Integrated Management Project

Anonymous
timer Asked: Dec 26th, 2018
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Question description

I have work around 3000 word needs to be modified ( the topic : identity the problem in my organization Information Technology Authority throughusing tools like fishbone analysis and the 5 whys this tow tools must be implemented.

the problem will be poor communication

Running head: POOR COMMUNICATION 1 Poor communication Name: Professors name: Course: Date: POOR COMMUNICATION 2 Contents Introduction .................................................................................................................................................. 4 Organization background.............................................................................................................................. 4 Causes of Poor communication .................................................................................................................... 4 Poor communication resolution ................................................................................................................... 6 Arrange for communication time regularly .............................................................................................. 6 Discover and Share ineffective and effective behaviors........................................................................... 6 Conduct a survey to collect data............................................................................................................... 7 Gather support by speaking to fellow employees .................................................................................... 7 Handle the issue openly and immediately................................................................................................ 7 Have clear expectations ............................................................................................................................ 8 Enhance the listening skills ....................................................................................................................... 8 Respect and recognize personal differences ............................................................................................ 8 Reasons for solving poor communication at ITA .......................................................................................... 9 Identify critical areas and pinpoint key issues for action.......................................................................... 9 Set up a baseline ....................................................................................................................................... 9 Make decision wisely ................................................................................................................................ 9 Ensure the audience needs and wants are met........................................................................................ 9 Control communication resources.......................................................................................................... 10 Express the obligation to change ............................................................................................................ 10 Enhance accountability ........................................................................................................................... 10 Effects of poor communication .................................................................................................................. 10 Stress ....................................................................................................................................................... 11 Unmet expectations................................................................................................................................ 11 Relational breakdown ............................................................................................................................. 11 Low morale ............................................................................................................................................. 11 Dissatisfied entities ................................................................................................................................. 12 Bottom line ............................................................................................................................................. 12 Family stress............................................................................................................................................ 12 Health ...................................................................................................................................................... 12 Improving communication .......................................................................................................................... 13 POOR COMMUNICATION 3 Conclusion ................................................................................................................................................... 13 References .................................................................................................................................................. 14 POOR COMMUNICATION 4 Introduction Poor communication refers to a lack of proper slang; accent or language as one speaks. Information Technology Authority (ITA) is encountered with the problem of poor communication. Poor communication in an organization is often improved through a continuous workout or practice soft skills such as the use of the 5 whys which is a soft approach (Okoro, 2017). Staff complaint among not understanding each other or there team leaders even the project takes different path rather than expected, When reviewing the topic, we discover that there has been poor communication between staff or project managers . Therefore the paper focuses on causes, effects, techniques, reasons for solving poor communication in Information Technology Authority. Organization background In 2006 according to the Royal Decree (52/2006) Information technology Authority (ITA) established as a government entity rolling to drive E-Oman strategy to assist the ICT sector within the county. Causes of Poor communication Poor communications in ITA may lead to confusion, frustration, tense and friction environment wherein persons loose motivation to inspire and productive to collaborate. The loss of motivation in the workplace ought to affect how the employees in the workplace relations with the potential entities as well as the existing organization. The occurrence of poor communication