Role of Management in Employee Communications

A manager is responsible for ensuring that his employees are able to effectively communicate with one another and with management. This includes establishing specific communication channels, managing expected use of communication tools and trouble-shooting when communication issues arise. Effective communication in the workplace can help ensure employees are sharing and exchanging information in a way that’s conducive to smooth business operations.

Communication in true sense is the lifeline of every organization. Individuals irrespective of their designation and level in the hierarchy need to communicate with each other for accomplishment of work within the stipulated time frame and also for better relationships at workplace. Half of the problems disappear when discussed. It is really essential for people to come out with their ideas and strategies.

• Managerial communication plays a pivotal role in knowledge sharing. Managers must communicate with their subordinates to share whatever they know. A unique idea is of no use, if not shared. Managers need a medium which helps them interact with their immediate team members and vice a versa. Here comes the role of effective managerial communication. Managers need to communicate with their team members to make them clear as to what is expected out of them. Managerial communication helps managers to extract the best out of team members. Employees need to be told their key responsibility areas.
• Managerial communication plays an important role in completing tasks way ahead of deadlines. Individuals ought to work together in teams to complete tasks at a much quicker rate. It is really essential to discuss ideas, evaluate pros and cons of strategies to reach to something which would benefit not only the employees but the organization on the whole. Managers before implementing any new policy must sit with their team members and take their suggestions as well. You never know when someone comes up with a brilliant idea?
• Effective communication leads to transparency among team members. Employees who do not communicate are generally prone to stress and anxiety. Managerial communication enables the manager to delegate roles and responsibilities to their subordinates as per their interests and also allows the employees to ask whatever they have not understood. Managerial communication helps managers to know what their team members are up to and thus prevents overlapping of work.
• Managerial communication also goes a long way in motivating employees. A sense of loyalty towards work and organization develops if managers communicate with their team members on a regular basis. Remember problems if not attended at initial stages lead to critical situations later. Employees should have the liberty to discuss their grievances with their team leaders. Communication helps to sort out differences among employees in a healthy and positive way.
• Managerial communication also plays an important role during crisis and critical solutions. Managers ought to be in constant touch with their employees for them to deliver their level best. Managerial communication in simpler words gives a sense of security to the employees.
• Human beings are not machines who can work at a stretch. We need people around with whom we can discuss lot many things apart from routine work. If you do not communicate; you would never know what is happening around you. An individual working in isolation often treats his work as a burden. Communication keeps an individual abreast of the latest developments at the workplace.
• Managerial communication also plays an important role in stress management.

Manager’s Role

Establish Communication Channels

There are a variety of ways to communicate, and the manager’s responsibility is to ensure employees understand the company’s best established communication practices. If you don’t have a communications policy in place, create one, and put it in writing for training and reference use. Consider policy for using email, including when to forward or copy other parties. Outline rules regarding inner-office communication, intranet and memos. Also establish guidelines for communication such as text messaging, voice mail, instant messaging and video-conferencing.

Trouble-Shoot Communication Issues

When communication issues arise, it’s the manager’s job to intervene and mediate a resolution. A manager must have an understanding of the different communications styles of individual employees. Whereas one employee may prefer the ease and personal nature of face-to-face discussions, another may prefer to put details in writing to ensure accuracy and track-ability. The manager is charged with helping these colleagues find a happy medium. For example, the two employees in this example might be urged to talk face-to-face, and then summarize the conversation in a follow-up email to ensure clarity on all sides.

Teach Communication Skills

Some people have a difficult time articulating thoughts and ideas, and a manager is charged with helping employees develop their communication skills. This can be done through role-playing, job training and mentoring. Managers may also consider the value of sending employees to a public speaking development forum such as Toastmasters International, which helps professionals hone their communication skills.

Issue Communication Checks

Even with a comprehensive set of communication best practices in place, there are still bound to be occasional breakdowns in the way people share and exchange information. Managers should periodically review internal policies, request employee feedback and conduct a “performance check” to ensure communication strategies are on track. This may be accomplished during an all-staff meeting, individual or group performance reviews or through an employee survey or focus group.