Everyone should know the importance of communication in management because management is motionless without communication. Effective communication can give effective management which plays a vital role in the organization.
Importance of Communication in Management
Communication and management are closely related to each other. Communication is the lifeblood of management.
Henry Mintzberg classified the role of managers into the following three (3) main groups where communication is essential:
- Interpersonal Roles
- Informational Roles
- Decisional Roles
- Other Roles
A. Interpersonal Roles
It involves interacting with other people within and outside the organization such as:
1. Figure Head
The manager is often asked to serve as figurehead i,e, attending ribbon-cutting ceremonies, or taking visitors to dinner and the like.
Although these activities are typically ceremonial they involve communication.
The manager acts as a leader i.e., he performs the job of hiring, firing, training, and motivating employees.
Leadership can convince the subordinates to state how to do things and how to perform under pressure.
Communication through an exchange of views and opinions plays a vital role in this regard.
Such a role involves serving as a co-coordinator or link between persons, groups, or organizations to make effective communication.
B. Informational roles
It involves the processing of information such as:
Such a role brings a manager to collect relevant information for decision making. For this purpose, the manager questions his subordinates and gets well informed as possible.
The manager disseminates information to others in the workplace. The manager sends memos that involve new initiatives. Communication facilitates managers to disseminate the decisions.
Sometimes the manager acts as a spokesman by relaying information to people outside the Organization.
For example, the plant manager may represent the Organization before a chamber of commerce or a consumer group.
C. Decisional roles:
Sometimes a manager plays the role of an entrepreneur. He develops new ideas and sells his ideas and therefore exchanges views with others. Communication arises as a vital link between the entrepreneur (Manager) and others.
2. Problem Handler
The manager on many occasions appears as a problem handler i,e, handling problems such as strike, blockage, power failure, etc. Here communication is the influencing factor.
3. Resource Allocator
A manager takes rational decisions to utilize the limited resources on the basis of justification. This is possible when the manager is aware of the whole scenario of the Organization and communication is the only means here.
A manager enters into negotiation with an agreement. The manager, for example, may settle the problem between two subordinates and negotiate with another department for additional support. Communication is a must for the manager to play these roles.
Other than the above roles, communication also directly relates to each of the following functions:
1. Basic Management function: Planning, organizing, motivating, controlling are the basic management functions that require continuous communication.
2. Delegation of authority & responsibility: To delegate authority and responsibility properly communication is required. Because who will delegate authority and to whom and to what extent involves communication.
3. Change in the Organization: To make any sort of change is a challenging task because people resist change. Communication helps employees to know about everything regarding change and thus one can reduce resistance.
4. Organizational Development: It is concerned with changing beliefs, attitudes, values, behaviors, expectations, Structures, and practices so that the Organization can become familiar with new and advanced technology. Bringing about these changes is only possible through well-organized communication.
5. Reward & Punishment system: Evaluation of performance and therefore giving return i,e, either reward or punishment which cannot be possible without the help of communication.
The above-stated discussion indicates that communication is a pervasive part of managerial activities.
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