cannot be pinpointed on one major issue that causes it. Therefore ITA is affected in by poor communication and therefore there are some causes of poor communication. Some of the common causes of poor communication in the organization include the lack of clear objectives, poor leadership, cultural diversity, employees’ demoralization, and personal issues. Lack of clear objective involves a situation whereby the department does not set the required goals and objectives of the organization. The employer doesn’t involve the employees with face to face discussions for the employee to go through the job expected roles and POOR COMMUNICATION 5 expectations. The lack of clear objectives on the organization leads to frustrations and confusion and thus causing underperformance among the employee (Prakash et.al, 2018). Apart from the expectations in relation to the employee position, the staff also needs to know the goals and the purpose of the organization. ITA has poor leadership and thus giving the wrong direction in the workplace. The employees look for the managers and the leaders for direction. However, in the occurrence of poor leadership, the communication in the organization deteriorates. Poor leadership in the organization leads to an indecisive and incompetent operation that is unable to motivate the employees. The poor leadership is often poor at communication and thus unable to clarify and answer questions and thus the subordinates end up being more frustrated and confused than at the start. Cultural diversity refers to the existence of different ethnic or cultural groups within a given society. The work environment gets more diverse and the world becomes small in various ways such as globalization. Therefore the organization has different employees from different genders, religious beliefs, races, and cultures. However, the diversity in the workplace results in poor communication. Individuals from different background end up passing the messages and information in a different way and different nonverbal cues. However, the interpolation of the information in the organization ends up being different. The other cause of poor communication in the organization is when the employees are demoralized. Demoralization of the employees involves lack of interest in the firms' operation (Stowel, 2012). Demoralization of the employees leads to staff feeling disregarded, disrespected, unappreciated, and unvalued despite their talents and capacities. A demoralized employee tends to be irritable and unproductive and thus the employees tend to look for opportunities in other companies rather than focusing on the improvement of the organization. Some employees in the organization are affected by their personal issues and thus leading to poor communication. The personal issues that affect employees include divorce, death, and stress and thus the employee doesn’t concentrate on the assigned work. As a result of personal POOR COMMUNICATION 6 issues and distraction, the employee ends up responding in a negative way and communicating wrongly. Poor communication resolution The company ought to make use of the 5 whys to resolve the problem. First, the company should invite all the affected individuals in the company to resolve the poor communication problem. Select a leader of the meeting to assist in resolve the problem. The leader will lead in identifying the 5 whys of the meeting and allocate the solution that the members of the group ought to come up with. For example, ask 5 whys to poor communication in the organization. After asking the five whys come up with solutions which ought to act as corrective actions. Finally, share the solutions to every member of the group as a result of the five whys. The solution to communication barriers involves various techniques such as arranging communication time regularly about what is not and what is working. The first issues to be presented ought to be less- controversial, simple and safe. However, the success of the problem is dependent on the leaders’ commitment and willingness to make improvements (Okoro, 2017). The problem between great and good on addressing poor communication is dependent on how respectful and rapidly the problem gets resolved. The company ought to adopt the following techniques to solve the problem of poor communication; arrange for communication time regularly, discover and Share ineffective and effective behaviors, conduct a survey to collect data, gather support by speaking to fellow employees, handle the issue openly and immediately, have clear expectations, enhance the listening skills, and respect and recognize personal differences. Arrange for communication time regularly When an issue arises due to poor communication, the department has the obligation of writing a brief report about the problem, identify possible effects and a possible solution. The manager and the employees should find time to discuss the problem. Discover and Share ineffective and effective behaviors The approach involves the team members and individual managers in the organization. Therefore the organization has the obligation to identify the behaviors that are missing, working and not POOR COMMUNICATION 7 working on all levels (Okoro, 2017). After the identification of the behaviors, plan for a conversation involving an observation as well as a question. For example, “it has come to my notice that when an individual comes up with concern about the progress of the project, you tend to ignore until when you feel ready to handle the issue. By the time you are responding to the concern, the project is already gone too far. Is it ok for us to discuss the problem and try to come up with a possible solution?” the team leader or the manager should first start with themselves on the behaviors before approaching other employees. Conduct a survey to collect data One of the techniques in which to acquire the attention of technician and managers is to share data. For the company to obtain significant and sufficient data, it ought to conduct a survey. Conducting a survey in the company ought to help identify the problems and possible solution. When an undertaking the survey the company should consider some questions such as; What behaviors will help the company get work done? What behaviors affect work? What are the possible techniques for improving work in the team? Gather support by speaking to fellow employees Getting attention from the management one ought to gather support from other employees. The complainant should talk to other employees and see if they have the same frustrations about the issue and then come up with a possible solution. Eventually, the team