Workplace Communication, Involvement and Participation
Introduction
The ideal situation of any workplace is the seamless relationship between employer and the employees. For this to be achieved there must be effective communication between both parties. Communication fosters employee participation and involvement. Employee participation entails “exerting a countervailing and upward pressure on management” (Hyman & Mason, 1995). It is a process through which employees are given the opportunity to influence decisions and at times be actively involved in making decisions in matters that affect them. This process comes from the inherent rights of employees in influencing matters in the workplace as a form of workplace democracy (Cloke, 2002)). Employee involvement on the other hand is a lighter form of participation that is much more flexible and involves a common ground between employees and employers with similar interests. Involvement is “a range of processes designed to engage the support, understanding and optimum contribution of all employees in an organization and their commitment to its objectives” (Potterfield, 1999). There is a difference between employee participation and involvement. Participation is much more pluralist and moves from a scale of total employee control to no involvement at all (Picardi, 2001). Thus, it may be expressed in terms of: worker directors, work councils, joint consultative committees, employee share schemes, and collective bargaining. On the other hand, involvement is much more individualistic and entails the conformance to organizational objectives at the behest of management control (Sturdy, 2001). Both of these concepts require upward and downward forms of communication to be achieved.
Electronic communication
Electronic means of communication are very popular in the business environment today. There are different methods that are entailed in the media including emails, videos, webcasts, webinars, podcasts, the telephone and teleconferencing. The use of electronic media can be important in reaching a singular or multiple audiences. The major advantage of this type of communication is that the information is quickly sent and received (Whittaker & Bradner, 2000). Once the recipient has gotten the message, then he/she can immediately give feedback. The other advantage of using electronic media is that the parties in the communication do not have to be in the same physical location. This means that individuals can work from their comfort zones and can transmit any information they have promptly through any of these media. Additionally, the use of this media eliminates time constraints. They can be used at any time of day or period of year so long as there is consensus between the parties. Global businesses particularly benefit from these media as people can work comfortably in their different time zones thus eliminating the need for travel.
Electronic communication allows for prompt exchanges between employers and employees where messages sent can get immediate feedback. This makes it possible for both parties are appraised on the current situations in the workplace. Teleconferencing, for example, allows for a simultaneous exchange between two or more parties regardless of their location around the globe (Lau et al, 2001). This means that where one party has an input that he/she feels is pertinent for the business, sharing is prompt and the reaction from all others can be immediately gauged. Another medium like webcasts allow for messages and/or large files to be sent to multiple parties promptly over the internet.
Most businesses have realized the importance of involving employees at multiple decision-making levels. This has led to the formation of numerous platforms where employees can place their inputs. The traditional phrase used for employers who were receptive to the opinions or complaints of their workers was ‘keeping an open door policy’. This concept is still in use today but has shifted from the literal meaning to a more advanced mode where managers or business executives receive the inputs of employees at any time on electronic media. Although this method has been successful in multiple scenarios, there are still businesses that have not yet embraced it. In tapping the ideas that employees might have, it is important to recognize their limitations. There are people who are naturally shy and who cannot openly share their ideas for fear of rejection. There are also those that are not as fast in their thought processes meaning that they may not have an idea until after a forum like a brainstorming session is over. In order to tap the potentials of these employees, electronic platforms come in handy. Employees can anonymously send their opinions, objections or simply thoughts about a given topic in the workplace at any time.
In teleconferences where only one speaker takes control of meetings and where the opinion of some of the attendees is required but is not forthcoming due to one reason or the other, some web software has been developed where contributions can be sent at the click of a button. Today, the global workplace is larger than the traditional one where people can be working together but may be miles apart. In such scenarios, there may be need for polls or elections or other activities that may require workmates to take a stand or favor a choice of opinions. In order to ensure that the choices are secret, electronic communication has developed software that makes anonymous contributions to the system instantly when prompted by a user. This ensures that all employees participate in the exercises without fear of reprisal. This stimulates employee involvement over the long term.
Another avenue through which electronic media allows for employees to be involved in the organization is through participation in online training programs. Instead of the training materials being availed to select groups of people in limited times and locations, electronic disbursement ensures that all employees get the materials aimed at improving their productivity. Where questions abound, online interactive forums can be used to promptly answer them.
Verbal communication
Oral communication is an integral part of communication in promoting employee participation and involvement. This is the most common way used to communicate in many workplaces. The spoken word has the advantage of directly making a point to a person where immediate clarification can be sought to ensure that both parties in the exchange are on the same page. In many communication media, the message is usually distorted after leaving the sender and before reaching the receiver (Tourish & Robson, 2006). Meaning is lost in translation and the transmitter’s own biases may come into the fore distorting the original message of the communication. Verbal communication ensures that there is no loss in the meaning of communications. In some forms, like face-to-face communication, both parties can also pick the nature of the message not only from the way the words are communicated but also in body language (Dumbrava & Koronka, 2009). This mode of communication is especially important where there is need for immediate feedback. However, the limitation of feedback given is dependent on the size of the audience.
