Introduction
Nowadays, human resources are no longer considered a normal resource like materials or finances in organizations. As society develops, the value of human beings becomes increasingly defined. Knowledge is becoming more and more valuable. This trend has led to a higher level of managing human resource requirements, especially for top managers. To run a business smoothly, sensemaking must exist. So how can managers make sense of their employees? Communication is the core factor!
Effective communication skills can elevate a manager’s power to a higher level. This essay will explore the strong relationship between communication and power, and how to gain power through effective communication strategies by analyzing the core of communication and power. Additionally, a case study in the final part of this essay will clearly illustrate this relationship.
Concepts of Communication and Power
Definition of Communication
Before delving further into this topic, it is important to first discuss the definitions of communication and power. Communication has always been present in every individual, team, and entrepreneur. According to Dale Carnegie (cited by Clegg in 2004), communication is the process of exchanging ideas, thoughts, and any information with different meanings through various channels such as words, email, gestures or signs. Everyone has their own thoughts and ideas that they may want to share with others. The act of sharing these thoughts and ideas is considered communication; however, the way each individual shares their idea may differ.
Communication can take many forms. Some people prefer to talk face-to-face using verbal language, while others rely on body movements and non-verbal cues to convey their message. The choice of communication method often depends on the situation. Regardless of the channel used, it is important that the information sender’s message is understood by the receiver; otherwise, communication becomes meaningless. Robbins and Judge (2009) define communication as the transfer and understanding of meanings, highlighting once again how crucial meaning is in effective communication.
Definition of Power
Another key point of this essay is power. Many people define power as B must do what A requires. However, in terms of human management, A has positive power when B volunteers to do what A asked and is influenced by A. Power is the prospect of a person to realize their own will in a social action, even against the resistance of others. Power can be far more positive and less mechanical when it shapes and frames what others want to do (Robbins & Judge, 2009).
Communication Functions
The definitions of communication above have already disclosed some of the reasons why organizations need to maintain effective communication. To gain power, a business must first maintain effective communication. The core question that links to the needed answer is how to do so, and managers should first understand clearly the functions of communication. Generally, there are four main functions that communication brings to an organization: control, motivation, emotional expression, and information. Firstly, communication helps organizations control their employees. Each firm has its own policies, strategies, cultures etc., which cannot be kept for itself without letting other people know; employees receive this information through communication.
By delivering clear business strategies, employees are more likely to follow them because they understand them. This allows the organization to effectively control its employees’ job performance. Additionally, informal communication between colleagues can help the firm monitor and manage employee behavior.
Another important function of communication is motivation. Encouraging employees through verbal or non-verbal language can boost their motivation and productivity in the workplace.
A has performed well for everyone, even though he may not have received a large bonus from the company. However, he still feels happy and motivated to work harder. In this case, the company is able to motivate A by giving him a sense of pride in his own accomplishments through his hard work. Additionally, effective communication within an organization can help create emotional expression for its employees. The workplace is where social interaction and relationships are maintained among colleagues. It is also a place where employees can share their emotions with each other through various communication channels.
Positive humor in the workplace can help alleviate stress for employees during working hours. Additionally, information is one of the most crucial aspects of communication, particularly when it comes to decision-making. All employees require access to information that supports their job responsibilities, such as statistics necessary for making project decisions. To ensure the accuracy of this information, individuals must communicate with others, and it is essential for firms to provide support in maintaining and providing data. Each function mentioned above has unique features that should not be considered more important than others. To become an effective communication organization or group, each function must be optimized to its fullest potential.
Communication Process and Channels
Communication Process
After clarifying the four main functions of communication, this paragraph will show how the process of communication works and its channels. Based on these concepts, managers can observe their own perspective in improving organizational communication. According to McShane, Charles W. L. Hill and Steven L. (2008), the sender first sets a message in their mind and encodes it into words, actions or signals.