should identify some individuals to present the problem and solution to the manager ensuring that the selected individuals should ensure the manager doesn’t feel outnumbered and overwhelmed. Handle the issue openly and immediately When a conflict occurs in an organization, the members involved should take action openly and immediately to solve the problem. The problem should be addressed as soon as possible to avoid eroding and fostering the credibility of the company and leaders culture. Fast resolution of the conflict encourages a sense of harmony in the company and leaders should participate in an open dialogue during discussions. According to Author stated that identifying POOR COMMUNICATION 8 the source of the issue in the organization involves less detective work as well as honest conversation. The organization should get information through different questions such as opinion based, fact-based, closed-ended and open-ended questions. Have clear expectations A team should manage expectations in terms of what one expects from the team as well as what other team members expect from an individual to enhance good communication (Okoro, 2017). Therefore for effective communication, the team should clearly express and define what is expected of every member (Stowel, 2012). For example at Information Technology Authority in Oman, the managers have the habit of delegating duties to their juniors but fail to communicate what is expected in terms of quality, format, timeliness and other requirements for the work. On the other hand, the employee to does not get concerned to ask what exactly is required on the specific task which was ultimately unclear and effectively unspoken. Therefore the manager ends up feeling that the employee did not follow the instruction and the employee feels that he or she wasted effort and time. The individuals in the company including the teammates and the manager if they don’t have the know-how of what the organization expects then conflict and confusion may result. Therefore the organization should set the expectation from the beginning during interviews as well as the initial days of employment. Enhance the listening skills The company should set up a forum whereby by the individual share and listen to each other’s opinion (Stowel, 2012). Persons have the tendency of reading or hearing from others and thus eventually they listen to what others have to say. Individuals mind during speaking tends to wander especially in a team setting and sometimes forget almost immediately of what they had heard. Therefore to resolve the problem it is advisable that the individuals communicate honestly and clearly as well as listen to others. Respect and recognize personal differences Opposing work styles, behaviors and viewpoints ought to lead to more misunderstanding and arguments among colleagues (Prakash et.al, 2018). Clashing personalities in the major POOR COMMUNICATION 9 problem of poor communication and therefore the team members should recognize and respect the differences. Every individual experience and sees the world in a different manner using own culture, individual diversity, values, and experiences. Individuals interpolate what they have seen or heard, draw conclusions and give it a meaning depending o the experiences. Identifying the differences among others makes discussion easy and thus easy to resolve the conflicts. Reasons for solving poor communication at ITA Identify critical areas and pinpoint key issues for action Solving the problem leads to understanding the extent and existence of communication breakdown, which identifies what issues ought to be solved. Through advanced statistics company is able to know to begin to improve or impact the particular outcome. Therefore the company is able to address the important areas be it a particular attribute like completeness or timeliness, or an opportunity like how the managers communicate. Set up a baseline Effective communication in an organization requires a baseline to measure the success and progress, of the poor communication problem. Having a baseline provides a benchmark for future research to identify what is working well as well as the strategies to adopt. Make decision wisely Majority of the top management leaders tend to demand facts to support communication recommendations. Measurement ought to show the numbers of individual efforts, file effort, as well as assist leaders, understand why and how to make the right decisions that ought to assist the company achieves communication and business outcomes. A smart decision also facilitates to reinforce and build the case for the company resources in terms of money and people. Ensure the audience needs and wants are met Communication measurement identifies if the staff has received as well as understood the messages sent and whether the channels of communications used are effective to pass the message (Okoro, 2017). The results of communication measurements assist the company to POOR COMMUNICATION 10 focus on and modify future communication. The measurement also ensures the employees who listen well and take a course of action after receiving feedback. Control communication resources With the appropriate, the company has the ability to understand the working of the communication in the various departments, employee level, functions, divisions, geographies and use the feedback communication resources (money and people) in an efficient way. Additionally, an individual can opt to bring to an end what is not working and save or reallocate resources. Express the obligation to change When a company is committed to enhancing communication, measuring is a sign of change and employees value commitment. Therefore a company needs to show progress by doing something with the information as well as supporting change. Enhance accountability Managers and leaders need to pay attention to when and how to engage employees to avoid being judged on the basis of their communications efforts. The communication measurement assists in identifying where the communication does not work and where it works in a company. The measurement helps the company to follow the right track to effectively engage and connect with the employees. Effects of poor communication Communication is an important aspect of life, especially in a company where remote work, technology, and teamwork are common (Stowel, 2012). The ability of the company to exceed goals, meet deadlines and thrive, solid relationships and communication system ought to be in place. The breakdown of communication leads to a breakdown of the company. Poor communication leads to some problems such as chronic workplace problems, health