Hrm Project(2)

8/6/2019 Hrm Project(2)

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HRM ASSIGNMENT



Communication is one of the basic functions of management in any organization and its

importance can hardly be overemphasized. It is a process of transmitting information, ideas,

thoughts, opinions and plans between various parts of an organization.

It is not possible to have human relations without communication. However, good and effective

communication is required not only for good human relations but also for good and successful

business.

Effective communication is required at various levels and for various aspects in an organization such

as²

For manager ² employee relations:

Effective communication of information and decision is an essential component for management-

employee relations. The manager cannot get the work done from employees unless they are

communicated effectively of what he wants to be done? He should also be sure of some basic facts

such as how to communicate and what results can be expected from that communication. Most of

management problems arise because of lack of effective communication. Chances of

misunderstanding and misrepresentation can be minimized with proper communication system.



For motivation and employee morale:

Communication is also a basic tool for motivation, which can improve morale of the employees in

an organization. Inappropriate or faulty communication among employees or between manager

and his subordinates is the major cause of conflict and low morale at work. Manager should clarify

to employees about what is to be done, how well they doing and what are can be done for betterperformance to improve their motivation. He can prepare a written statement, clearly outlining the

relationship between company objectives and personal objectives and integrating the interest of the

two.

For increase productivity:

With effective communication, you can maintain a good human relation in the organization and by

encouraging ideas or suggestions from employees or workers and implementing them whenever

possible, you can also increase production at low cost.

For employees:

It is through the communication that employees submit their work reports, comments, grievances

and suggestions to their seniors or management. Organization should have effective and speedy

communication policy and procedures to avoid delays, misunderstandings, confusion or distortions

of facts and to establish harmony among all the concerned people and departments.



Importance of written communication:

Communication may be made through oral or written. In oral communication, listeners can make

out what speakers is trying to say, but in written communication, text matter in the message is a

reflection of your thinking. So, written communication or message should be clear, purposeful and

concise with correct words, to avoid any misinterpretation of your message. Writtencommunications provides a permanent record for future use and it also gives an opportunity to

employees to put up their comments or suggestions in writing.



Human resource management holds an essential role in maintaining a positive and efficient

experience for employees. HRM is responsible for hiring and firing, addressing issues that arise in

a business and dealing with the daily logistics of payroll, overtime and other employee needs.

HRM is contingent on effective communication for productivity. Without proper communication

there can be confusion and lack of direction, which causes a decrease in motivation, purpose

andproductivity.

Gives Clear Instruction

Clear instructions are crucial for anyone to follow a process or procedure accurately. For example,

if employees are required to turn in time cards before 2 p.m. on Fridays but the only form of

communication is a sign on the HR door, it is inevitable that many of the employees will not

receive the message. Effective communication avoids unclear situations and provides the proper

steps to achieve the desired result of a procedure.

Empowers people

Effective communication empowers people. When people know a clear goal and the steps

necessary for the goal, the more motivated they will be. When a person is motivated he will

naturally be more productive because he will experience satisfaction and achievement. Proper

communication provides a safe environment for the employees where they feel taken care of andunderstood.

Clears up Confusion

Misunderstandings are one of the most common breakdowns with HRM. For example, a memo

may be sent out to the employees, but one of the points on the memo is vague, leaving everyone

to interpret it themselves. When this scenario transpires there is room for misunderstanding. When

misunderstandings take place, productivity is the first aspect to suffer.

Provides a Healthy Culture

Effective communication in HRM creates a positive work environment. When employees like

the culture of where they work, they will naturally be more productive. Just like in

any relationship, where there is effective communication, there is a sense of respect, appreciation



and loyalty. The opposite is true as well. Lack of effective communication can create an undesirable

environment, which affects the will to be productive.

Promotes Accountability

Clear, concise and effectively communicated HRM provides the proper information to everyone

involved. Knowing exactly what is expected and the steps required to achieve an end goal will

create a level of accountability within the business or organization. The more people know what to

do, the more they will hold each other accountable to reach the common goal.

Effective Communication in the Workplace

The costs to your business of poor employee communication include:

y increased employee turnover

y increased absenteeism

y dissatisfied customers from poor customer service

y higher product defect rates

y lack of focus on business objectives



Many people think that communicating is easy.

It is after all something we've done all our lives.

