The efficiency of administrative communication in 2021

Posted on Jul 12, 2021 at 06:07 PM

Administrative Communication with high efficiency generally has the following characteristics:

- It's quick, provides, records, and allocates information feedback to a particular person. The form is suitable to its subject, easy to keep in mind, impacts behavior, and has a low cost. The speed of the transmission of information depends on the means used.

- Oral means of communication provide information that helps parties to react correctly and complete communication processes successfully. Some means of communication may be in records and files such as letters, notes, and reports.

- Communication Skills have an essential role within departments.

The importance of communication to management and manager:

 Managers use communication in managing their management activities, achieving business objectives. However, the communications help to do the following:

• Identify problems and how to be solved. 
• Assess performance and work productivity.
• Coordinate between different tasks and units.
• Identify standards and performance indicators.
• Issue commands and instructions.
• Lead and guide employees.
• Motivate employees.

The elements of connection are: 

1- The sender: the first and basic party in the communication process. He transmits ideas and information to the other party.

2- The message: it is the transformation of ideas into a set of symbols that have a common meaning between the sender and the receiver. include words, movements, sounds, numbers, images, facial expressions, body, handshake, etc.

3- The means: there are many means of communication, the most recent is via the Conference by voice and live image, or the internet lives or written. Other means include traditional or oral communications such as interviews, meetings, committees, telephones, etc.

4- The receiver: the other party receives the message, chooses and organizes information, and tries to interpret it and give it meanings and connotations. the elements of personality, motivation and learning determine what the receiver understands the ideas and information sent to him.

Communication barriers:

The communication process is subject to some barriers that affect its efficiency and confusion in the communication process. Therefore, communication barriers can be divided into:

 - Barriers of the sender: The sender's errors misunderstand the individual or psychological factors that affect the form and volume of ideas and information conveys to the receiver, such as experience, learning, understanding, cognition, personality, emotional and mental processes. The mistakes made by the sender are: 

• The sender's motives affect the nature and volume of information he sends to the receiver. 
• He believes that his behavior is reasonable and objective.
• His actions are often for his benefit and not for the help of the work.
• The emotional state of the sender affects the form of knowledge he has.
• The beliefs of the sender and psychological tendencies affect the structure of knowledge he has.
• Personal judgment, assessment, addition, deletion, and change made by the sender of the information he has.
• The belief that the receiver understands the information in the same way as he does.

- Barriers to the message: The most important effects that the message is exposed to during its formulation are Poor comprehension or understanding of the information in the message, The Inability to choose easy and expressive words, and The inability of the sender to enhance the meaning of the message with certain facial expressions or body movements.

- Barriers in means of communication: here are Some barriers found in the means of communication:

• Choosing the means of communication that are not suitable for the subject.
• The means of communication are not appropriate for the time available for communication.
• Choosing means of communication that are not suitable for the individuals in charge.
• The sender does not follow the official procedures in the use of the means of communication.

- Barriers of the receiver: The receiver makes errors when he receives information sent by the sender, and the receiver's errors are similar to those of the sender.
- Barriers in the communication environment: The following are the elements of the communication environment and their errors:

• One or both of the contacts are unaware or do not understand the common objectives of each other.
• One of the contacts whose objectives conflict with those of the other party in the communication.
• One or both parties do not understand the benefits of making contact.
• One or both parties do not understand the adverse consequences that will affect the administration and others due to poor communication.
• The lack of innovation and reinforcement of the environment (by leaders) frustrates communication processes.
• The lack of justice and trust in the environment (by the heads of the organization) frustrates communication processes.

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