Effective Communication Essential for Business Success - Research Paper

Introduction

Communication is essential in any entity. It is through communication that there will be an understanding between the manager, the internal, and external stakeholders. Communication also helps to solve a problem that may be affecting the organization. Besides, communication plays a significant role in determining the success of a business (Ahalt et al. 2018). There is; therefore, a need for the manager as well as contractors be equipped with excellent communication skills. Managers with good communication skills can motivate the employees in an organization. On the other hand, excellent communication skills enable the managers to air out issues that might arise in the organization using the right channel (Gaur & Vazquez-Brust 2019). All these promote harmony in the business entity, hence maximum achievement of the organizational goals.

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Processes used to develop new policies and communicate them to internal and external stakeholders in our organization.

New policies are standard in any growing organization. New systems are made due to the changes that are taking place day in day out. Some of these changes are associated with changing technology. Others are as a result of changes taking place in the market sector as well as the invention of new products in the market. Policymaking should be done in the right procedure. All stakeholders in the organization should be involved in making any policy for the effectiveness of the system.

In policymaking, the first step involves the identification of the need for a particular policy in our organization. The necessity for a system might be due to changes in market forces. Plans were therefore made to ensure that the organization was able to cope with changes taking place in the market. After a need is identified, there is recognition of the individuals to be accountable for the policy. The designated individuals were from within the organization. There was a need to identify individuals who were focused on the achievement of organizational goals.

Information concerning the policy was then gathered. The information that was gathered was from both the internal and external stakeholders of the business entity. The data collected was used to draft the policy (Gaur & Vazquez, 2019). The drafting of the system was done to have the clarity of the system. More so, it was done to be used to weigh the information made, to determine whether there was a need to add more information on the policy.

Furthermore, there was a consultation with suitable shareholders. A policy made is valid if there is a consultation of the appropriate stakeholders. There was a need to determine whether the plan was to affect the internal or external stakeholders (Durkheim, 2018). Then approving of the policy was done. In most cases, the systems were approved by the management committee. This is because the management committee was accountable for all policies as well as procedures in the organization.

Consideration, whether there is a need for procedures, was then done. Methods are preferably needed in policies involving internal shareholders. Finally, the implementation of the system was done. In this process, there is the determination of the mode of communication to be used to share the policy (Gaur & Vazquez 2019). Moreover, there is a determination of whether there is a need for training - strategies to ensure that the systems if adhered to are made. For example, monitoring, reviewing as well as revising of the policy.

After new policies were made in our organization, there was a need to determine the mode of communication to be used to the stakeholders. The style of communication that was used included the use of print media, communication events, electronic media, and social networks and the use of audiovisual. The type of stakeholders being addressed determined the method of communication to be used that is internal or externals shareholders.

Print media was a standard method of communication used in the organization. Print media was used to address both the internal as well as external stakeholders in the organization. The print media communication involved the use of posters, newspapers, pamphlets, magazines, and many others (Gaur & Vazquez 2019). These helped to communicate about the new policies to the stakeholders clearly and understandably. The use of print media put the need for ADA and EEO into consideration. The reason behind this is because people with disabilities could also get policies. In other words, people with disabilities of hearing could read and understand the new systems.

Communication events were also an essential method of transmitting new policies. Communication events involved the use of an open house, seminars, and meetings. The mode was mostly used in a situation with internal stakeholders (Durkheim, 2018). Conferences and workshops were significant since there was one in one communication with the stakeholders. More so, there were opportunities to respond to queries that might be rise on the policies. In other words, this model provided a platform which enabled clarity of the system. There is ADA and EEO consideration since people with disabilities of not seeing, (the blind) are allowed to attend the meetings as well. Furthermore, they are given equal chances as the other members to provide their views on the new policies.

Electronic media and social networks were also used in sharing new policies. This mode involved the use of emails, internet, Facebook, webinars, Twitter, and others. The method helped to reach information about the new policies using the shortest time possible. The model was applied to both the internal and external stakeholders. However, it was mostly used in communicating with external stakeholders, such as customers and suppliers. Use of electronic media and social networks put the Americans with Disabilities Act (ADA) AND EEO mandates into consideration. This is because the mode didn't restrict persons with disabilities and the opportunity to be part of the new policies. Persons with disabilities got informed about the new systems, and they were however allowed to provide their suggestions on the plans.

