Communication Gap: Effect on Organizational Performance (A Study of Nnewi North Local Government Area Secretariat)
Chapter One
OBJECTIVES OF THE STUDY
The objectives of this study are:
- To examine whether there are resultant effects of the communication gap in Nnewi North Local Government Area Secretariat.
- To find out the process and identify barriers in communication.
- To find out the most appropriate communication method for better organizational performance.
- To investigate whether there is any communication gap between the employees and the management.
CHAPTER TWO
REVIEW OF LITERATURE
CONCEPTION OF COMMUNICATION
The essential nature of communication is beyond debate in a world bound together by interdependence. Over the past centuries, much have been said and written about the subject of communication, its effectiveness, pitfalls, and the impact of each situation on organizations. Recent researchers indicate that employees work more effectively and will have greater commitment, job objectives and to objectives of their work, group and the entire business enterprise.
Writing of letters to friends, speaking to someone through a telephone conversation in another location, sending of telegram of the conveyance of intention in a message be it radio, telephone, newspaper etc can better be described as communication. Whether the organization is involved in Engineering, accounting, legislating or selling the managerial functions which include, creating, organizing, planning, motivating, communicating and controlling must be carried out.
Communication is like, to communicate is to be alive and to be alive is to communicate. Belmokwu (1992:pg 46). This peroration, as hyperbolical as it might sound, can hardly be adjusted an over statement. This is so because of the pervasiveness communication in human existence. Communication subjects with nothing, it is this pervasiveness of communication that has with the development of man, anima and the element developed in to a major area of study as well as a formidable social force.
Rather than trying to ask illustration to depict were and when communication is not at work. One would rather ask to “identify” any organization or setting in which communication is not at work. That is proves to be difficult if not futile is perhaps the best illustration impact of communication on society. Communication is every moment thing because it pervades our very existence our very routine of living.
At this point, one hardly need to descent to the level of asking, what is communication? This is hardly worth the while, because every being has at least experiences communication at one stage or the other. Communication gaps to Adulthood and from adulthood to either fatherhood or motherhood.
Koonts and O’Donnel have this to say communication is the means by which organizes activities is united, a means by which social systems, whether we are considering a church, family, a setout troop or business enterprises. The transfer of information from one individual to another as absolutely and change is effected, information is made productive and goals accrued. Communication by its very nature is a two way process, a co-operative and collaborative ventures. It is joint effort, a mutual experience, an exchange, between two parties, a sender and receiver. In another word, the communication experience is incomplete until the reeiver is able to respond to the message of the sender through a process known as feedback it is the passing of relevant information to the person who need to know or who is in a position to use that because it affect his work.
Dias defined communication as the transfer of information and understanding from person to another. It is a way of reaching others with ideas, thoughts, facts and values. It is a bridge of meaning among people so that they can hare what they feel and know.
Bernard (1960: pg 204) a prolific and a celebrated author really gave communication a serious thoughts and analysis. The function of executives, we stated that the first executive function is to develop and maintain a system of communication. This shows that pertinent information, facts, feelings, ideas must be communicated before any meaningful organization can be accomplished is mostly dependent upon communication for its progress. When managers both in the public and private establishment were asked how much of hid working day is spent on communication, the replied ranged from about 85 to 99 percent.
Communication is the way management communicates gets it job done. The ability to communicate is the most important of all the skill a manager must develop. What is the responsibility of an organizational Chairman on communication? An interesting summary of an organization chairman or manager responsibilities is contained in a policy bulletin of the organization through it subordinate for the manager of chairman to be a good communicator, he must have the skill of speaking and listening effectively, reading meeting, talking things over, informally in interviews and in personal elation and writing effectively.
