BUSINESS ENGLISH
Importance of Communication in HR Project Report
2011
Ahsan ilahi
BAHRIA UNIVERSITY ISLAMABAD
2
CONTENTS: y
What
is communication?
y
Process of commu of communication
y
Importance.
y
What
y
Role of commu of communication in HR.
y
Types of commu of communication in HR
is human resource management?
1. Oral 2.
Written.
y
Relationship between communication and HR.
y
of communication in HR. Effects of commu
y
HR communication. How the techniques can help?
y
Guaranteed Employees Satisf action.
y
Benef its of commu of communication in HR.
y
What
y
Why
y
Importance
y
Conclusion.
makes effective communication diff icult?
is effective HR communication important?
3
1.
WHAT IS COMMUNICATION? The word communication means the act or process of giving or exchanging of information,
signals, or messages as by talk, gestures, or writing. Technically speaking, in the act of communication,
we make opinions, feelings, information, etc known or understood by others through speech, writing or bodily movement. 1.1
IMPORTANCE: Communication
effectively in speaking and writing is useful in all areas of business, such as
management, technical, clerical, and social positions. The ability to communicate well has al ways given advantages to those who possess it. Communication
has a rich history. The ancient world, both the east and the west, depend on oral
communication. In ancient Greece and Rome, it was necessary to communicate when dealing with matters in assemblies and the courts. As writing became more important as a permanent record of communication, authors and books on written communication principles appeared. So we can say that some of todays principles of writing are a mixture of ancient oral and written
traditions. 1.2
IMPORTANCE IN AN ORGANIZATION:
An organization is a group of people associated for business, political, professional, religious, s ocial, or
other purposes. Its a ctivities require human b eings to interact and react, that is, to communicate. They exchange information, ideas, plans, order needed supplies and make decisions, rules, proposals, contracts, and agreements. All these activities require one skill, that is communication. So we can say that communication is the Lifeline of e of every organization. 1.3
Communication process:
Communication
does not occur itself but there is a whole process in i t which is called communication
process. Communication
is a process of sending and receiving verbal and nonverbal messages. Communication is
considered effective when it produces. So we can say that communication is a two way process of exchanging ideas or information. Here are six components which are as following: y
C ontext
y
Sender/Encoder
y
Message
y
Medium
y
Receiver/Decoder
y
Feedback
4
In this process Context is the surrounding of communication or the environment. Encoder is the person
who encode and send the message. Message is a message what we want to say? Then we choose an appropriate medium to send that message. Then receiver receives the message and encode it according
to his/her knowledge. Then he gives the feed back which can be positive or negative.
2-
WHAT IS HUMAN RESOURCE MANAGEMENT? Human Resource Management is the organizational function that deals with issues related to
people. This includes employment and arbitration in accord with the law, with a companys directives. of the issues which he has to deal with are: Some of t
COMPENSATION: It is the most specialized area of HRM. It plays role in HR controlling, selling the rules and
procedures around the salaries, variable pay and benef it.
HIRING: of the It is the responsibility of HR manager to hire people according to the requirements of t company.
PERFORMANCE MANAGEMENT: Performance management is the key processes that, when effectively carried out, helps employees know that their contributions are recognized and knowledge. Its an ongoing process of communication between a supervisor and an employee that occurs throughout the year.
ORGANIZATIONAL DEVELOPMENT: Manager gives suggestions in big iss ues like hiring motivating employees.
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BENEFITS:
of employees working under him. Manager suggests different benef its of emp
EMPOLYEE MOTIVATION: Its the duty of a HR manager to motivate employees. He should have the ability to motivate
every employee and take them to achieve the aims and goals of t of the organization.
COMMUNICATION: The manager should have good communication skills to cultivate good relations with
employees. And with the power of commu of communication he should motivate the employees to work hard. 3-
The Role of Communication in Human Resource: The Role of Communication in Human Resource Management is: y
TO CULTIVATE POSITIVE EMPLOYEE RELATIONS: Manager should create a good relation with his employees so that they can have
a good environment in the organization with a hard work to achieve the specif ic goal.
y
ENCOURAGE EMPLOYEE GOAL SETTING: Manager should encourage every employee to work hard. He should ask them
politely to do the specif ic job.
y
LIMIT TURNOVER: On every period of t of time there is a limit of tur of turnover. Communication
helps to cover this limit. If employees understand you effectively u
can increase your turnover. 3.1-
TYPES OF COMMUNICATION IN HUMAN RESOURCE:
of communication which exist within human resource such as; There are several types of commu y y y y
Oral Communication Written Communication Verbal Communication Non- Verbal Communication
ORAL COMMUNICATION:
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The conveyance of ideas and information in form that i t can be listened or spoken. It can be f ace to f ace
communication or even a telephonic conversation. Speeches, Presentations, Discussions, Video Calls are of oral communication. all forms of or Human Resource Management needs excellent oral communication skills to interview applicants,
follow up and to make an offer.