Lastly, audiovisual media was used to communicate about the new policies. Audiovisual media involved the use of radios and television (Durkheim, 2018). In most cases, the audiovisual media was preferred by the most organization. The reason behind this is that the mode communicated about the new policies within a short period. More so, the audiovisual media was significant since it passed the information to a large number group of people compared to the other modes. However, the method was, on the other hand, expensive, since it needed a lot of finance to be effected.

Through the audiovisual media, the ADA and EEO mandates were put into consideration. The reason behind this is that people with different disabilities could be informed about the new policies (Vassallo, 2018). The audio and the visual part of this mode was the factor that helped leased with the ADA and EEO mandates. Due to this reason, the model was preferred in airing out new policies. It is important to note that this mode eliminated all forms of language barriers. More so, it provided clear actions to be followed.

Roles Played by the Board

The Board, on the other hand, plays a vital role in policymaking. Firstly, it is the role of the Board to assess the relevance of the new policy. Evaluation of the system is essential as it helps determine the positive changes the plan is likely to cause to the organization. It was also the role of the Board to identify the people accountable for the policy. This ensured that there are people answerable to any query that may arise.

The Board also played an essential role in determining the audience to be targeted. The audience could be internal or external stakeholders of the business entity. It was also the role of the Board to determine the mode of communication to be used to share the new policy (Vassallo, 2018). They weighed the entire mode to determine the most effective method. However, they could propose the use of more than one way.

Lastly, it was the role of the Board to implement the new policies. Implementation of the strategies is the most crucial role. When there is no implementation of the latest plan, then the whole process of policymaking is made meaningless (Banks, 2018). The Board, therefore, makes strategies to ensure continued implementation of the policies. It plays a vital role in monitoring the system. The application goes hand in hand with monitoring of the plan. Execution, as well as monitor, helps to sustain the new policy continually.

Training Employees on Policies to Ensure Consistency in the Application

There were combined diverse methods that were used to prepare the trainees and the internal shareholders in the organization. However, other techniques were applied to stakeholders, such as clients and customers. To the trainees in the organization and the domestic shareholders, the channels used were visual videos as well as an audio and visual presentation (Durkheim, 2018). Videos were used since they were direct tools to the trainees and also because there was a likelihood of high-tech stakeholders. In other words, the trainees and internal stakeholders are directly involved and having diverse information being taken.

The use of videos was also significant since they prevented language barriers and also clearly provided actions for the audience to follow. Furthermore, videos seemed to be straighter in comparison to the other communication channel (Durkheim, 2018). It was exceptional, especially to a visual audience. Moreover, the videos were preferred since it was interactive as well. In case of a query or a need to take note, the viewer could pause or stop. A visual presentation of the policy was done in the mind of the audience, hence bringing it to a real-life situation.

The other method that would be applied would be oral and visual presentations. These methods could be formal as well as informal to straight communicate to the audience (Banks, 2018). It could also apply to audio listeners present. More so, the presentations could apply to numerous audiences, hence saving time wastage on repeating the information several times. On the other hand, the viewers are given opportunities to ask a question on the spot rather than waiting for the period of asking questions. On training, giving presentations clarifying the covered topics as well as the task at hand is essential. This method allows both visual as well as audio information using radios. These methods are appropriate in conveying the feeling and the emotions of its audience.

On external shareholders, clients as well as customers, the suitable mode of communication will be videos, brochures, and letters. Letters are ideal since most of the clients and customers read the manuals as well as the product documentation (Vassallo, 2018). Messages are formally sent to those outside the organization. Messages will be a formal mean of communication. On the other hand, brochures briefly give a visual summary of the products. Advertisements are the most suitable since they help reach a broad audience. More so, ads help in addressing general questions on the products. Some of these questions include stating the uses of the products, regularly asked questions as well as measurement.

To ensure consistent application of the policies, I'll ensure that this training is done to both the internal and external audience. The training will be done consistently to the audience. The training will be with accompanied by refreshments to ensure that the audience is motivated. The motivation will help to keep the stakeholders committed towards the attainment...