concerns, family problems, dissatisfied problems, dissatisfied entitiess, low morale, relational breakdown, unmet expectations, and stress. POOR COMMUNICATION 11 Stress Increased stress at the workplace is a clear indication of communication problems. poor communication in a result to an individual feeling that the tasks assigned are urgent and thus leading an individual feeling less on humor, overworked, tensed and in a hurry (Prakash et.al, 2018). Good communication enhances a sense of predictability and stability while poor communication causes tension and fear, which affect efficiency on production. Unmet expectations Poor communication leads unmet expectations as the employees miss deadlines, employees don’t understand their roles and entitiess miss appointments. When the staff has the problem of identifying their priorities they end up selecting the wrong priorities and thus disappointing and annoying heir supervisors. The absence of clear communicated priorities and expectations, it is impossible to identify how and where to finalize the project efficiently. Relational breakdown When an employee opens their email and gets accusatory emails from a boss, or a colleague, they end up feeling helplessness, fear, anger, hurt and frustrated due to unhealthy communication at the workplace. Instead of the email enquiring on the progress of the project, goals, and priorities, the message reads in a demanding and accusatory tone. Therefore the previously good relationship with the sender of the email ends up being strained, and one would rather avoid the other one instead of talking and finding a solution to the problem. An individual might feel uncertain about resolving the conflict due to the fear of losing the job. An employee may also feel the absence of fulfillment or insecurity in completing the routine tasks and thus the feelings end up affecting the productivity of the employee. Low morale When employees are affected by intense emotions they tend to spend more time on emotional management. More time spends on emotional management leads to a decrease in productivity and thus the success of the business decreases. When the company relationships are affected to the point of no repair, employees are unable to work together as they have trust issues and thus unable to meet the set deadlines. The failure to meet the company deadline causes the POOR COMMUNICATION 12 employees to feel bad about their performance and thus the company and the teams are unable to meet their potential. Dissatisfied entities Complains about dissatisfied entities’ is a clear indication of poor communication. The failure of the team to meet appointments or deadlines, the managers get stressed and frustrated and eventually the entities get frustrated. Bottom line When entities’ expectations and demand are not met they tend to move to other companies and thus loss of income (Prakash et.al, 2018). In addition, failure to meet entities expectations and poor communication may lead to legal action and thus cost the company more money. Poor communication might result in increased employee turnover, which leads to increased cost of hiring and training for new employees. Unclear purpose and lower productivity, poor communication causes the company to pay workers who did not spend their hours efficiently, affecting efficiency, costing money and preventing the company from getting to its financial potential. Family stress A stressed employed stay stressed all day at work and eventually go home stressed and thus affecting their family. Rather than the family having a parent or spouse who is thankful or energetic, the family ends up having someone who has many emotions. An individual might end up has conflicts at home or feel guilty because of the level of stress or tension. The stress affects the employee the following day and thus not able to go ahead. Health The failure of things working in the right at home and at the workplace it leads the employee experiencing physical or mental health problems. Chronic health issues and mental health problems often develop when a person is stressed, especially if the employee does not have a way for stress relief, lacks emotional management techniques and is unable to take care of themselves. POOR COMMUNICATION 13 Improving communication Poor communications tend to influence the bottom line, health, morale, deadlines and stress levels negatively while good communication ha a positive as well as a healing effect (Stowel, 2012). The individuals in the company should write out project and job descriptions clearly and keeping on following on the progress. Make use of messaging apps and emails in a wise manner. Treat other employees in the company with kindness that you expect them to give you The management should create a list of task based on their priorities especially when there is not enough time. Acquire active listening skills with fellow employees and have the best entitiess’ intentions. Create a habit of celebrating progress and accomplishments. Conclusion Poor communication often affects the operation of Information Technology Authority in Oman in variety of ways .poor communication in the company is caused by a number of factors such as lack of clear objectives, poor leadership, cultural diversity, employees’ demoralization, of personal issues. The company ought to adopt the following techniques to solve the problem of poor communication; arrange for communication time regularly, discover and Share ineffective and effective behaviors, conduct a survey to collect data, gather support by speaking to fellow employees, handle the issue openly and immediately, have clear expectations, enhance the listening skills, and respect and recognize personal differences. The problem needs to be addressed the failure to which the issue may lead to some effects. Some of the effects include stress, unmet expectations, Relational breakdown, low morale, dissatisfied entitiess, bottom line, family stress, and health issues. POOR COMMUNICATION 14 References Okoro, N. (2017). Strategies for Remedying Poor Communication Skills of Students. International Journal of Communication, 6(1). POOR COMMUNICATION Prakash, T., Philip, J. M., Abraham, H. M., Venkatakrishnan, C. J., & Chandran, C. R. (2018). Attitude toward dental communication skills among students in a south indian dental college. Drug Invention Today, 10(8). Stowell, F., Welch, C., (2012), The Manager’s Guide to Systems Practice: Making Sense of Complex Problems. Wiley Easterby-Smith, M., Thorpe, R., Jackson, PR., (2012), Management Research, Sage Saunders, M., Lewis, P., Thornhill, A., (2012), Research Methods for Business Students, Pearson 15

