Leadership And Business Management For Communicating Stakeholders

Formal methods for Communication:

Describe about the Leadership and Business Management for Communicating Stakeholders.

Team: Describe what would you do with your team to make sure everyone is communicated to

The most common and important elements for communicating stakeholders are determining the target audience. One should be deliberate and should identify known groups for determining unknown groups. It is going to be very tough for a company if they find that in a serious critical meeting, one of their main candidates was attending the meeting without any clue about the proceedings of the meeting, as he was not given any kind of information on that matter.  Documents should be developed in a proper manner and stakeholders should be communicated in an effective manner about all this. Following the ways mentioned below, one can easily manage to keep the communication active and ongoing (USCG, 1998)

Formal methods for Communication:

Formal Meetings: Formal meetings are one of the old methods of communication. These meetings can have varied facets depending on organizational structure. It depends on a person to maximize every minute of their time spent for having an effective dialogue. It is one of the effective way of communication as it enhances credibility and avoids misinterpretation (USCG, 1998)

Call on Conference: This mode of communication is becoming most common now days. This mode is beneficial as it saves time and expenses of travelling (USCG, 1998). Through conference call, one can talk anywhere, as one does not depend on voice intonation.

Letters: Strategy of sharing newsletters is one-way communication and it is often utilized in the way of email utilization, brochures and newsletters. One major weakness is that messages are delivered and one seems to be unable to gauge them (USCG, 1998)

Informal Methods

Hallway communication: These are such kind of meetings which mainly involve one to one communication mode, but in the  case, if an organization follows such communication mode then, it should be clear that they should not develop false expectation (USCG, 1998)

Meetings during unofficial Time: Meetings can be arranged after working hours where staff members can interact informally with seniors during lunch or dinner. These causal environment helps in bonding and gaining feedback (USCG, 1998)

Events of Sporting: Company can arrange for the badminton or golf games, where informally, staff members can interact with one another and can gain feedbacks (USCG, 1998)

Mails on voice: Emails often hold superiorities in comparison to voice mails but still, people prefer listening rather than reading (USCG, 1998)

Informal Methods

Staff should be provided with the opportunity to discuss issues related to relationship with fellow colleagues. Talking about an issue through the channels above can help in diffusion of negative situation before it gets out of hand. So, one should devise strategies for encouraging open communication. There should be commitment from the senior level managers to encourage open communication and discussion. By showing that management is willing to listen and bring about the  changes based on what staff has discussed, in that case the staff will become more open (USCG, 1998).

By establishing a good relationship with a manager, we can keep regular communication with him for achieving the desired goals and objectives. Business relationships are built upon openness, honesty, cooperativeness and productiveness (Regional Skills Training, 2010).

One will find that a manager, with whom we have to establish relation with, is mainly aware of the tasks of team which a team has to perform. People are found having no ability to work in team, as they are found working with people who normally does not believe in choosing friends in many cases. By incorporating the below stated   factors in communication, a team can effectively communicate its performance with a manager:

Clear: Information will be read by a manager only when he will be able to understand it properly. If the team is writing about its performance and the same is not clear to the manager, the communication is useless. Clarity can come out by selecting easy understandable words, being concise and importantly, understanding that even though one may understand what the team has written, the other party may not be able to do so. Therefore, it is necessary to write in a proper manner to make the manager aware about the correct position and performance standard.

Complete: Apart from being clear, information should be complete. One should be open and offer full information. One should not hold information or put any kind of opinions simply because the end user does not want to hear it. It is very essential that the information a team offers to a manager should be complete so that he/she does not take any kind of wrong decision.

Taking into account the end user: While one can find that information that a team is offering is not really what the manager is looking for or wants to hear, it is important to ensure that one takes into account the way the end user will respond to the given information. If it is not good information, be sensitive and attempt to make the information or your opinion easier for them to read.

Maintaining open communication with team members

Who and how can you work with team/management/ customers to get ideas on communication and team performance

The main elements of Project communication (University of Tennessee System, 2012)

Communication with whom: It is very essential to understand that all stakeholders should be informed about a project and all the necessary detailing related with it for the proper execution of the project. However, this kind of approach would mainly guarantee the failure of a project as, every stakeholder carries his/her own view and, meeting everyone’s demand is going to be very difficult. Some important stakeholders that must be taken into account are been illustrated below:  (University of Tennessee System, 2012).

Sponsors of Project: These are the main customers of any project with whom the managers have to communicate and share the information on timely basis. It is to be ascertained that every stakeholder under this category is been communicated in the manner he/she likes to be done with.

Members of the team: This is again one of the main popular groups of stakeholders. One might think of dividing the groups of teams in sub -groups on the basis of the role each of them possess. For instance, a manager can think of drafting separate communication mode for business analyst.

Customers: These stakeholders can be internal or external. They are not bothered about project communication until and unless a product is been delivered to them.

