employees are uncommitted to completing tasks issued which negatively affects the productivity of the team. I couldn’t report to my superiors though the information was very important to them.
A defensive climate is characterized by a leader who is critical of what has been done and does not acknowledge good work done. He reprimands instead of correcting. The leader leads and directs in an authoritarian manner which turns out to be less helpful in meeting the needs of the employees
A team can better achieve its objectives if proper communication climate is cultivated in a team. During the formation of a team, the formative stage is usually faced with a lot of challenges (Bruce Tuchman’s, 1965). A lot of confusion faces the team hindering its progress in achieving its roles. As the team progresses through other formative stages of storming, norming, performing and closure good communication climate should be enhanced to facilitate proper conflicts resolutions and communication should be enhanced all through.
The supportive climate in an organization is always warm, encouraging and open. In a supportive environment the employees work in a more effective manner. The employees are highly motivated, committed to the duty at hard and are usually motivated.
Improving the Communication climate in an organization can be done through promoting openness, emphasizing on high-quality goals, building trust, participative in decision-making process and supportiveness. For a supportive communication climate to be created, messages that approve employee’s creativeness, their effort, and their teamwork should be embraced in an organization.
To improve the communication climate in my organization, a strong work relationship should be enhanced. To improve my communication skills to enhance a positive communication climate that is supportive and shall improve our productivity, the following skills shall be essential;
1. Listening. This will involve paying close attention to what the other person is saying and being able to respond accordingly. The skill shall also help me in resolving conflicts in the organization.
2. Clarity and Concision-This skill will be helpful in prompting me to think critically before giving a feedback while am speaking.
3. Friendliness-This is effective in promoting personal politeness within an organization and encourage my colleagues to be open communication with me.
4. Confidence; This helps to improve the trust among the colleagues in dealing with all situation.
5. Empathy; this shall help me understand everyone’s views and put them into considerations despite disagreement.
6. Open-Mindedness; this will help me improve my communication by promoting an open mind thereby be able to listen and understand the views and perspective of others.
7. Respect-It shall be important for me to have this skill to respect all people opinions irrespective of their positions in the organization.
9. Feedback-The skill shall assist me in providing everyone with constructive feedback that shall be helpful to them. I shall also acknowledge feedback from others.
10. Picking the Right Medium-The skill shall help me choose the right medium to communicate to the others on various issues.
Buchholz,W. (2001). Open communication climate.
Clayton, M. (2011). Swift trust-why some teams dont storm.
sagepub. (n.d.). Retrieved 2017, from issues that team face: http://www.sagepub.com/upm-data/54195_Chapter_7.pdf
Tuchman, B., & Chapman, A. 2. (2013). businessballs.com/tuckmanformingstormingnormingperforming.htm . Retrieved Dec 2017 , from http://www.businessballs.com/tuckmanformingstormingnormingperforming.htm
Communication climatic Inventory
Scoring and Interpretation Sheet
Part 1: Defensive Scores
Question 3 ____1________
Question 5 ____1______
Question 19 _______2_______
Question 21 _______1______
Question 23 _______1______
Question 9 ______1_______
Question 11 _____1_______
Question 25 ______1________
Question 27 _______1_______
Question 29 ________1______
Question 31 _______1_______
Question 33 _______1_______
Question 35 ________1______
Subtotal for Defensive Scores
Defensive to Neutral, 41-55
Neutral to Supportive, 56-69
Part II: Supportive Scores
Question 2 ________5______
Question 4 ________5______
Question 6 ________5______
Question 20 _______3_______
Question 22 _______5_______
Question 24 ________5______
Sub total _______13_______
Question 8 _____5_________
Question 10 ______5________
Question 12 _______5_______
Question 26 _______5_______
Question 28 _______5_______
Question 30 ________5______
Sub total ________15______
Question 14 ______5________
Question 16 _______5_______
Question 18 ________4______
Question 32 _______5_______
Question 34 ________1______
Question 36 _________5_____
Subtotals for Supportive Scores
Problem Orientation __15____________
Supportive to Neutral, 41-55
Neutral to Defensive, 56-69
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