The Organizations Objectives and Related Information or Communications - Assignment Example

Managing communication, knowledge and information Part A World Vision is one of the international non governmental organizations established to improve human lives in major parts of the developing world. This discourse tends to explain the organization’s objectives and related information or communications to enable it realize the stipulated objectives. The SMART Objectives To guarantee a near 80% self-reliance for impoverished communities, World Vision seeks to empower women from such communities through engaging them in SMEs by the end of 2015. World Vision is to ensure food security is bolstered through reclamation of 60% of arable land in marginalized areas where irrigation can be carried out. To promote justice for the vulnerable members in the society, World Vision would instigate the formulation of laws and policies which would issue tough punishments for the perpetrators of injustice. Such laws would be binding for global communities and individual countries. 1.0 The Overall Objectives 1.1: To show special concern to children and women around the world. Here the organization tends to liaise with the local authorities or government to improve the lives of children and women. It constructs schools, hires qualified teachers, provide food to malnourished children, and ensure children have access to clean and safe drinking water. World Vision sensitizes women on family planning issues, the right nutrition for children of different ages and ensures women rights are observed among other issues. 1.2: To serve the neediest and ensure transformation of everyone World Vision is always fast in identifying social, economical and social problems facing a certain group of people, and then provides approved solutions. Here, the organization does not discriminate against gender or age but ensures everyone is comfortable. Transformation here means changes to better individuals in the society. It entails counseling and rehabilitations among others. World Vision stands for highest standards of professionalism and financial accountability in their projects (Slack N et al., 2009). 1.3: To ensure justice to all human races. This is the most challenging objectives since it entails brushing shoulders with local authority and government. Although the organization is passive when it comes to politics, a time it tries to defend the oppressed, who are majorly children, women and the older adults in various parts of the country. World vision also comes to the rescue of oppressed Christians in regions dominated by other religions. 1.4: To respect the dignity as well intrinsic worth of every individual Here the organization ensures all its stakeholders are treated with respect and equality required. The stakeholders are the beneficiaries, the donors, the staff, the local authorities and volunteers. It also develop good working relationships which embrace participations which promote professional, personal as well as well spiritual growth among all the stakeholders. 2. Stakeholders These are the people whose efforts keep the organizations operational. 2.1 The donors There are the people who are moved to contribute some finances to keep the organization operational. They may be a group of Christians, individuals or even church members among others. World Vision donors are from all parts of the nations, although the majority is from Australia, United States of America and Canada among other nations. The donor’s leas with the top management team to ensure there are sufficient funds among other resources to enable it realize its objectives. The donors have the rights to communicate with the communities or beneficiaries’ representatives to ensure the projects are implemented as per the beneficiaries’ demands, among other important communications. The donors could be contacted through conferences, meetings, emails, teleconferences, Skype, letters and social media among others. Donors understand the need for woman to stand for one another (Wolf, 2014) 2.2: The beneficiaries These are the group of individuals whose lives are improved by various projects undertaken by the organizations. Although World Vision relies most on its researches to ascertain various problems facing the society, the beneficiaries are to remain open and communicate their concerns before any project is launched. Furthermore, they are expected to have a representative who may be a local authority to leas with the organization’s team members. The beneficiaries could be contacted through local meetings or gatherings among others. 2.3 Local authority The local government must permit all activities or projects undertaken by the World Vision. The governments still remain responsible for its people despite the aid or changes brought by the organization. The government has to ensure all projects are as per the stipulated national and international policies like Water, environmental, social and developmental acts among others. The government also takes care of the constructions or developments once commissioned by the organization. Local authority could also initiate governmental agencies or even convince other related non governmental agencies to join hands with World Vision and bring about the required developments. Local authority could be contacted through conferences, meetings, Official letters and emails among others. How to improve my communication skills and personal networking within the organization 2.4: Learning different beneficiaries’ languages The most important people in the world vision mandate are the beneficiaries. I would take a personal initiative and learn their language by creating time to mingle with them and learn more from them. Misunderstanding a community member or violating their beliefs could compromise the relationship between the beneficiaries and the organization’s fraternity. I could join them during their meals or even social activities like games and meetings and take that opportunity to learn the basics of their languages among other relevant things. I would ensure an ever smiling face and jovial heart while communicating with the beneficiaries and this would help me win their confidence and trust in me. 2.5: Using different communication styles in different scenarios. First I will have to show general respect to all parties within the organization to ensure smooth communication and interaction. Second I will ensure parallel communication to those above my standard or profession by referring them to sir, madam, mum or boss to show them respect. While in meetings, conferences or any other gathering; I will learn to recognize all present parties in the order of their seniority or age among other factors. Furthermore, I will try not violate any religious, political and social beliefs while putting across any important points within the organization. I will employ direct communication while dealing with my peers with regard to age and professionalism. 