WRITTEN COMMUNICATION: Written Communication
involves any type of interaction that makes use of the written words. Reports,
of written communication. Memos, E-mails, and Journals are some examples of wr
VERBAL COMMUNICATION: Verbal communication is communication in which we use words to communicate like class
presentations, lectures, conferences.
NON-VERBAL COMMUNICATION: It is a communication in which we neither use written words nor spoken words to communicate. In non-verbal communication messages can be communicated through; y y y y
3.2-
Gestures By body language or posture By f acial expression Eye contact
RELATIONSHIP BETWEEN COMMUNICATION AND HUMAN RESOURCE:
Effective Communication is a b uilding block of successful organization. In other words: Communication acts as organizational blood. 3.3-
EFFECTS AND IMPORTANCE OF COMMUNICATION IN HR:
The most important responsibility of a supervisor or manager is to create an environment for conducive
communication between the employees and create an atmosphere benef icial for the company in the future. It should always be positive and eff icient enough for better communication amongst the organizational members.
For
that, you need to become a better Communicator. You better be a good listener and encourage your
employees to talk openly about the work issues and discuss the pro's and con's of future intended business. Conducting
them
staff meeting on regular basis will enhance their vision for the company and would make
aware
of their
responsibilities
and
to
generate
positive
feedback
and
ideas.
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By s etting up individual and group staff meetings, we can further explain to the employees ab out their
position in the company and clearing out the work issues plus their individual/group goals in the near future. f the supervisor / manager communicates the future ideas effectively, the employees will have a better If t understanding what to do and what NOT to do. Subsequently, performing their jobs eff iciently and with effectiveness. He should avoid Misunderstandings between the employees and should have proper f acts and f ig igures to ensure that he passes on the right information too his subordinates. He should further
enhance employee's performance which will consequently increase company's turnover as a result. It's a f amous saying that 'Actions speak louder than words..' A manager must be aware of how he
communicates non-verbally, i.e, Body Posture and expressions which convey either your attitude is positive or negative. Be open for cross questioning. He should be very clear and concise of what he speaks to his employees, which should be based on f acts and f ig igure to avoid any miscommunication. Based on your positive attitude and appropriate information, it'll improve relationships between the
employees and teamwork. This will improve performance and productivity of the f irm/company and foster an open and innovative environment by solving problems effectively as a team. 3.4-
Guaranteed Employees Satisfaction:
By communicating effectively with our Employees, not only can we understand them but we can also satisf y them and in due time earn their loyalty and trust. And in this communication also plays an important part as manager should have good communication skills to make his or her employees
understand the criteria to achieve the goal.
4- BENEFITS
OF COMMUNICATION IN HR:
y
Effective communication increase productivity, which benef its employees and the company.
y
Proper communication techniques can boost employee morale to create a positive work atmosphere.
4.1y
WHAT MAKES EFFECTIVE HR COMMUNICATION DIFFICULT: INFORMATION OVERLOAD: The information should be to the point. One should not overload the information with
extra words in it. It should be simple n to the point. y
CONSTRAINED MESSAGE RECALL
y
MULTI-GENERATIONAL WORKFORCES:
4.2-
WHY IS EFFECTIVE HR COMMUNICATION IMPORTANT?
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Effective HR communication contributes to learning, teamwork, safety, innovation and improved
productivity across the organization. It also plays an important part in reducing employee turnover and customer turnover.
Conclusion Communication
effectively in speaking and writing is useful in all areas of business, such as
management, technical, clerical, marketing, HR and social positions. The communicate well has always given advantages to those who possess it. Organizations activities require human beings to interact and
react, that is communication. So, communication is the lifeline of every organization. But in HR department it is most important. Because it is related with hiring and motivating employees. And
product and employees has a direct relation. So in HR communication is more important than other departments.
