Communication Strategies at Sydney University - Case Study Example

Organisational Communication analysis Report Student name Course name Lecturers name Date Introduction Communication structures within an organization could either be formal or informal. Those forms of communication that flow through a formal channel are known as formal communication while those forms of communication that go through the informal channels are called informal communication (Miller, 2005). Ideally, the communication structures within any organization follow a set of rules and frameworks that the management and the employees of the organization agree to adopt (Johnston 2016). The conscious choices of the organizational communication strategy will go along way in determining the culture of the organization. If an organization allows the communication for organization frameworks to develop randomly, that will end up in a less than efficient style of operation. This paper is going to describe the communication strategies of the Sydney University. The paper aims at analyzing the communication strategies employed by university amongst its employees and the management of the university using two theories including Frederick Taylor’s Theory of Scientific Management and Henri Fayol’s theory of Classical management theory. Observation The University of Sydney has a number of ways in which it communicates with its stakeholders in their day to day activities of the organization. The most common is the use of MEMOS and through emails and communication through their website. The communication in the university is done amongst the members of staff of the university as well as the members of staff and the students together with the outside world (Hayes, 2010). Analysis A number of management theories have in the past been advanced by scholars. To explain the manner in which organizations can achieve greatness and achieve its objectives. The theories have been advanced to touch on all the practices of management within an organization, part of which is the best communication practices by the organizations which include the University of Sydney (Pamela, 2006). The application of the scientific theory of organization The theory of scientific theory of management advanced by Fredrick Taylor for instance looks at communication as a tool that is designed to accomplish task and in such a case is considered one of the variables in an organization (Pamela, 2006). Communication in organizations were meant to be customized the same as tasks and jobs. Communication according to the theory recommends the training of workers that give instructions on their job descriptions (Johnston 2016). Communications were meant to be formal and interpersonal communication that brought together people for social purposes was to be discouraged. The theorists envisioned more information moving from the top level management to their subordinates other than in the opposite direction (Wrench et al., 2015). The theory is applicable in the university’s communication strategy in its day to day activities of the organization. The institution has from time to time been called upon to train their staff of their organization for proper dissemination of information and greater attention on the details concerning tasks that each member of the institution is supposed to play (Johnston, 2016). The insight we get from the theory as far as its applicability in the University’s communication strategy is that an organization that embraces the principles of scientific theory of management. That once communication is formalized and proper channels of communication is developed; the organization is definitely headed towards greatness (Pamela, 2006). The theory of scientific theory of management has a number of strengths whose application in an organization will lead to the achievement of organizational goals. For instance, the application of the theory will enable the scientific and selection of workers in the organization to enhance communication as well as organizational greatness (Dwivedi, 2011). Efficient communication techniques are also very important in the sense that it creates a harmonious relationship in the organization as well as reducing the cost of inefficiencies that are brought about by inefficiencies in communication (Pamela, 2006). The theory also has a fair share of weaknesses, and its application in the organization’s communication strategy might not yield the desired results (Wood and Wood, 2002). For example, these theory has is based on a single best method and can’t be applied in large organizations like the university of Sydney. The theory also advocates for the channeling of information from the top level management to the subordinates and not the other way round. This goes against the spirit of the dynamic business environment where one is free to pass information without having to go through the traditional bureaucratic channels (Pamela, 2006). The application of the Henri Fayol’s theory of Classical management theory theory The need for efficiency in communication was the basis of the Henri Fayol’s theory of Classical management theory school of thought. The top level management according to the theory is supposed to place their trust employees, who in turn will be required to feel free to air out their views to their superiors regarding the most important issues to do with the organization. The school of thought does not only acknowledge the need for informal groupings in an organization but also see them as one way of achieving perfection (Wood and Wood, 2002). The Henri Fayol’s theory of Classical management theory perspective recognizes both the formal as well as informal way of communicating that creates a network that can be used in carrying assignments and social welfare messages. Interactions amongst the members of the institution at all levels at all levels were expected to be extensive and friendly, with substantial cooperation throughout the organization. From the Classical management theory viewpoint, communication was vital to the use of human resources and good organizational decision making (Wood and Wood 