The efficiency of administrative communication in 2021


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Posted on Jul 12, 2021 at 06:07 PM


Administrative Communication with high efficiency generally has the following characteristics:

It is quick, provides, records, and allocates information feedback to a particular person. The form is suitable to its subject, easy to keep in mind, impacts behavior, and has a low cost. The speed of the transmission of information depends on the means used.

Oral means of communication provide information that helps parties to react correctly and complete communication processes successfully. Some means of communication may be in records and files such as letters, notes, and reports.

Communications have an essential role within departments.

 

- The importance of communication to management and manager:
 

Modern management theory is concerned with the traditional functions of management and how a manager works, spends his time, and what detailed activities and tasks he performs. Modern management theory draws attention to how the manager plays his roles, such as communicating with third parties, representing management formally, collecting, analysing, and disseminating information, speaking on its behalf, solving problems and disagreement with others, and other tasks and roles.

Managers use communication in managing their management activities, achieving business objectives. However, and communications help to do the following:

1-Set goals to achieve.

2-Identify problems and how to be solved. 

3-Assess performance and work productivity.

4-Coordinate between different tasks and units.

5-Identify standards and performance indicators.

6-Issue commands and instructions.

7-Lead and guide employees.

8-Influence and lead others.

9-Motivate employees.

The elements of connection: 

The sender, the message, the means, the receiver

1- The sender: the first and basic party in the communication process. He transmits ideas and information to the other party.

2-The message: it is the transformation of ideas into a set of symbols that have a common meaning between the sender and the receiver. Characters include words, movements, sounds, letters, numbers, images, facial expressions, body, touch, handshake, and whispers.

3-The means: there are many means of communication, the most recent is via the Conference by voice and live image, or the internet live or written (the internal communication network of the institution, the international network of information to communicate with the outside world of the institution). Other means include traditional or oral communications such as interviews, meetings, committees, telephones, and seminars. There are written means of communications such as letters, reports, magazines, periodical publications, and regulations.

4-The receiver: the other party receives the message, chooses and organizes information, and tries to interpret it and give it meanings and connotations. These cognitive processes and the elements of personality, motivation, and learning determine what the receiver understands the ideas and information sent to him.

- Communication barriers:

The communication process is subject to some barriers that affect its efficiency and confusion in the communication process. Therefore, communication barriers can be divided into barriers of the sender, barriers of the message, barriers of the means of communication, barriers of the receiver, and barriers of the communication environment.

 Barriers of the sender: 

The sender's errors misunderstand the individual or psychological factors that affect the form and volume of ideas and information conveys to the receiver, such as experience, learning, understanding, cognition, personality, emotional and mental processes.

The mistakes made by the sender: 

 

1-The sender's motives affect the nature and volume of information he sends to the receiver. 

2- He believes that his behavior is reasonable and objective.

3-His actions are often for his benefit and not for the help of the work.

4- Misperception and misunderstanding of the information he sends and how others interpret it.

 5-The emotional state of the sender affects the form of knowledge he has.

6-The beliefs of the sender and psychological tendencies affect the structure of knowledge he has.

7-Personal judgment, assessment, addition, deletion, and change made by the sender of the information he has.

8-The belief that the receiver understands the information in the same way as he does.

9-Confusion about the nature of things and events.

Barriers to the message:
 

Information is exposed to specific effects that change or offend to the nature, shape, size, and meaning of information and ideas. The error in the message occurs while the information is drafted, encoded, or converted into words, numbers, shapes, movements, sentences, etc., and one of the most important effects that the message is exposed to during its formulation:


1-Poor comprehension or understanding of the information in the message.
2-Inability to choose easy and expressive words.
3-Inability of the sender to enhance the meaning of the message with certain facial expressions or body movements.


Barriers in means of communication:


Inappropriate means of communication for the content of the message and the nature of the receiver causes the transmission to fail, so the sender must select the appropriate oral or written means of communication to increase the effectiveness of communication.

Some barriers found in the means of communication:


1- Choosing the means of communication that are not suitable for the subject.
2. The means of communication are not appropriate for the time available for communication.
3- Choosing means of communication that are not suitable for the individuals in charge.
4- The sender does not follow the official procedures in the use of the means of communication.
5- Equal use of written means and oral means of communication.
Barriers of the receiver:
The receiver makes errors when he receives information sent by the sender, and the receiver's errors are similar to those of the sender.
Barriers in the communication environment:
Contact parties make many mistakes when they ignore the impact of their environment and the connection process and do not consider elements of this environment. Their effects on communication make this connection either incomplete or confusing.

The following are the elements of the communication environment and their errors:
1- One or both of the contacts are unaware or do not understand the common objectives of each other.
2- One of the contacts whose objectives conflict with those of the other party in the communication.
3- One or both of the contacts do not understand the function of the other party in the communication.
4- One or both parties do not understand the benefits of making contact.
5- One or both parties do not understand the adverse consequences that will affect the administration and others due to poor communication.
6- The lack of innovation and reinforcement of the environment (by leaders) frustrates communication processes.
7- The lack of justice and trust in the environment (by the heads of the organization) frustrates communication processes.
8- Failure to provide feedback on the progress of communication.