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COMMUNICATION AS
INDISPENSABLE TOOL FOR EFFECTIVE ADMINISTRATION
CHAPTER ONE
1.0 INTRODUCTION
As long as human being need each other in behaviour and
action economic activities as well as administration are becoming more and more
complex, organizations are lending towards grouping together, while in sit of
organizations are globally.
Institutions in the same group or ministries may frequently
be separated geographically by considerable distance. Often therefore, it is
impossible for a public organization and administrators to hold effective
meeting or to contact all interested parties.
Consequently a good communication becomes essential to the
effective operation of any organization or administration and institutions.
Levis and Buker (1983) defined communication as the conveying
of thought, opinions, desires and data to some one else but it more than just
an exchange of evidence. For the receiver must understand, communication to
effective whatever you say or write, thus, communication are concerned with the
successful transfer of message from the sender to the receiver.
Communication can also be seen as the process by which one
person (group) share and impact information to another person or (group) so
that both people and group can clearly understand one another.
Communication is the passing of information, news etc. the
various and felling from the person to another James etal (1990).
From there above therefore, it can be said that communication
is not just the giving of understandable information and receiving and
understanding the message thereby sent. Communication is the transmission of a
message from a source through a channel to a destination.
PW Atkuns (1987), To him communication could be verbal,
radio, written etc. He further stated that because human beings cannot survive
without communication more especially administration of nowadays.
Communication therefore exists everywhere and it has now
become an indispensable tool for effective administration.
According to Strams .G Sayles (1992) communication are
concerned with the eructation, transmission, interpretation and use of
information. Communication can be on a person to person basis, as when a boss
tells, some one what to do and when a subordinate report back to his superior
from this point.
Communication can also be on department/corporate basis in
all organization. When the various department interchange information from one
department to the other, reaction report, and comments that more or less
effectively up again.
1.1 BACKGROUND OF THE
STUDY
In a cross cultural study on communication involving the USA,
Japan and Britain it was discovered that communication breakdown was the simple
greatest barrier to corporate excellence. Inefficient communication in an
organization is symptomatic of a fairly corporate, chain. When the
administrators in an organization are friendly, and have a good working report,
communication tends to be very good but when the numbers of the organization
engaged to be mutual distrust, resentment, gossips or when there is a feeling
of incompetence and insecurity there is bound to communication breakdown, and
communication breakdown can lead to the downfall of every administrators,
management as well as an organization in general.
However, all the key functions of administrators and
organization such as planning, organizing, directing and controlling depend on
the effective form proper execution. The role of communication to
administrators is highlighted by the fact that in an empirical study it was
discovered that white-collars employed communicated. 70% of the time. These
involve any of the formal mean of communication listening, speaking, reading
and writing.
Directing as one of the key function of administrator it
requires effective communication from proper execution. All good leaders
encourage effective communication by having established channels (formal and
informal) means of transmitting information to people when the Leader, Set,
the, Pace for open communication by encouraging subordinate to be frank, by
soliciting information and sending with feed back he set a good organization climate for
administrators. In all enterprises, effective organization channel is requires
to transmit company policies, programmes rule and regulatory agencies and the
general public. It is through good communication with board of directors
management and administrators papers and
subordinate than an administration maintains good will grows and waxes. The
effect of communication in an organization can be measured in terms of attitude
and performance for it affect the moral of the employers and their attitude
toward the leadership or administration and consequently productivity.
The good administrator recognizes the fact that it has to
transmit skill and knowledge through the various mean or source of
communication to those the organization through it directing, controlling,
organizing, ability to decision making and coordinating techniques. Also the
quality of communication skill posses by the administrators determines his
degree of accomplishment. After all the primary function of an administrators
in the management of relation between the institution and it environment in the
over all goal of achieving optimal performance of the primary task of the
institution.
For administration the word communicator save two key
functions.
(a) It
provides a vehicle by which one can implement a plan for action coordinated
toward a common goal.
(b) It
provide a mean by which member of the organization can be motivated to execute
the plan willingly and enthusiastically.
Therefore, the issuance of orders and the elicit of participative
responses are totally dependent on communication.
1.2 STATEMENT OF
THE PROBLEM
The background of communication also include the statement of
the communication problem i.e communication is a two way traffic that is
information is not only from the supervisor or subordinates. It also emanates
from subordinate to supervisor in an organization. Communication does not only
between organization but information could also be passed horizontally, for
instance within institution from one department to another e.g in Kaduna
Polytechnic from the department of public administration to the department of
Local Government studies.
