It seems from your post that you are a student and want to know on the subject of communication skills.
Any employment or for that matter of fact any activity needs good communication skills,without which all activities go haywire.
Be noted that communication process has to been very critical in employments especially.
Simple example for this is a fresher or new employee needs to be communicated on his job roles. Here communicating means informing him of his role as well as his understanding and executing the job to the best possible fashion.
Many thanks for your response. I am not quite a student but have been working for the past several years in independent policy making. I wanted to understand what areas or aspects of communication do organisations want to focus on and where do the freshers or young employees generally lack. If you could speak from an organizations standpoint what issues you face, that would be extremely helpful
"What areas should us students be prepared for before venturing into organisations" this statement made me think that you are a student.
As stated by me earlier every step in the job needs proper communication.
It can be doing a job, reporting on the work closure,intimating a problem in work sphere,suggestions on improvement,coordinating with the rest members etc.
Training needs also depend on communicating the knowledge acquired or to be acquired in the interest of the individual and company.
Individual performance reporting or KRA,KPIs of employees also needs to be communicated in organizational context to know the achievements.
- They are unable to structure their thoughts clearly. The resultant communication lacks a coherent structure, a logical flow and is often stilted.
- Employees have to be taught the art of writing an appropriate subject line ( not a generic subject line) which will assist them keep in mind the crux of the communication and the key points to be outlined and emphasized.
- Anyone initiating the communication must learn to effectively close the communication, clearly outlining the response sought from the receiver.
- Every meeting must have a clear agenda and minutes/conclusion of the discussions must be circulated. Ideally the action plan, timeline and responsibility must also be spelt out so that there is no ambiguity regarding the follow up actions to be taken.
- Anyone attending a meeting must come prepared for his/ her contribution to the meeting. Far too often meetings are looked at as obligatory to attend but ineffective in outcome and most attendees treat it as such.
- All employees must be made aware that their communication should ideally communicate a 'we approach' (team contribution ) and must have a 'you focus' (receiver of the communication focus) so that the communication is most effective.
- Top management must clamp down on the tendency of corporate email communications being marked to a large number of recipients. This is the bane of corporate email communication simply because the facility exists and it is a safe way to 'spread the risk of outcome of the communication'.
- Having a clear 'Corporate Communication Policy' would help standardize the style, tone, response time of all communications.
Freshers and young employees are novice to the corporate culture and business environment hence they require complete overall know how about the working of organisation.
Employees usually lack in patience and are in hurry to climb the growth ladder,this makes them skip the very aspect of personality development.
While understanding communication it is vital that they be made aware of organisation structure, the way they are expected to approach and interact with various people in the structure.
Here most important is to learn how we speak,how we write and effect of being more precise and short in communicating.
Usually I believe in making short SOPs and instruction cards with easy to understand language and allow them to tick out the work done on day today basis.
Most important base to stat with is to ensure that basic discipline is taught to them from day one.
I have seen youngsters shy away from presenting their innovative projects and avoid lime light. Of course, in any organization, teaching English or communication skills cannot be expected. The persons concerned should realize their weak areas and try to learn in their personal time. However, organization can give them small assignments to help them hone their skills, say by advising them to prepare note sheets for proposals, to prepare minutes of meetings, reports on important incidents and ask them speak a few words on important occasions/festivals like Independence Day, etc. Here comes the role of a mentor who takes responsibility for grooming the youngsters.
Another area where these youngsters fail is in projecting themselves and their achievements due to lack of communication skills. A feeling of inferiority engulfs them at times. A mentor can take care of this.
I have seen mentorship programme in many organisations where mentors are assigned by top management. I am yet to see an organization where mentee chooses his/her mentor. That is the ideal situation.