There is some truth in this simplistic view.

Communicating is straightforward.

What makes it complex, difficult, and frustrating are the barriers we put in the way.

Here are the 7 top barriers.

1. Physical barriers Physical barriers in the workplace include:

y marked out territories, empires and fiefdoms into which strangers are not allowed

y closed office doors, barrier screens, separate areas for people of different status

y large working areas or working in one unit that is physically separate from others.

Research shows that one of the most important factors in building cohesive teams is

proximity. As long as people still have a personal space that they can call their own, nearness

to others aids communication because it helps us get to know one another.

2. Perceptual barriers The problem with communicating with others is that we all see the world differently. If we

didn't, we would have no need to communicate: something like extrasensory perceptionwould take its place.

The following anecdote is a reminder of how our thoughts, assumptions and perceptions

shape our own realities:

A traveller was walking down a road when he met a man from the next town. "Excuse me,"



he said. "I am hoping to stay in the next town tonight. Can you tell me what the townspeople

are like?"

"Well," said the townsman, "how did you find the people in the last town you visited?"

"Oh, they were an irascible bunch. Kept to themselves. Took me for a fool. Over-charged mefor what I got. Gave me very poor service."

"Well, then," said the townsman, "you'll find them pretty much the same here."

3. Emotional barriers One of the chief barriers to open and free communications is the emotional barrier. It is

comprised mainly of fear, mistrust and suspicion. The roots of our emotional mistrust of

others lie in our childhood and infancy when we were taught to be careful what we said to

others.

"Mind your P's and Q's"; "Don't speak until you're spoken to"; "Children should be seen and

not heard" . As a result many people hold back from communicating their thoughts and

feelings to others.

They feel vulnerable. While some caution may be wise in certain relationships, excessive fear

of what others might think of us can stunt our development as effective communicators and

our ability to form meaningful relationships.

4. Cultural barriers When we join a group and wish to remain in it, sooner or later we need to adopt the behavior

patterns of the group. These are the behaviors that the group accept as signs of belonging.

The group rewards such behavior through acts of recognition, approval and inclusion. In

groups which are happy to accept you and where you are happy to conform, there is a

mutuality of interest and a high level of win-win contact.

Where, however, there are barriers to your membership of a group, a high level of game-

playing replaces good communication.

5. Language barriers Language that describes what we want to say in our terms may present barriers to others



who are not familiar with our expressions, buzz-words and jargon. When we couch our

communication in such language, it is a way of excluding others. In a global market place the

greatest compliment we can pay another person is to talk in their language.

One of the more chilling memories of the Cold War was the threat by the Soviet leader Nikita

Khruschev saying to the Americans at the United Nations: "We will bury you!" This was takento mean a threat of nuclear annihilation.

However, a more accurate reading of Khruschev's words would have been: "We will overtake

you!" meaning economic superiority. It was not just the language, but the fear and suspicion

that the West had of the Soviet Union that led to the more alarmist and sinister

interpretation.

6. Gender barriers There are distinct differences between the speech patterns in a man and those in a woman. Awoman speaks between 22,000 and 25,000 words a day whereas a man speaks between

7,000 and 10,000. In childhood, girls speak earlier than boys and at the age of three, have a

vocabulary twice that of boys.

The reason for this lies in the wiring of a man's and woman's brains. When a man talks, his

speech is located in the left side of the brain but in no specific area. When a woman talks,

the speech is located in both hemispheres and in two specific locations.

This means that a man talks in a linear, logical and compartmentalized way, features of left-

brain thinking; whereas a woman talks more freely mixing logic and emotion, features of both sides of the brain. It also explains why women talk for much longer than men each day.

Non verbal communication

People tend to believe actions more than words!

Categories and Features

G. W. Porter divides non-verbal communication into four broad categories:

Physical. This is the personal type of communication. It includes facial expressions, tone of voice,sense of touch, sense of smell, and body motions.



Aesthetic. This is the type of communication that takes place through creative expressions: playinginstrumental music, dancing, painting and sculpturing.

Signs. This is the mechanical type of communication, which includes the use of signal flags, the 21-gun salute, horns, and sirens.

Symbolic. This is the type of communication that makes use of religious, status, or ego-buildingsymbols.

Our concern here will be with what Porter has called the physical method of non-verbalcommunication.

Static Features

Distance.