2002) The insight that the paper comes across in the application of the Henri Fayol’s theory of Classical management theory is that organizations like the university can have a lot to gain by allowing their staff to participate in decision making of the institution by communicating ideas they have without any obstacles (Littlejohn & Foss, 2010). The theory has a number of strengths whose application in an organization will lead to the achievement of organizational goals. First, the application of the theory will enable workers in the organization to enhance communication as well as achieving organizational performance. Efficient communication techniques are also very important in the sense that it creates a good working environment in the institution especially because of the fact that the subordinates have the freedom to air their views of vital decision making (Littlejohn & Foss, 2010). The theory however has been criticized, these theories are based on an organization like the university of Sydney that can embrace a strategy that makes supervisors and their subordinates equal. The theory advocates for the channeling of information from the top level management to the subordinates and from the subordinates to the top level management (Miller, 2005). Recommendations about changes to the organizations communication 1. The organization should embrace contemporary methods of communication to enhance efficiency and a reduction in the cost of operations. This is a framework advocated for by Fredrick Taylor in his scientific theory of management on the need to constantly train employees on the emerging trends in communication (Littlejohn & Foss, 2010). 2. The organizational management should adhere to the recommendation of the Henri Fayol’s theory of Classical management theory that advocated for greater involvement in the communication strategy 3. The paper recommends that before adopting any communication strategy, there has to be deliberations amongst the stakeholders on the most efficient way of communication, this is informed by the fact each organization has its unique way of doing things that can enable them achieve higher productivity Salmon & Young, 2011). The effectiveness of the recommendations on the communication strategy will be evaluated by observing the effect that the new communication styles have on the organization. An effective communication strategy will enable timely dissemination of organization and less resistance to changes. Ineffective communication on the other hand is very much prone to resistances especially if the changes were not communicated in the right time (Salmon & Young, 2011). Obstacles that you will encounter if you were to implement the recommendations The major resistance to changes in forms of competition is resistance to change. There could be people in the organization that could be contented with the traditional way of doing things but are relevant (Steyn, 2004). The other obstacle is the failure by organizations to embrace the new techniques of communications that are cheaper and more efficient. There is also the issue of the choice of communication language that is applicable to everyone within the organization (Salmon & Young, 2011). How would you overcome these obstacles? The best way to overcome the obstacles to communication is proper planning. This involves the training of individuals who will be responsible for executing the incoming change. It includes updates on the use of modern communication gadgets before they are even introduced (Salmon & Young, 2011). The other way of overcoming the obstacles is that there has to be a positive shift in the communication methodology by investing in methods that are cheap and efficient (Miller, 2005). Conclusion In conclusion, the paper has been able to critically look at ways in which an organization like a university can effectively implement a way of communication that will enhance organizational productivity. Each organization has a way of identifying their best strategy depending on factors such as the cost of installment, the size of the company and the organizational structure. These are the factors that will determine the best strategy that will work best for each organization in their mission to improve on communication and by extension greater productivity. However, there is need to acknowledge the fact that commiunication theories like Frederick Taylor’s Theory of Scientific Management and Henri Fayol’s theory of Classical management theory play a key role towards effectiveness of communication strategies in any organization. Bibliography Dwivedi, R 2011, A critical study of organizational communication and organizational communication theories- A historical perspective, Russian New University, National University of Higher School of Economics and Russian Communication Association. Hayes, J.R. 2010, The theory and practice of change management, 3rd edn., algrave Macmillan, Basingstoke. Johnston, K 2016, Theories on communication in organizations, Retrieved from http://smallbusiness.chron.com/theories-communication-organizations-69478.html Littlejohn, S.W and Foss, K.A 2010, Theories of human communication, 10th edn., Waveland Press, London. Miller, K 2005, Communication Theories: Perspectives, processes, and contexts, 2nd edn, McGraw-Hill, New York. Pamela, S 2006, Fundamentals of organizational communication: knowledge, sensivity, skills value, 6th Edn. Chapter 3: Communication implications of major organizational theories, Pearson Education, London. Salmon, P and Young, B 2011, ‘Creativity in clinical communication: From communication skills to skilled communication’, Medical Education, 45(3), pp. 217–226. doi: 10.1111/j.1365-2923.2010.03801.x. Steyn, B 2004, ‘From strategy to corporate communication strategy: A conceptualisation’, Journal of Communication Management, 8(2), pp. 168–183. doi: 10.1108/13632540410807637. Wood, J.C. and Wood, M.C 2002, Henri Fayol: Critical evaluations in business and management, Routledge, New York. Wrench, J., Punyanunt-Carter, N. and Ward, M. 2015, Organization Comminication: Theory Research and Practice, Flat world Education, London. Read More