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COMMUNICATION AS INDISPENSABLE TOOL FOR
EFFECTIVE ADMINISTRATION
ABSTRACT
This research work is
a part of the requirement for award of National Diploma in Public Administration.
This research studies “Communication as an Indispensable tool for an effect
administration”. The essay contains three chapters, chapter one discusses the
objective of the essay. Scope and background of the study. Chapter two
reviewed, the related literature on the subject matter of communication, different
experts opinions were discussed and summary was made, while chapter three
summarizes, conclude and the recommendation were made.
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.
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 Britain
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
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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