2.6: Good handshaking skills. For my personal networking, I will ensure I shake well the hands of relevant individuals or professionals to indicate my maturity and general respect. I will ensure I do that before and after the meetings and ensure exchange of business cards or even contacts (Girard, 2014). I will employ simple but comprehensive and respectful language to create a good image among other parties. PART B How to improve existing communication process within the organization 3.1 Organize training on modern communication technology and skills Currently, the organization relies on mobile phones, emails, teleconferences, physical meetings for communication. However, some projects are executed in remote regions which might have poor internet and mobile phones network coverage. The organization should train its staff on the use of satellite phones among other sophisticated technologies for easy communication. Furthermore, the organization should ensure there are sufficient of such communication gadgets within different project sites or communities. The staff should also be trained on effective and modern skills to help them demonstrate professionalism and respect while interacting with different personalities out of the organization (Business Essentials, 2010). The workers should be trained on the best ways to interact or communicate with the beneficiaries who are majorly illiterate. This will create confidence and better understanding between the two parties. The organization should also ensure each staff has the organization emails, through which important information could be passed. 3.2 Creation of more communication platforms World Vision should create active websites through which important information can be passed to the outside world. The Websites should be interactive through which queries from different stakeholders can be handled. Furthermore, the organization could create a website that specializes on information regarding completed projects and their overall ratings. This will help convince new donors among other stakeholders. Furthermore, it could take advantage of the current social media platforms like facebook, twitter and Google hangout among others to pass relevant information within and without the organization. Facebook and twitter for instance could be used to reach the literate elites like the volunteers among others (Boddy, Boonstra, Kennedy, 2004). However, the management team or concerned department should ensure secret information is not posted in such social pages for this may compromise the overall operation and existence of the organization. AN experienced team should be appointed to manage the organizations social pages, and they should employ respectful and professional language. The organization should also maintain the traditional notice boards to ensure the illiterate and the old who cannot embrace the modern technology are not disadvantaged. 3.3 Frequent meetings of the staff and the beneficiaries or community members The staff should meet with the community members at least once a week to discuss the work in progress and the difficulties experienced. Such meetings will motivate the community members as they seem part of the project. Through the meetings, they can identify the best ways to provide semi-skilled labor and other support. Such participation could move the donors and relevant stakeholders to contribute to more projects in the locality. The meetings should be handled in local languages where an experienced interpreter should be involved. The staff should also keep updating the donors and relevant stakeholders on the project progress and financial records to demonstrate accountability and win the donors’ trust. Such communication could be done through occasional conferences, teleconferences and project meetings among others. At times it is important to arrange with the donors’ representative to physically visit the project site and even interact with the community members or the beneficiaries so that he or she can confirm the details in the reports submitted by the World Vision’s staff. The use of diagram to demonstrate how information should passed in the infrastructure department. Before any infrastructure project is initiated, top management team must meet with the government authorities before such project is permitted The top management team could also meet the beneficiaries or the community members to understand the real problem to be fixed. The donors then leas with the organization top management team for financial assistance. Here the donors could ask for relevant documentations to indicate the need for the project. The top management team later leas with the finance team who draws relevant budgets and plans to guide to help in the implementation. The finance team then communicate to relevant engineers who later leas with the contractors, consultants and project managers among other professionals. The engineers will then interact with staff from the infrastructure department for regular updates and for orders to keep the project in motion. When the project is complete the donors and relevant government agencies or authorities will have to be informed for the commissioning. Otherwise, under normal circumstances, the department leader will reach the supervisors who in turn reach other staff members. The department head could also reach the rest of his or her staff through notice boards, meetings, emails and even social pages among others. References Business Essentials - The Management: Communications and Achieving Results Course Book ; BPP Learning Media (1 Aug 2010) ISBN-10: 0751790427, ISBN-13: 978-0751790429 Textbooks Boddy D, Boonstra A and Kennedy G — Managing Information Systems; An Organizational Perspective ( Financial Times/ Prentice Hall; 2 edition (1 Dec 2004) • ISBN-10: 0273686356 • ISBN-13: 978-0273686354 Girard, K. (2014, Feb 3). The Tricky Business of Managing Web Advertising Affiliates. Retrieved from Working Knowledge: www.hbsworkingknowledge.hbs.eduHarvard Business Schoolwww.managerwise.comProvides information on management practicehttp://www.smallbusiness.co.uk Slack N et al — Operations Management ( Financial Times/ Prentice Hall; 6 edition (16 Dec 2009) ISBN-10: 0273730460, ISBN-13: 978-0273730460 Wolf, M. (2014). If Robot Devides us they will conquire. The Financial Times . Read More