Another important form of verbal communication is through the use of the telephone. The use of mobile phones has made communication easy and convenient. Feedback can also be promptly given in this type of communication. The use of verbal communication is one of the basic forms of human communication. It is therefore important in ensuring that there are desired levels of employee participation and involvement. When people are given the opportunity to directly express their opinions especially to people they consider their superiors, then they are motivated to work harder as they feel appreciated. It is therefore prudent that people in positions of responsibility in the work place come up with platforms where employee opinions are readily sought and considered. Most businesses, for example, have brainstorming sessions regularly in order to assess the organizational strengths and also debate on ways of improving performance. These sessions usually only include department heads as including everyone in the workplace may be counterproductive as not every person will have their opinions heard. Therefore, heads must have mini forums in their respective department to ensure that all employees are given the opportunities to express their opinions or air their disagreements or concerns. As a matter of business principle, supervisors, managers, heads of departments and other people in positions of responsibility must acknowledge the importance of enabling their employees to be more involved in the business as this is the ultimate ingredient for having a better working environment that fosters chemistry and in turn productivity (Houmanfar & Johnson, 2003).
Leaders must also be knowledgeable in the manner in which they communicate the inputs of others to their colleagues. If an employee generates an idea that is eventually implemented to the success of the company, then such employees must be rewarded in the full glare of others in order to foster participation. Communication, preferable, verbal in a general meeting will generate the right impetus for others to work harder in order to be awarded similar accolades. The advantage of verbal communication is that it is an ongoing process where there is a constant back and forth between two parties thus ensuring that a given topic is exhaustively discussed (Gerson & Gerson, 2007).
Paper-based communication
The world is constantly evolving with new problems arising. Presently, the major concern for businesses is their carbon footprints that directly contribute to global warming and pollution. One of the most popular forms of communication is ranked as being a contributor to environmental degradation. This is paper-based communication which has led to the cutting down of many trees in order to produce paper. Nonetheless, this mode of communication is still very popular although its popularity has been eroded by electronic communication. Businesses still find it prudent to communicate their most serious information through formal letters. The necessity of using paper-based communications arises where one party feels that his/her thoughts need to be uninterruptedly expressed especially where physical evidence of the communication is required (Ludden, 2007). Formal letters have been used to inform employees of: promotions, demotions, dismissal, discipline, transfer, wage increments and so on. In many cases, employees write formal letters to their bosses in order to complain about conditions of work, disagreements with others, discomfort, resignation or any urgent occurrences that may warrant unscheduled excusal from work. While some of these issues may be conveyed via electronic media or even by word of mouth, the necessity of having physical evidence warrants this kind of medium (Sinickas, 2001).
Formal letters convey a certain degree of seriousness in the matter being ventilated. A worker who receives a formal letter informing him/her about his/her promotion may change an aspect of themselves in order to reflect the new status. Communication of a promotion in a verbal form in front of peers may be effective as others will be made aware of the change in status but may not adequately motivate the specific employee to change his conduct. However, if such communication is given in form of a formal letter where the employee has to agree to certain terms and append his/her signature, then there is a transformation in that employee. He/she will feel much more senior and will feel that his/her involvement and participation in the company is valued. This is not an isolated case as all formal communication through letters is taken far more seriously and stimulates transformations in the concerned parties.
Just like in all other forms of communication, leaders must be tactful in order to ensure that the use of written communications is as effective as it can be (Eunson, 2007). Other forms of written communications that are also important in the workplace include memos, posters, reports, minutes and handouts. Reports and handouts can be avenues through which businesses can foster employee participation and involvement. This is because these forms of communications usually require a review in order to ensure that the information contained therein is accurate. Employees with certain responsibilities are required to provide written submissions of the progress they have made in their various tasks. These submissions may be made daily or may be after set period of time. These communication modes create avenues through which fruitful exchanges between employers and employees can be made. Here, employees communicate their competence and indispensability to businesses by ensuring that they meet the set targets or even exceed them. It is important to note that reports usually indicate the progress made in a business meaning that if they are not favorable, affected employees appear lax. Therefore, where a report is required, employees will work extra hard to ensure that they meet set targets.
Conclusion
Employers desire a workplace where there is participation and involvement of all employees. Human resources are still the most valuable resources in any business and maximizing them guarantees competitive advantage (Wynne, 1993). In order to stimulate employee participation and involvement, there must be effective communication between all levels of the business. Therefore, horizontal, upward and downward communication must be monitored in order to ensure that employees’ hearts and minds are tapped into those of the organization for maximum benefits. The three types of communication media discussed – electronic media, verbal media and paper-based media – have distinct advantages that they bring into the organization in ensuring that employees are motivated to participate in organizational decision making. The three types of communication should be crafted in a way that they allow for maximum participation regardless of location, time, level or responsibility. Each level of the business hierarchy should be tapped into all the communication media to ensure that they allow and promote workplace participation and involvement.
References
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