From the foregoing, it could be discovered that poor
communication be an institution or organization may lead to conflict at the
department or efficient and effective communication therefore these research
would examine erotically the following question otherwise referred to as
statement of the problem so as to establish fact about. The importance or
effective communication in an institution;
1. Do
management communicate to employee through the right channel?
2. What
method of communication does the management employed to reach all and sundry in
the institution?
3. Do
union leaders as representatives of the splices perform their link age role for
the interest of employee and management?
4. How
does the worker in different department share common views among themselves?
5. Why it
is that communication as a soul for any organization is not being effectively
use by management to bridge the gap between employees and the management more
especially concerning economic matter that may favour the employees.
For instance increase in pay or wages, bonus fringe benefits,
leave allowance etc. these and many other research question that are still
vital to the success of this project as well as beneficial to the researcher as
well as the institution that depend largely on the essence of effective
communication will be involved into course of this research.
Then this chapter cannot be complete without discussing one
of the different areas in an organizational communication.
This deals with his function. In Nigeria the conflict between
the supervisor and subordinate generally originates from the apparent failure
of the subordinate to carry out instruction completely. An incite supervisor
who find out his instructions have not been implemented reprimands, his
subordinate and call humans.
He could accuse him of being lazy, careless, checking in
imagination and common sense and a misfit in the organization. The subordinate
in the other hand will believes that he is innocent and does not deserve such a
castigation react un-lengthy and accuses his boss of special hatred for him and
all the people from his area and poses on his perception to all who like him.
This bread will fell mutual distrust and hatred that effect productivity and
administration function in the organization.
To avoid this ugly situation, it is important that healthy
man to man instruction be very clearly stated. This effectiveness of giving
clear instruction depends on the following.
(1) The
instruction should be complete and indicating what should be done, the quality
of performance desired and the time when the assignment is to be finished.
(2)
Compliance should be reasonable. That is with the capacity of the person
receiving the instruction under conditions prevailing at the time
(3) The
instruction should be clear by the executive giving the instruction that is the
ideas of his mind can actually be transmitted to the person being directed.
(4) The key
point of the major instruction should be put in writing (whenever
possible).
1.3 THE OBJECTIVES OF
THE STUDY
However from the
name above we refer to as the aims or what the communication want to achieve in
the field of administration, organization, as well as some of the institution.
Therefore, the
study of communication as an indispensable tool for effective administration
would be beneficial and the objective of many individual and organization.
1.3.1 Student
of public administration would find this scholartory work very interesting in
the course of the study on communication
1.3.2
More importantly, the entire tertiary institutions on Nigerian would
objectively find this study very informative and appreciate as well as a tool
for effective administration within their institution.
1.3.3
Lastly, is the researcher to acquire information about communication is
all about which included the importance, methods, patterns and barriers to
effective communication, a business and public service organization, or
administration.
1.4 SIGNIFICANCE OF
THE STUDY
The organization function by means of collective actions of
people et each individual is capable of taken independent action which may not
be reported properly to other people who ought to know about it. Good
communication are required to achieve a coordinated result.
Effective communication are to brings about good relationship
between individual workers and management, because his terms and condition of
work are clearly specified in his contract of employment and in employee
handbook..
Communication provides a suitable atmosphere for attainment
of organization goods, boosting and
morals of workers and higher productivity.
1.5 DEFINITIONS OF
TERMS
The following operation terms of ideas facts, opinions,
information and understanding it is the transfer or transmission of
information, and understanding from one person to another.
Communication may also be referred to as a meaningful
interaction among human being, more especially, it is also a process by which
meaning are read and perceived an understanding. A word communication can be
refer to as a transfer of idea from the sender to the receiver. Communication
can also be seen as an indispensable management tool. Any means that an
individual uses to transfer meaning, ideas, feeling, emotion or attitude, to,
other ,in, communication.
Effective: The accomplishment of the desired goal.
Administration: The framework of an organization under which
the employees work. It sees the day to day meaning of an organization.
Employees: The employees can be defined as the personnel who
are hired for a specific term or other wise for the performance of duties for
certain reward. Employees are manpower of any organization and they are
normally referred to as “The work force” that is human resources.
Transfer: The movement of an employee from one job to
another. One unit to another or one shift to another and may involve a new
geographical location. It may be imitated by the organization.
Demotion: This is a type of transfer involving a cut in pay,
status, privileges or opportunity. It may result from organization staff
reduction, disciplinary penalties, or the liabilities of the employees to
perform adequately in a particular job.
Promotion: this is a type of transfer involving higher pay.
Increased responsibilities, more privileges, increased benefits and greater
potentials.
Receiver: the person whom a message is sent
Communicator: The person sending the message
Jargon: Special language development by different.
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