Tutor Answer

TutorAR
School: Purdue University

Hi, Find attached the paper for your review.Let me know if you need anything edited or changed.Looking forward to working with you in future.Thank you.
Attached.

Running head: POOR COMMUNICATION

Poor communication
Name:
Professors name:
Course:
Date:

POOR COMMUNICATION

Contents
1.0 Introduction ............................................................................................................................... 4
2.0 Organization background .......................................................................................................... 4
3.0 Statement of the problem…………………………………...…………………………………4
4.0 Causes of Poor communication ................................................................................................ 5
4.1 The 5 Whys of poor communication………………………………………………………….5
4.2 Fishbone analysis of poor performance…….…………………………………………………8
5.0 solutions to poor communication in ITA .................................................................................. 9
5.1 Arrange for communication time regularly…………………………………………………9
5.2 Discover and Share ineffective and effective behaviors ..................................................... 10
5.3 Conduct a survey to collect data ......................................................................................... 10
5.4 Gather support by speaking to fellow employees ............................................................... 10
5.5 Handle the issue openly and immediately ........................................................................... 11
5.6 Have clear expectations ....................................................................................................... 11
5.7 Enhance the listening skills ................................................................................................. 11
5.8 Respect and recognize personal differences ........................................................................ 11
6.0 Effects of poor communication ............................................................................................... 12
6.1 Stress ..................................................................................................................................... 9
6.2 Unmet expectations ............................................................................................................. 10
6.3 Relational breakdown .......................................................................................................... 10
2

POOR COMMUNICATION

6.4 Low morale ......................................................................................................................... 10
6.5 Dissatisfied entities ............................................................................................................. 11
6.6 Family stress ........................................................................................................................ 11
6.7 Health .................................................................................................................................. 11
7.0 Reasons for solving poor communication at ITA ................................................................... 15
7.1 Identify critical areas and pinpoint key issues for action .................................................... 15
7.2 Set up a baseline .................................................................................................................. 15
7.3 Make decision wisely .......................................................................................................... 15
7.4 Ensure the audience needs and wants are met..................................................................... 16
7.5 Control communication resources ....................................................................................... 16
7.6 Express the obligation to change ......................................................................................... 17
7.7 Enhance accountability ....................................................................................................... 17
7.8 Improve communication ..................................................................................................... 17
8.0 Conclusion…………………………………………………………………………………...17
9.0 References…………………………………………...……………………………………….18
Diagrams and figures
Fig 1: The 5 Whys of poor Communication…………………………………………………… 7
Fig 2: Fishbone Analysis of Poor Communication ……………………………………………9

3

POOR COMMUNICATION

1.0 Introduction
Poor communication among the staff and project managers in ITA has led to a decline in
the overall productivity leading to lower performance. Poor communication in an organization is
often improved through a continuous workout which is a soft approach (Okoro, 2017). Staff
complaint among not understanding each other or their team leaders has led to poor
communication.
This paper, the...

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Anonymous
Super fast turn around time. Very impressed and will use Studypool again if I need a quick job. Communication was a bit tough but not unbearable.

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