Then, the sender will transmit the encoded message to the intended receiver through some channels. The receiver must understand or make sense of the incoming message and then decode it into something meaningful. The main point here is whether or not the receiver understands correctly what the sender wants to transfer, or if there is a breakdown in sensemaking. An example of this can be seen in Midwest Manufacturing Organization in the US (P. Robbins and David A. Decenzo, Robert Wolter, 2001). This company has restructured jobs and processes which has resulted in thousands of workers being laid off.
For the luckier ones who are still working at the company, their pay levels have either remained constant for several years without a raise or have even decreased. The organization has faced problems and someone decided to lay off employees again, but not everyone agreed with this decision. Finally, the company decided to reduce pay levels without disclosing its financial problems to employees. Communication became difficult and sensemaking did not occur. Employees are dissatisfied with the company’s pay level but were not given reasons for why they were treated this way.
Therefore, they began to steal anything and everything they could from the company. If the company communicates its troubles to employees, they might appreciate it and at least leave the company happily.
Communication Channels
When it comes to communication channels, there are generally two main types: verbal and nonverbal. Verbal communication involves face-to-face meetings, electronic mail, telephone conversations, written forms, and any other method in which the sender uses words to convey their message.
Nonverbal communication is the type of communication where words are not used to transfer messages, instead signals, symbols, body movements, etc. are utilized. Besides maximizing communication functions, managers must choose suitable channels to make the communication meaningful. There are two channels in organizational communication that organizations should consider before deciding how to deliver their message. The first one is a formal channel which is official and frequently used to communicate within an organization. It includes downward-upward and horizontal communication.
Downward communication is the process of information flowing from higher levels of management to lower ones. It occurs when employers want to deliver their mission, vision, expectations, job requirements, and other relevant information to employees. In contrast, upward communication involves the flow of information from lower levels to higher management levels. This type of communication typically includes project reports, feedback, and suggestions from employees to managers. Horizontal communication occurs among individuals who are at the same level within an organization. Additionally, there is informal communication which is unofficial and not established by managers.
Effective communication between individuals often leads to the creation of social relationships among employees. Formal communication is sometimes necessary to ensure accurate information exchange. A great example of maximizing information sources from employees is demonstrated by Jim Donald, CEO of Starbucks. He established close relationships with his employees, allowing them to know him well and be added to his personal network. This level of closeness resulted in employees sharing everything about the organization, including products and working environment, as if they were talking to a friend.
By doing so, he can gather a wealth of information that cannot be obtained through formal channels. By choosing the appropriate communication channel for each situation, it can be said that Jim Donald has gained power as defined above. His employees have been influenced and are willing to provide valuable information when asked by Jim.
Communication Barriers
Effective communication is essential for managers to gain power. To maintain such communication, they need to be aware of barrier factors that can affect it and take steps to avoid them. There are six biases factors that can create noise in communication: perceptions, filtering, language barriers, information overload, cultural differences, and gender differences (McShane, Charles W. L. Hill and Steven L., 2008).
People grow up in different environments, receive varying levels of education, and have unique social interactions. As a result, their evaluations of things differ from one another. In other words, their perceptions are distinct. Filtering can be easily understood as A saying what B wants to hear rather than telling the truth. Language barriers occur frequently, particularly between individuals from different countries.
For instance, there is a team working in an international organization. This team is a mixed group of employees who come from three different countries and speak different languages. Misunderstandings due to language barriers can easily occur among the members, leading to misunderstandings of ideas and thoughts.
Additionally, information overload can also be a hindrance to effective communication. When too much information is delivered, the receiver may feel tired or stressed and sometimes lose direction.
Each nation and religion has its own culture. Even every individual has their own values, and individuals often bring their values and culture into communication. That’s why culture also affects communication. The last barrier is the difference in gender. Males and females also have different adjustments to things happening around them. For example, males may prefer to take more risks than females, and if there is no agreement between them in a team working together, conflict will occur. Managers must be aware of these biases and avoid them if they do not want to lose power due to employee dissatisfaction.
