Effective communication system and I.R management - Industrial Relations Management

Any good administration requires proper communication system. In the case of industries,there should be enough communication to keep the employees informed about decision which affect their interests. Communication is essential to building trust and team work among employees,to become successful leader you must have a effective communication mediums to reach others

Communication is basically of two types operational,Personal

In personal communication, vitality is to improve persona industrial relations. The nature of conversation in a work situation affects attitudes. When there is friction or disputes among employees, they are not likely to make their usual productive efforts. Also too much talk may dilute strictness in extracting the work.

Regarding industrial relations it is the communication we make downward and the reply we get from grass root, improves our relations.

The downward communication

Communication that flows from a higher level in an organization to a lower level is a downward communication. In other words, communication from superiors to subordinates in a chain of command is a downward communication. This communication flow is used by the managers to transmit work-related information to the employees at lower levels. Employees require this information for performing their jobs and for meeting the expectations of their managers. Downward communication is used by the managers for the following purposes

  1. Providing feedback on employees performance
  2. Giving job instructions
  3. Providing a complete understanding of the employees job as well as to communicate them how their job is related to other jobs in the organization
  4. Communicating the organization’s mission and vision to the employees.
  5. Highlighting the areas of attention.

Organizational publications, circulars, letter to employees, group meetings etc are all examples of downward communication. In order to have effective and error-free downward communication, managers must:

  • Specify communication objective
  • Ensure that the message is accurate, specific and unambiguous.
  • Utilize the best communication technique to convey the message to the receiver in right form

Again out of the two normal modes of communication oral and written;

Oral communication implies communication through mouth.It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally recommended when the communication matter is of temporary kind or where a direct interaction is required. Face to face communication (meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and trust.

  • There is high level of understanding and transparency in oral communication as it is interpersonal.
  • There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken.
  • The feedback is spontaneous in case of oral communication. Thus, decisions can be made quickly without any delay.
  • Oral communication is not only time saving, but it also saves upon money and efforts.
  • Oral communication is best in case of problem resolution. The conflicts, disputes and many issues/differences can be put to an end by talking them over.
  • Oral communication is an essential for teamwork and group energy.
  • Oral communication promotes a receptive and encouraging morale among organizational employees.
  • Oral communication can be best used to transfer private and confidential information/matter.

In the case of written communication to workers:

Written communication has great significance in today’s business world. It is an innovative activity of the mind. Effective written communication is essential for preparing worthy promotional materials for business development. Speech came before writing. But writing is more unique and formal than speech. Effective writing involves careful choice of words, their organization in correct order in sentences formation as well as cohesive composition of sentences. Also, writing is more valid and reliable than speech. But while speech is spontaneous, writing causes delay and takes time as feedback is not immediate.

  • Written communication helps in laying down apparent principles, policies and rules for running of an organization.
  • It is a permanent means of communication. Thus, it is useful where record maintenance is required.
  • It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge.
  • Written communication is more precise and explicit.

Improper communication affects industrial relations communication with employees may be affected due to following problems, barriers.

  1. Semamtic problem: That is problem of language of employer and employee communication is two way process worker should understand your language and react in his language which may be common.
  2. Perception Problem: People may not see eye, to eye the management and workers do not travel in the same wave l length during communication the messages should be easily understandable to suit and attract the employees. Depending upon their perception limitations the toning, volume depth of message should be tailored.
  3. Besides this there may be failures due to
    1. Faulty speech and faulty hearing
    2. Translation may not carry the forcefulness and the intent of the employer
    3. There may be hierarchical blocks
    4. Status blocks.

Since we accept that proper communication improves industrial relations – in turn gives better output and productivity
Hence to improve 1.R improve effective communication

  1. 1. The message must be kept short to avoid any confusion.
  2. Communicating in local language of workers.
  3. There should be more doses of communication until they reach the workers.
  4. Using a proper medium to communicate is also essential
  5. Always communicate at a appropriate time and provide right climate.

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