Partners in a company: These stakeholders are those people whose activity does affect the manner in which the project communication takes place. A partner may be someone who is working on a project or heading any team.

What is to be communicated: What information is to be communicated to which stakeholder should be considered in a proper manner and should be communicated according to the prescribed modes. The choice of communication of information cannot be done without any tool of project for gathering information

How to communicate: We can several different many mediums of commutation like face-to-face, intranet, internet or video conference.

Ways to maintain communication process for contributing to team performance

Clear Objectives: The overall objective needs to be determined which should assure that every member should understand the goal. A leader has an important role in communicating the clear picture of what organization expects from a team.

Appropriate Leadership: Leadership is considered as a shared function, which is based on the need of a task instead of consideration of formal role based on power.

Keeping regular communication with the manager

Suitable Membership: For a team to work productively, members must display the skills and experience and the right mixture of these for the task being undertaken.

Commitment towards team: Members of a team experiences real strength from membership and goal sharing. They will ready to invest energy in interest of the team

Supportive team climate: The order of maintaining communication process is to build supportive climate. Members should be asked to contribute in a mature fashion

Relationships with other teams: An effective team also invests its time and energy in developing ground rules for managing relationships with other team members in a positive and productive way.

Group behavior to build team cohesion

All of the assessment principle that applies to individual work applies to group work as well. Group of assessment has called for many challenges, however such objectives of assignment which assessor might wish to assess depends on team final design and report, their processes and both (Université Nice Sophia Antipolis, 2012).

Below are the ways for monitoring and evaluating whether group cohesion is working or not

Assess individual and team: An individual can mainly feel de-motivated when they feel that their success is very much dependent on the success of the team members and team performance. One single way of interacting and counteracting the hazards of motivation of group activities is mainly to assess the learning and performance of an individual in response to the output of group. Team leaders can take test for testing the learning knowledge of the individuals. There is no such breakdown in assessment section but still grading should mainly reflect motives for learning and motivating the kind of work one want to see.

Assessing process: In the case, when developing teamwork skills is one of the main objectives for the course, it is important for assessing student’s progress towards such goal. Processes can be accessed on the basis of number of dimensions like the ability of generating range of ideas, listening respectfully for disparate perspectives and communicating effectively(Niazi, 2011).

Making criteria and scheme of grading: It is very essential to illustrate the criteria of performance so that one can easily make out the difference between the expectations and decisive expectations (Smith, 2000)

What training/ mentoring or coaching can you do to help your team members reach their goals?

Training programs should be strategy driven: Trainers should be made aware of the fact that all training programs are required to be in line with an organization’s strategic goals(Harun & Mahmood, 2012).

Setting Criteria for defining success: Success of a training program should be measured against varied criteria’s(Vinesh, 2014).

Training programs needs to support the key strategies: While designing a training program, trainers should be made aware about the fact that learning is very much aligned and is directly supported by the structures of an organization (Nischithaa & Rao, 2014).

What were the resolution strategies you put in place for your team

Guideline establishment: Formal meetings were arranged in between the contracting parties for understanding the guidelines and defining the ways for meeting the same. Both the parties were asked to share their views calmly and unemotionally for effective outcomes(Rouge, 2014).

Keeping Effective and open Communication: The main objective in resolution of conflict was to have open communication in between the members (Jung, 2003).

Decisive Actions: After collecting the information, all parties should be involved in the decision making process (EDCC, 2011).

References

EDCC, 2011. Conflict Resolution Skills. EDCC.

Harun, M.Z.M.B. & Mahmood, R.B., 2012. The Relationship between Group Cohesiveness and Performance: An Empirical Study of Cooperatives Movement in Malaysia. International Journal of Cooperative Studies, 1(1), pp.15-20.

Jung, H., 2003. Conflict resolution strategies and no strategy and their Performance Models for Large Scale Multiagent Systems. University of Southern California.

Niazi, A.S., 2011. Training and Development Strategy and Its Role in Organizational Performance. Journal of Public Administration and Governance, 1(2), pp.42-57.

Nischithaa, P. & Rao, M.V.A.L.N., 2014. The importance of staff training in the hotel industry. International Journal of Business and Administration Research Review, 1(5), pp.50-56.

Regional Skills Training, 2010. Workplace Communication. Regional Skills Training.

Rouge, B., 2014. Effective Conflict Resolution Strategies. Louisiana State University.

Smith, J.L., 2000. Group Cohesion. AUBURN University.

Université Nice Sophia Antipolis, 2012. Team Building & Team Cohesion. Université Nice Sophia Antipolis.

University of Tennessee System, 2012. Communcitaion Process. Knoxville, Tennessee: University of Tennessee System.

USCG, 1998. Effective Communication. [Online] Available at: https://www.uscg.mil/auxiliary/training/tct/chap7.pdf.

Vinesh, 2014. Role of Training & Development in an Organizational Development. International Journal of Management and International Business Studies, 4(2), pp.213-20.