Polyphony
Another important factor is polyphony, which should be used more in organizations to generate effective communication. Polyphony, as Clegg (2004) explains, is the process of producing creative outcomes by diversifying inputs. As previously discussed, cultural differences can lead to communication conflicts; however, different cultures can also create diverse ideas that help produce excellent and objective project results. Therefore, managing polyphony well is crucial for maximizing organizational talent and capacity.
Power Characteristics and the Relationship between Power and Communication
After discussing the importance of effective communication, let’s delve deeper into the power characteristics that influence purchasing decisions. According to DuBrin (2008), individuals have a need for power and seek to control resources such as money and people. Some strive for high positions in the workplace while others aim to be highly influential individuals. Power can be categorized into two types: legitimacy and uncertainty.
Legitimacy is the power that a manager has to use his official rights to force others to do what he requires. Unlike legitimacy, uncertainty is the ability to influence other people and have a strong voice in the team, organization, society, etc., by having unique skills. The power of uncertainty is where effective communication is most important. Even if a manager has the best skills in many fields, if he does not communicate well with employees, what he receives from them will be just willing speech but unwilling heart.” The right of a high position in a company can make employees scared and force them to comply but it cannot buy influence over them.
Case Study
To demonstrate the important role of communication in gaining power, we can look to the case of how Mohandas Karamchand Gandhi inspired Indian citizens to escape from Great Britain. Gandhi, considered the Father of India, was a powerful figure who gained respect worldwide by leading Indians in non-violent resistance against their colonial rulers. One particular case that illustrates the impact of communication on power is when Gandhi met with Darwen’s mill workers (BBC News, 2011). Upon arriving in town, he was greeted with great enthusiasm and welcomed as a god.
So why were they so admired like that? Let’s examine how he behaved and communicated with others! Guste Green, who was ten years old at the time, remembered that when she met Gandhi, he looked down at her, stroked her hair, grinned and held her. The way he handled her surprised her greatly and she could feel that he loved children. This proves that not only words can show one’s sentimental value but also nonverbal communication can do so. The point is how a manager shows their feelings; whether it is effective or not. Returning to the case, Green also mentioned that Gandhi never said a single word.
Undoubtedly, words are the most important factor that directly affects communication. Through his small actions, Gandhi had a strong impact on people’s minds. He made people believe in him and feel his sentimentality towards everyone. This helped him attract a lot of followers not only in India but also from all around the world.
Conclusion
In conclusion, for a manager to gain the best power, they need to be effective communicators by providing accurate and reliable information and choosing the right channels to deliver their intended message. They must also identify and overcome communication barriers while being an active listener. Additionally, it is crucial for managers to create a sense of understanding within the organization. Communication is the core tool that every manager must possess in order to maintain positive power.
References
- BBC News, 2011. When Gandhi met Darwen’s mill workers.” [Online] Available at: http://www.bbc.co.uk/news/uk-england-lancashire-15020097 [Accessed 25 March 2013].
- DuBrin, Andrew J., 2008. “Communication in the Workplace.” In M. Carnis, ed. Human Relations for Career and Personal Success. 8th ed. New Jersey: Person Prentice Hall, p.56.
- McShane, Charles W., L. Hill and Steven L., 2008. “Communication.” In Principles of Management. New York: McGraw-Hill Education, p.428.
- Robbins P., David A Decenzo and Robert Wolter, 2001. “Motivating Followers.” In G Baure, ed Supervision Today (6th ed). New Jersey: Pearson Prentice Hall, p214.
- Robbins Judge (2009), Communication in Organization Behavior (13th Ed.), Personal Prentice Hall; p385
- Clegg Stewart Kornberger Martin Pitsis Tyrone (2004), Managing Communications in Mangaging and Organization (3rd Ed.), SAGE Publications; p326
