Business Communication for Amara Company -myassignmenthelp.com

Question: Discuss about theBusiness Communication for Amara Company. Answer: Introduction In the past business, communication was inefficient and slow because the technology was ineffective. For example, texts were typed using carbon papers to make as copies many copies as possible, something that was tedious and time-consuming. With the advancement in technology, communication has been made easier through the use of telephones, mobile phones, and the internet which made it possible for communication to be done through emails. Likewise, technology has made business communication easier through the sharing of information among the people in the organization. This paper seeks to explore business communication in the organization set up. Communication breakdown can be detrimental to the success of an organization. Therefore, organizations should establish right strategies that will facilitate effective communication throughout. With the technological advances, companies communicate with their stakeholders through emails, phones, video conferences. This has made customer service and sales difficult because it has done away with the personal factor in communication. On the other hand, miscommunication might lead to disengagements and lack of motivation from employees, reluctance in sharing of ideas and staff ceasing to perform to the best of their abilities. (Zoller, 2004, p. 210). Recently Amara Company, a business dealing with horticulture contacted my company to supply them with insecticides. Being the largest manufacturer of insecticides in the region, I didn't want to fail the client. The quotation was made, and my company supplied the ordered amount of products to Amara limited. The goods were sold to the company on credit with a repayment period of three months. The cost accountant ensured that he had sent emails to Amara occasionally limited to serve as a reminder of their debt. The repayment period expired without receiving a word from Amara .the accountant had to follow up with the company so that the debt could be paid. Later it came to their realization that Amara limited wasn't receiving the emails simply because they ended up in the spam file and therefore, according to them they did receive emails at all. As the manager of the company, the situation got me furious because production was not running well due to lack of finances. This, in turn, brought a lot of tension in the company due to anticipatory stress caused by email related norms. Just because the message was sent to Amara limited did not mean that they received it. In this case, the message ended up in the spam file. The accountant would have asked for a response or make a follow-up confirmation call when the email was sent. The failure to have another method in case of communication failure brought my company into a total mess. From the analysis of the above case in my company, it is clear that communication breakdown can create confusion, disappointments and frustrations within the organization. The communication through an email was not an effective method. My company should have used another alternative method of communication when it appeared that the Amara Company was not responding. The utilization of the two communication channels should have helped to solve the situation. However, the reliance on single communication company brought in a lot misunderstandings in my company. Therefore, it is important for the organization to have more than one communication that can applied at the same time. This will help in avoiding the consequences brought by communication breakdown within an organization. Dialogic communication involves the interaction between each person involved where everyone has an equal chance to express himself or herself. In this type of communication, communicators have the right to make their opinions known without any fear or coercion. The parties involved in the communication should listen to each other and try to avoid negative criticism and personal judgments. This type of communication differs from the monologue communication that I have experienced in the workplace and even in the university. Monologue communication occurs when one person talks and the other listens. The person talking is usually interested in his or her own goals and doesnt care about the interest of the listeners. There is no real interaction between the participants and the communicator often show reluctance to listen to the other person ideas. The focus here is not to the audience but on the communicators message. Responses are needed from listeners only when the communicator wants to further his purpose and not to make the audience understand (Rybalko and Seltzer, 2010, p. 337) Dialogue is a practice that engages people to different ideas and perspectives. This is an inclusive process that has significant long term effects on an organization. It is an important tool in the change process. Dialogue increases the employees awareness of the issues that the company is facing and aids in the communication of its objectives. Conflicts that might occur during the change process may be solved through dialogue (Swenson, 2008, p. 44). Through dialogue employees can explain the critical issues that they perceive affects them. On the other side, the company management can pass information that is deemed important or may inoffensive to the company employees in a light manner. Strong and healthy relationships can be created through dialogue. Employees develop confidence in the integrity of those they are working with. Personal agendas of people are known and that employees can count on each other creating a sense of cohesion between them. (Mchesney, 2015). Dialogue with customers enhances their retention because their issues are taken into consideration. This is very effective especially when the organization wants to introduce a new product in the market. Gaining compliance from employees is necessary for them to adhere to rules and regulations set. This can only happen if the management listens to the feedback from staff and take into account their opinions and feelings. The organization needs to have an open communication channel for it to achieve the best performance from employees (Yang and Johnson, 2010, p. 480). Management of conflict can be effectively achieved through dialogue. All parties involved are brought together to discuss their differences in a moderate environment .conflicts in the organization need to be solved because it may lead to loss of talented workforce and possible lawsuits. Dialogue with prospective clients is key to closing important deals and gaining new customers. This is because the clients can be persuaded to accept the products offered by the new client. This cannot be achieved without dialogue (Dycke and Mischke, 2012). Common goals help unite teams in the organization .the management needs to be clear in setting these objectives of departments .sharing the mission, vision of the company can only be achieved through the involvement of every party. This allows employees to understand their roles and be more engaged for the success of the organization. (Deetz and Simptson, 2009, p. 150) Employees are motivated whenever theres open communication because they can share their ideas allowing them to be innovative. New ideas are then put into action and therefore growth experienced in the organization. Engaging in a dialogue makes the subordinates feel comfortable to share their ideas without them being degraded by the senior management. (Skordoulis and Dawson, 2007.p 1000) There are a lot of insights gained about communication from working in an intercultural setup. Some of these may include: ensuring that open communication is part of the organization's culture. Staff should be allowed to share their ideas, and the senior management needs to respect their contributions. Those in leadership need to lead by example for the juniors to follow (Kent and Taylor, 2012, p. 30). A method for collaboration and sharing of ideas should be developed. This could be in the form of a suggestion box, holding regular meetings or coming up with a software tool that captures new ideas from the staff. People from different cultures get to sit and table their views developing strong working relationships among them (Caprioti Moreno, 2007, p. 87). Managers need to practice what they tell their staff. Open dialogue amongst the staff should come from the top for employees in a way management itself does. Open communication needs to be rewarded. Managers have to be enthusiastic about sharing ideas in that they need to reward good ideas from the staff. An employee who feels that his contributions are not being received well ceases to contribute (Bovee, 2010). Open communication facilitates the ideas sharing environment through managers and employees of the lower radar interacting formally and informally to address the existing or potential work related issues. Conclusion The culture of open communication where employees are encouraged to share ideas and concerns gives them the sense that they are valued in the organization. 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