Communications Question

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Effective communication in business is crucial. Managing people or employees is not easy; they have different communication skills and personalities. Read the article below and discuss with each other which pointers you receive from this article. Can they be applied to your work area?

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The First ELEHIC
Social Sciences on Sustainable Development for World Challenge:
The First Economics, Law, Education and Humanities International Conference
Volume 2019
Conference Paper
Effective Communication As a Tool for
Achieving Organizational Goals
Mohamad Idham Hj. Md Razak, Wan Azfarozza Wan Athmar, Noorazura
Durani, Asraf Johar Salleh, and Nuralifah Ilyana Binti Hamdan
UiTM Melaka, Malaysia
Abstract
Communication is a key element of human behaviour. In other words, it is an act by
which one person gives to or receives information from other person about that person’s
needs, desire, knowledge, opinions and perceptions. Communication in the workplace
can occur under many different modes such as writing, verbal and nonverbal (body
gestures and facial expression). In business and industry, communication helps to align
workers to work with one another and to achieve the objective of the organization,
which means objectives, can be in the target, attained and improved. Without workplace
Corresponding Author:
communication, nothing can be done.
Mohamad Idham Hj. Md Razak
[email protected]
Keywords: communication, organization, workplace
Received: 18 January 2019
Accepted: 24 March 2019
Published: 31 March 2019
Publishing services provided by
Knowledge E
1. Introduction
Mohamad Idham Hj. Md Razak
et al. This article is distributed
under the terms of the Creative
Commons Attribution License,
Communication is a key element of human behavior. People use communication to
interact, socialize, share feeling, provide information, express emotion, giving opinion
which permits unrestricted use
etc. In other words, communication is an act by which one person known as sender
and redistribution provided that
gives information to someone else known as receiver based on person’s needs, desire,
the original author and source
are credited.
Selection and Peer-review under
knowledge, opinions and perceptions. Keyton’s study (as cited in [1]) found that communication can be defined as procedure of transmitting information from one person to
the responsibility of the First
another person and understand it. Communication also known as the essence of social
ELEHIC Conference Committee.
relation by helping people to understand themselves, to keep in touch with people, to
understand and predict their response to a situation.
Effective communication allows the sender to understand the emotion and intention
of sending the information to the receiver. Unable to deliver a clearly message and
makes the receiver understood is one of the problems that we are facing today in the
organization [2]. We do have talented employee in the organization but how to make
them stay longer is a big question. We normally heard that several reasons employees
How to cite this article: Mohamad Idham Hj. Md Razak, Wan Azfarozza Wan Athmar, Noorazura Durani, Asraf Johar Salleh, and Nuralifah Ilyana
Binti Hamdan, (2019), “Effective Communication As a Tool for Achieving Organizational Goals” in Social Sciences on Sustainable Development
Page 380
for World Challenge: The First Economics, Law, Education and Humanities International Conference, KnE Social Sciences, pages 380–387.
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leaving the organization because of getting offer on higher pay, the new company gives
more benefits, easy to build career development and so on.
Effective communication among employees in the organization are relate on the
mode of communication to develop an understanding of strategies that foster quality
communication which gives impact to any organization success. According to [3] employers and employees must be consistent, clear, complete and accurate when communicate
between each other. Some of the barriers may include body gesture, language, cultural,
emotions and different personalities [4] when communication breakdowns occur.
2. Literature Review
Reaching organizational goals and objectives have always been a challenge. There are
many ways of meeting these goals and communication plays an integral part in doing
so. Through organizational communication, the stimulation and motivation of employees
could be achieved [5]. Communication consists of verbal and non-verbal. As important
as verbal, non-verbal communication could also ensure a successful workplace environment. These communications include gestures, posture and facial expression [6]. Nonverbal communication is also a way a person expresses their feelings and emotions. 65
percent to 75 percent of communication is nonverbal. Our sense and thoughts about
others are part of nonverbal communication [7]. As we communicate with each other, a
breakdown in the communication can be inevitable as we misinterpreted the information
we received. This could happen due to the improper word choice, differing communication style and individual’s perspectives [8].