According to Metalf H.C and lyndily F. Urwick (1985:pg 40). A cross cultural study on communication involving some advanced countries, such as USA, Japan and Britain to mention a few, it was discovered that communication breakdown was the simple greatest barriers to organizational performance. Inefficient communication in an organization is symptomatic of an organization chain when the managers in an organization are friendly, have a guiding work report, communication tends to be very good. When the member of the organization engages in mutual distrust, resentment, gossips or when there is a feeling of `incompetence and insecurity there is bound to be communication breakdown. All the key function of an organization such as planning, organizing, dissecting, controlling, motivating depends on effective communication for proper execution.
The role of communication in organization is highlight by the fact that an empirical study it is discovered that white color employee communicate 755 of the time. Good communication is an essential tool in achieving productivity and maintaining strong working relationships at all levels o an organization. Employers who invest time and energy into delivering clear lines of communication will rapidly build up level of trust among employee leading to increases in productivity, output, and morale in general. Poor communication in organization will lead to unmotivated of the staffs; it is good for managers to build on communication.
CHAPTER THREE
RESEARCH METHOD
This chapter discusses the following
- Research design
- Population of study
- Sampling Technique /sample size
- Description of research instrument
- Validity and Reliability of data Gathering instrument
- Method of data analysis
RESEARCH DESIGN
Survey method was employed in this study of Nnewi north local government secretariat. They will be employed to suggest solutions to communication problems in the organizational performances.
AREA OF STUDY
The area of study used in this research work was Nnewi North Local Government Area secretariat, which comprises of this research work.
POPULATION OF STUDY
The researcher intended sampling the total population of all the staff in Nnewi North Local Government Area Secretariat but because of limited finances, time available, coupled with volume of other academic works, the researcher has in school, it was not possible. The population was 110 (one hundred and ten) which is the population of all the staff in Nnewi North Local Government Secretariat.
CHAPTER FOUR
DATA PRESENTATION AND DISCUSSION OF FINDINGS
The aim of this study was to determine the communication gap: Effect on organizational performance. This chapter is concerned with the use of self administrated questionnaire which were distributed to the respondents. In data analysis the research questions used was tested using one or two relevant tables. A total of 100 questionnaire were distribute to the respondents were mostly those within the range of 18-20, followed by those who are between 26-33 and also those between 34 and above.
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATIONS
This chapter summaries the major finding of the study, it is also they result of the research questions thereby making necessary recommendation for further studies. The study discovered that communication contributed actively to organizational performance and it also shares the people’s way of communication positively.
SUMMARY OF FINDINGS
From the data, one can easily conclude that communication contribute immensely to organizational performance. This was seen in table 4 and 6. In any organization communication is aided by group collaboration an interactive thrust. Effective communication is central to the key function of every organization. Communication can only be impacted when it is two way.
CONCLUSIONS
It is not an exaggeration to say that the standard of an organization corporate image and efficiency directly related to the standard of its communication system and their operation. In every organization, there is always some imperative objectives to which the organization strives to realize, be it social organization.
This objectives cannot be attained if all necessary conditional are nor in place or if they are wrong and one of such imperative conditions is effective communications. Communication is pertinent to the running of any organization. On this note, it is supposed to enjoy all the attentions which it has been missing out of the ignorance of its usefulness to management it must at all times remain on its toes to ensure that appropriate channels are not only created but kept functional. Management would be enhancing its performance of this function by ensuring the availability of prerequisite facilities and atmosphere for communication success. Suggestively the down way flow of communication as it in almost every organization would be combined with upward flow of information. This will present an upward limitation flow of communication which will wave some limitations cause the organization by the use of downward flow alone. Loss or distortion information as it comes down in the chain of command is one such limitation. Mere issuance of policies and procedures from the top management does not assure communication. The need for feedback is imperative for finding out whether information was perceive as intentioned by the sender. Time consumption is another limitation associated with the use of downward flow of communication and this can be frustrating. All members of the organization should know the objectives of the organization and should always be informed of latest development. The employees’ upward information to the management should be encouraged. All these are to give the employees some sense of belonging; since there are differences i.e. in term of language, culture and psychological difference consideration should be given to these factors informal organizational communication. It is envisaged that findings of this study will be of utmost alike. An effective communication is essential in persuading potential employees of the merits of working for the organization. The importance of communication in orientation is to provide the employees in caring out day to day operations; every employee needs some good information. It is through communication that the manager will pass on directions as information to his employees. Be it as it may, effective communication is most important in administrative functions especially in leading. It is the means y which people in an organization are linked together to achieve a common goal or purpose. Without communication in a group activity there will never exist co-ordination and change. Both psychologist and sociologist hold to the same view the effective communication is important in any organization. It initiates people and help them to understand each other very well.
