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Effective Communication for a Workplace Leader

Effective Communication for a Workplace Leader

1. The importance of context for communication and the need to adjust approach and responses accordingly

(Guo & Sanchez, 2005) define communication as an avenue through which ideas, emotions and understanding are created and exchanged between a work place leader and any other parties involved. Unfortunately leaders are more often found to send out one message but it ends up not having the intended meaning despite spending large chunks of time communicating. The major cause for this breakdown in communication can be attributed to communication context. Communication context basically refers to the prevailing conditions that are present when the work place leader sends a message.

This therefore implies that a workplace leader must at all times make good judgment calls by considering the age, religion, sex and even the intellectual capacities of the recipient on the other end who is meant to interrupt the message. It is important to realize that leaders in the work place who make effective use of the communication context eliminate every influence that may risk the success of the message. For instance it is completely inappropriate for a work place leader to use valuable time of an important meeting pursuing personal interests which he could do in a more informal setting.

2. The importance of choosing communication appropriate to the audience and context

Communication context is the cornerstone communication and its importance cannot be stressed enough. A work place leader who does not comprehend his or her subordinate staff, superior leader and/or client is most likely to misinterpreted and misunderstood at least 87% of the time he/she communicates a message.

Context therefore allows for the work place leaders to improve on their effectiveness in communication by taking into account the audience, risks and circumstances that are before them. This is because the work place leader is obligated to facilitate effective communication by factoring in the context elements so as to ensure that the audience in question can interpret the message appropriately as intended by the workplace leader. Therefore, leaders in the work place have the duty of ensuring that he not only send out effective messages but they should also see to it that they pay attention and listen keenly to the ideas and opinions of staff and clients.

3. Benefits of record keeping and follow-up

Compliance of the law

The law is meant to protect, safe guard and offer guidance that helps keep organizations and individuals from avoidable misfortunes. Moreover, the law also requires that leaders of work place keep documentation of any occurrence that is of significance. A contract or lease between the organization and another party is a good example of documentation since a document in itself communicates some terms and conditions effectively.


Accountability is critical to facilitating coordination in the workplace. For example record keeping can provide stakeholders with up to date data on the organization’s financial status. Record keeping therefore is a way by which the details of the work place can be tracked.


It is a proven fact that record keeping is central to the planning of the direction the organization intends to take. Effective communication and proper keeping of records can help the organization plan and better forecast the future financial trends. When client related is information is collated by the organization and is kept in safe records. This information can be aggregated in the short term and long term as well so as to provide information that is crucial to quality improvement in the organization

4. Characteristics of effective Management communication

Communication is one of the most important factors to the success of an organization. Therefore, effective communication should be the main area of concern for an organization that is out to get the competitive advantage (Kumar & Ajum, 2011). The characteristics of effective communication include:

  • The organization has adopted “communication is a two way process” kind of policy The communication environment encourages staff, clients and other parties involved to provide feedback which important in quality and productivity improvement.

  • Messages being communicated should be communicated concisely and clearly in a thoroughly structured strategy.

  • Effective communication allocates time for response and feedback

  • An effective management communication pays attention to the status and knowledge levels of the audience and thus delivers the appropriate message.

  • Effective management communication involves responding to the issues or area of clarification raised by the receiver of a message.

Electronic and non-electronic communication methods

Since the business environment changes from time to time then it is critical that business employ communication methods that suit a particular situation.

Electronic methods

This method is effective for communication in a team setting when working for projects. It can also be used when communicating matters that do not need face to face interaction.Email :

Telephones are very effective means of communicating and can be used as marketing tools to attract new clientele in the event that the client is not easily accessible due to maybe time constraints or geographical barriers.Telephone/mobile :

: The web is used to convey various messages by the organization to the customers. On the other hand the organization can use the web to collect the feedback if it is interactive.Web

Non Electronic methods

this involves the use of mouth to orally communicate. His method is appropriate for use in social settings. In such gatherings an organization can send its representatives on the ground to communicate with customers or stakeholders. Verbal :

One of the oldest methods of communicating known. Organizations can make use of this channel to inform customers of new promotions and offers or stakeholders on the status of the organization. Written :

6. Characteristics of effective listening Techniques

Communication is a two process and that an undeniable fact. That means one talks while the other listens.

To listen effectively one must always maintain a positive posture, maintain eye contact and avoid any action that may steal the attention that is required. Positive posture and attitude

Effective communication demands that the listener focuses their undivided attention on the speaker.Focus on attention

7. Feedback process and methods

Feedback refers to the response that a recipient of a message gives back to the sender based on his/her interpretation of the message. The following methods are used to in the feedback process.

surveys are the easiest way to get feedback. They are also far much easier to analyze and aggregate the findings.Surveys-

— feedback boxes provide a structured way through which individuals can give their response. This response enables the work place leader to get a continuous update on the areas that need improvement in the organization.Feedback boxes

8. Team leadership communication responsibilities

Facilitate problem solving through cooperation

It is the work place leaders’ duty to create an enabling environment that promotes cohesion and open two way communication so as to gather potential solution to problems.

Issuing of relevant business information

This duty will enable the stakeholders, clients and any other parties involved to contribute constructively in problem solving since they have the necessary information relating to their work.

Maintenance of group dynamics

The leadership has the responsibility of ensuring that cohesion of the team is in perfect state by always communicating and resolving issues making sure that nobody or part of the group feels left out of the team maybe due to their race, gender, ethnicity or other factors.

9. Barriers to effective communication

Barriers are those obstacles that can cause a breakdown in communication. Barriers can interrupt affect or even paralyze the effective communication process. These barriers include

this barrier is much more than just the various geographical where a message can mean entirely something different to an Indian and mean totally another in Canadian. However two people from the same place can have a working ethic culture difference that hinders their communication.Cultural barriers

while diversity in personality and attitude is essential for a team the same can also turn around to be an obstacle to effective communication. Egos, high levels self esteem and confidence can work against effective communication if not well managed.Interpersonal Barriers

People of the same language can have language barrier if they come from different professional backgrounds that may use terminologies that differ from each other such as law and medicine or engineering and religion.Language/Linguistic Barriers –

10. Characteristics of verbal and non-verbal communication.

Non verbal

-Use of words to send message so does not need personal presence

Personal presence is a prerequisite and is necessary

Documented evidence can be produced through written document if necessary.

Documentation is virtually impossible.

Low chances of sending the wrong message

High chances of sending wrong message(mixed signals)

Makes use of words

Makes use of gesture

11. Impacts of legislation and organizational policies on work place communication

As said earlier, the law is meant to protect and safeguard people from avoidable misfortune.

A good example is section 22(1) of occupational health and safety act 2004 that requires tomaqke use effective communication by using the necessary languages possible to furnish the employees both health and safety at work place.

In Section 22(2) of the OHS act 2004 the law goes on to obligate that the management must ensure that employees are fully equipped with the appropriate training, supervision and tools as well so to enable them perform their duties with ease without putting their lives to risk.

These are just few of the many laws that have ensured that there is not only compliance of the law but there is effective communication throughout the organization.


Kristina, L.G. & Yesenia, S. (2005). Workplace commmunication, (4), 78 – 88

Rakesh, K & Bimal, A. (2011). Role of communication in management & research in the international context. Journal of Arts Science & Commerce, 11(1), 70-77.