In the context of communication climate, it can be defined as internal environment of
information exchange between employees in an organization whether through formal
or informal networks. Information flows freely when the communication climate is open
and when the information flow is closed it can create a negative workplace environment
[9]. This closed information flow exists when an individual in an organization give their
contribution however is not being appreciated. This leads to difficulties for the employees to get and give information and to take action which often resulting in the feeling of
being uncomfortable and unwilling to interact with each other [10].
The role of a supervisor is also important in ensuring a positive workplace environment. Supervisor can be defined as a person in front line management who monitors
employee’s performance based on task given. Part of the supervisor’s roles are hiring,
disciplining, promoting, punishing, rewarding and any employment activities in the workplace [11].
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When it comes to communication supervisor needs to communicate effectively in
terms of transferring knowledge and motivation. Not just giving orders and directions,
listening skills are perceived as a crucial part in the supervisory communications [12].
Sullivan’s Motivating Language Theory (MLT) hypothesizes that employee’s performance
and job satisfaction would be impacted positively when the superior uses motivating
language, giving direction, sharing feelings and explaining the organization’s culture.
This theory also proved that strategic applications of leader oral communication have
positive measurable effects on employee’s performance and job satisfaction [13-15].
The communication component in an organization plays a vital role in achieving organization’s objectives. Globalization, deregulation of markets, the everchanging of customer demands and increasing competition meant that each organization must be able
to manage adversities within the organization [16]. Effective communication is one of
them.
Communication Climate
Supervisor Communication
Subordinate Communication
(Dependent Variable)
Organizational Objective
Figure 1: Shows the theoretical framework for dimension of communication satisfaction by [17]. Framework
of dimension of communication satisfaction.
3. Research Methodology
The research strategy that was being used by the researchers to collect the data was
a survey research. A survey is a system for collecting information from or about people
to describe, compare or explain their knowledge, attitudes and behavior [18]. Under this
survey, the researchers used questionnaires to draw out the views from a large group of
employees in the organization Pejabat Setiausaha Kerajaan Negeri Sembilan (PSUKNS).
This overview of survey and questionnaires clarified the place of questionnaires as a
data collection tool in quantitative research design. The questions in survey instruments
are typically arranged into self-administered questionnaires that respondents complete
on his or her paper that will be distributed. The population of this research were 193
employees that came from different units of Pejabat Setiausaha Kerajaan Negeri Sembilan (PSUKNS).
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However, the samples used for this research were 130 employees from different units
at PSUKNS. A carefully selected sample can provide data representative of the population from which it is drawn. In this research, the sampling frame was employees
because the researchers wanted to measure the effective communication for achieving
organizational objective in PSUKNS. In this research, the total number of the employees
were listed about 155 which questionnaires were distributed to Unit Perancang Ekonomi
Negara (UPEN), Badan Kawal Selia Air (BKSA), Unit Dewan Undangan Negeri (UDUN),
Bahagian Pengurusan Sumber Manusia (BPSM), Pejabat Menteri Besar, Unit Perumahan,
Bahagian Khidmat Pengurusan (BKP), Unit Kerajaan Tempatan (UKT), Unit Korporat, Inovasi dan Kualiti (UKIK) and Unit Perumahan.
4. Results and Finding
Based on the Table 1 shows that there is a positive relationship between communication
climate and organizational objective with the Pearson correlation value is 0.470, which
indicates that there is a strong correlation between the independent and dependent
variable and the significant value is 0.000 which less than 0.05. Secondly, there is a
positive relationship between supervisor communication and organizational objective
which the Pearson correlation value is 0.590 that indicates strong correlation between
the independent and dependent variable which the significant value also 0.000 which
less than 0.05. Thirdly, there is a positive relationship between subordinate communication and organizational objective with the Pearson correlation value is 0.434 which
means there is strong correlation between independent and dependent variable and
significant value is 0.000 which less than 0.05.