Distance. The distance one stands from another frequently conveys a non-verbal message. In somecultures it is a sign of attraction, while in others it may reflect status or the intensity of the exchange.

Orientation. People may present themselves in various ways: face-to-face, side-to-side, or evenback-to-back. For example, cooperating people are likely to sit side-by-side while competitorsfrequently face one another.

Posture. Obviously one can be lying down, seated, or standing. These are not the elements of posturethat convey messages. Are we slouched or erect ? Are our legs crossed or our arms folded ? Suchpostures convey a degree of formality and the degree of relaxation in the communication exchange.

Physical Contact. Shaking hands, touching, holding, embracing, pushing, or patting on the back allconvey messages. They reflect an element of intimacy or a feeling of (or lack of) attraction.

Dynamic Features

Facial Expressions.

Facial Expressions. A smile, frown, raised eyebrow, yawn, and sneer all convey information. Facialexpressions continually change during interaction and are monitored constantly by the recipient. Thereis evidence that the meaning of these expressions may be similar across cultures.

Gestures. One of the most frequently observed, but least understood, cues is a hand movement. Mostpeople use hand movements regularly when talking. While some gestures (e.g., a clenched fist) haveuniversal meanings, most of the others are individually learned and idiosyncratic.

Looking. A major feature of social communication is eye contact. It can convey emotion, signal whento talk or finish, or aversion. The frequency of contact may suggest either interest or boredom.

The above list shows that both static features and dynamic features transmit important informationfrom the sender to the receiver.

Let's review these non-linguistic ways of exchanging messages in more detail.



Forward and Backward Movements. If you extend a hand straight forward during an interview ortend to lean forward, Lamb considers you to be an "operator"- good for an organization requiring aninfusion of energy or dramatic change of course.

Vertical Movements. If you tend to draw yourself up to your tallest during the handshake, Lambconsiders you to be a "presenter." You are a master at selling yourself or the organization in which youare employed.

Side-to-Side Movements. If you take a lot of space while talking by moving your arms about, you

are a good informer and good listener. You are best suited for an organization

We have had a look as to how important communication is and what role does it basically plays in

carrying the business to new horizons. The coming part is a guide to human resource in anorganization as in how to carry out the communication between the employees and how to make

them efficient.

Guiding Principles

Good communication can help you:

y Improve relationships and teamwork

y Improve performance and productivity

y Foster an open, creative environment

y Solve problems effectively

Becoming a Better Communicator

Your responsibility as a supervisor is to communicate clearly and concisely to all employees and

create an environment conducive to openness for others. As the staff becomes more diverse, youmay have to take extra time and effort to communicate to all staff members. To become a better

communicator:

y Create an open communication environment in your unit. Encourage employees to talk

about work issues; listen carefully and respond to questions or concerns with actions or

answers. If an issue is outside your authority, pass it along to the appropriate person; thenbe sure to follow up.

y Conduct regular staff meetings. Tell your staff about decisions that may affect them or the

work they do and the reasons for those decisions. Use staff meetings to encourage feedback,



generate ideas, solve problems, and gain support.

y Set up individual meetings. Set some time aside periodically to meet one-on-one with

employees. Group staff meetings are important; however, meeting separately with youremployees shows concern about their individual work issues.

Effective Listening

An important ingredient that runs through all good communication is listening. Listening is a skill

that can be practiced and learned. Your goal as a listener is to fully understand your employee's

experience and point of view. Give the employee a chance to talk for a while before you sayanything.

y Use non-verbal communication. Be aware of what you communicate with your body; your

posture and expressions can convey your attitudes toward a speaker even before you say

one word. Use body language to show the speaker that you are engaged in the conversation

and open to hearing.

y Listen to understand the underlying feelings. Use your heart as well as your mind to

understand the speaker. Notice how something is said as well as the actual words used.

y Don't interrupt: Be sure you think carefully before you speak. As a listener, your job is to

help the speaker express himself.

y Don't judge the person: A speaker who feels you are making judgments will feel defensive.

Avoid making judgments and instead try to empathize and understand the speaker's

perspective.

y Do not give advice: Keep in mind that the best resolutions are those that people arrive at

themselves, not what someone else tells them to do. If you feel it is appropriate, and only



after you have encouraged the person to talk, offer some ideas and discuss them.

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