RECOMMENDATIONS
Communication is like, to communicate is to be alive and to be alive is to communicate. It is of pedestrian essence, an every body affair (perhaps even an every moment thing) because it pervades our very existence, our very routine of living.
Communication has grown with man, developing in stride with his intellect. Some people even said that communication has become the master of man, seeming to develop faster than man’s other endeavors have become more strident in its application. The economic purpose of every organization is to render social services and provide quantitative and qualitative education. Effective communication, especially of them, what is meant by each message and how the information is to ne sued. It is usually normal to recommend a course of action on the basis of findings which should be in line with term of reference, objectively present, free from personal prejudice.
Recommendations are aimed at suggesting solutions to earlier stated problems. This studies at analyzing the effect of communications gap on the organization performance in a study of Nnewi North Local Government area Secretariat. This stated as follows:
- Since all the key functions of an organization is planning, organizing, directing and controlling depends on effective two way communication for proper execution. It then become imperative that the management of the organization should establish effective organizational channels (formal and informal) of communicating management policies, programmes, rules and regulations with the subordinate and other publics of the organization. Additionally they should encourage open communication by encouraging subordinates to be frank by soliciting information and sending out feedback approximately.
- The management should be friendly and have good working, rapport with the internal and external publics of the organization and should try to avoid action that could lead to mutual or partial distrust, resentment and gossip.
- Different channel of communication should be adopted by the organization so that one reinforces the other.
- An effective system of feedback should be assessing how impactful the communication process has been. If the desired response or reaction is not obtained, the effectiveness of the communication would have been jeopardized.
- Meeting should be held at regular intervals, with work group to keep problems and to develop a total group sprirt of co-operation. Communication direction in organizations are mostly downward although it permits feedbacks a little, there is the need to encourage strongly the use of two way communication.
Finally, communication cannot be regarded as a panacea to all organizational problems, but if all the above recommendatio0ns are fully exploited and implemented by the organization the performance of the management will be enhanced.
SUGGESTIONS FOR FURTHER STUDIES
The researcher feels that it is imperative to carryout more research work on the importance of communication on society. When more of the research work is carried out, it will help to make investor know more that the success or failure of any organization depends largely on its communication.
The researcher is also suggesting that any further study should be in the following areas:
- The lane of communication gap in any establishment.
- Communication and the operators toward achieving high goal and good performance.
- The effect of communication gap in the organization generally and solution there to.
- Ineffective communication, does it go well with any organization?
An effective system of feedback should be sued to assess how impactful the communication process has been to the staff of Nnewi North Local Government area Secretariat, if the desired response or reaction is not obtained.
REFERENCES
- Brown, C.A (1958). Communication means understanding Personal Administration
- Billy, Y. Goetze (1990). Management Planning and Control
- Chester, I. Bernard (1960). The Function of the executive Havard University Press.
- Davis, Keth: Human Behaviour at work Organizational Behaviour.
- Denyer, J.C (1978). Student Guide to Principles of Management.
- Drucker, P.F (1979). Language in thought and Action 3rd Edition, Harcort Brce. Joranovish, Newyork.
- Josef, Bel-Molokwu (1997). Business Communication theory and Practice Published in by sefpatia Services, Victoria Island Lagos.
- Metalf, H.C and Lyhdall F. Urwick (1988). Dynamics Administration.