In this study shows that all independent variables, which are communication climate,
supervisor communication and subordinate communication, have significant correlation
with organizational objective.
Furthermore, based on the Table 2, the F-value 33.820 and significant value is 0.000
which means the model is fit and acceptable and result can be used for hypothesis. Next
is R square value. It is important because result will show the percentage of influence of
the independent variable effect the dependent variable. For the R² is 0.452 means 45.2
percent of variance in organizational objective (dependent variable) explain by variation
in communication climate, supervisor communication and subordinate communication
(independent variables). Hence, 54.8 percent can be explained by other factor which is
not included in this study. For the standardized coefficient (Beta) value of communication
climate is positive impact of 0.299 and significant value is 0.000 which is less than 0.05.
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Table 1: Correlation between communication climate, supervisor communication and subordinate communication for achieving organizational objective.
TCC
Total communication
climate
Pearson Correlation
TSP
TSB
TOO
1
Sig. (2-tailed)
Total supervisor
communication
Total subordinate
communication
Total organizational
objective
N
127
Pearson Correlation
.395**
1
Sig. (2-tailed)
0
N
127
127
Pearson Correlation
.123**
0.482
Sig. (2-tailed)
0.169
0
N
127
127
127
Pearson Correlation
.470**
.590**
.434**
Sig. (2-tailed)
0
0
0
N
127
127
127
1
1
127
** Correlation is significant at the 0.01 level (2-tailed)
So, this independent variable influence to organizational objective. Secondly, Beta-value
of supervisor communication is positive impact of 0.365 and significant value is 0.000
that less than 0.05, so it is influence the organizational objective. Lastly, Beta-value for
subordinate communication is also positive impact of 0.221 and significance value is
0.005 which less than 0.05 and this influence to organizational objective.
In this study, all variables which communication climate are, supervisor communication and subordinate communication are significant because less than p-value 0.05.
But the highest influence for achieving organizational objective in PSKNS is supervisor
communication because it has highest Beta- value, which is 0.365.
5. Conclusion
Based on the data findings, its shows that all independent variables, which are communication climate, supervisor communication and subordinate communication, are influential in achieving organizational objective among employees in PSKNS. All these variables
are relating to effective communication that need to be developed in the workplace in
order to achieve organizational objective and at the same time can meet the vision and
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Table 2: Anova, model summary and coefficient.
ANOVA
1
Model
Sum of
Squares
df
Mean
Square
F
Sig.
Regression
15.384
3
5.128
33.820
.000
Residual
18.649
123
.152
Total
34.033
126
Model Summary
Model
1
R
R Square
Adjusted R
Square
Std. Error of
the Estimate
.672
.452
.439
.38938
Coefficients
Model
Unstandardized Coefficients
Standardized
Coefficients
t
Sig.
1.770
.079
B
Std. Error
Beta
(Constant)
.552
.312
TOTAL COMMUNICATION
.264
.064
.299
4.096
.000
TOTAL SUPERVISOR
.379
.086
.365
4.423
.000
TOTAL SUBORDINATE
.224
.078
.221
2.893
.005
Dependent Variable: TOTAL ORGANIZATIONAL Significant P-value is < 0.05 mission of the organization. As for recommendation for future research, a similar study should be conducted in terms of effective communication for achieving organizational objective in private sectors. This is to determine whether there is any difference of effective communication between a government and a private sector. Acknowledgement First of all we would like to thank God Almighty for giving us the knowledge, ability and opportunity to undertake this research study. We would also like to express our utmost gratitude and appreciation to Pejabat Setiausaha Kerajaan Negeri Sembilan (PSUKNS) and also its’ employees from Unit Perancang Ekonomi Negara (UPEN), Badan Kawal Selia Air (BKSA), Unit Dewan Undangan Negeri (UDUN), Bahagian Pengurusan Sumber Manusia (BPSM), Pejabat Menteri Besar, Unit Perumahan, Bahagian Khidmat Pengurusan (BKP), Unit Kerajaan Tempatan (UKT), Unit Korporat, Inovasi dan Kualiti (UKIK) and Unit Perumahan who have given us their time and full cooperation over the course of DOI 10.18502/kss.v3i14.4324 Page 385 The First ELEHIC this research. Finally, we would like to thank our families and friends who have always been there to support us in our endeavors. References [1] Lunenburg, F.C. (2010). Communication: The process, barriers, and improving effectiveness. Schooling, Volume 1, Number 1, pp. 1- 11. [2] Helpguide.org official website. (2018). Retrieved from https://www.helpguide.org/ articles/relationships-communication/effectivecommunication.htm [3] Chiang, C-F. Jang, S-C. Canter, D. & Prince, B. (2008). An expectancy model for hotel employee motivation: Examining the Moderating Role of Communication Satisfaction. International Journal of Hospitality & Tourism Administration, 9, 4, 327351. [4] Feigenbaum, E. (2012). About barriers to effective communication within the workplace. Retrieved from: http://smallbusiness.chron.com/barriers-effective- communication-within-workplace-3185.html [5] Clampitt, P.G. & Downs. C.W. (1993). Employee Perceptions of the Relationship between Communication and Productivity: A Field Study. The Journal of Business Communication, 30(1), 5-28. [6] Burgoon, J. K, Guerrero, L. K & Manusov, V. (2011). Nonverbal signals. In M. L. Knapp & J. Daly (Eds.) Handbook of interpersonal communication: 239-280. Thousand Oaks, CA: Sage. [7] Schwartz, L.C. (2012). Nonverbal Communication with Workplace Interactions. Retrieved from: http://smallbusiness.chron.com/nonverbal-communication- workplace-interactions[8] Hanes, T. (2010). What is verbal communication? Retrieved from: www.livestrong. com/article/150573-what-is-verbal-communication/. [9] William, J. (2001). Open communication climate. Retrieved from: https://www.pdx. edu/sites/www.pdx.edu.cae/files/Workplace.pdf [10] Brian. (2011). Creating an Effective Communication Climate. Dr.Brian’s Smarta Marketing Blog Number 1. Retrieved from: https://smartamarketing.wordpress.com/ 2011/01/22/creating-an-effective-communication-climate/ [11] Richason, O. (2012). What is effective workplace communication? Retrieved from: http://smallbusiness.chron.com/effective-workplace-communication-822.html [12] Kim, S. (2002). Participative Management and Job Satisfaction: Lesson form Management Leadership. Public Administration Review, Vol. 62, No. 2, pp. 231-241. DOI 10.18502/kss.v3i14.4324 Page 386 The First ELEHIC [13] Mayfield M., Mayfield J., & Kopf J. (1998). The effects of Leader Motivating Language on Subordinate Performance and Satisfaction. Human Resource Management. Vol. 37, No. 3,4, pp. 235-248. [14] Mayfield M., & Mayfield, J. (2006). The Benefits of Leader Communication on Parttime Worker Outcomes: A Comparison between Part-time and Full-time Employees Using Motivating Language. The Journal of Business Strategies, Vol. 23, No. 2, pp. 131-153. [15] Mayfield, M., & Mayfield, J. (2009). The Role of Leader-Follower Relationship in Leader Communication: The Test Using the LMX and Motivating Language Models. Journal of Business Enquiry, 8 (1), pp 65- 82. [16] Becker, B. and Gerhart, B. (1996). The impact of human resource management on organizational performance: Progress and Prospects. Academy of Management Journal, 39, 779-802. [17] Downs, C. W. & Hazen, M. D. (1977). A factor analytic study of communication satisfaction. The Journal of Business Communication, 14, 64-73. [18] Fink, A. (2003). The survey handbook: The survey kit Volume 1. (2 edition). Thousand Oaks, Calif: Sage. DOI 10.18502/kss.v3i14.4324 Page 387 Purchase answer to see full attachment