NORTHERN CHRISTIAN COLLEGE

“The Institution for Better Life”’

GRADUATE SCHOOL
Laoag City

Course: EDUC 210- ORGANIZATION AND MANAGEMENT OF SCHOOL SYSTEM

Topic: COMMUNICATION AND INFORMATION MANAGEMENT AT THE WORKPLACE
Professor: Dr. Nenita P. Blanco
Reporter: Ms. Thelma V. Martillano

I. INTRODUCTION
Workplace communication is very important to companies because it allows
companies to be productive and operate effectively. Employees can
experience an increase in morale, productivity and commitment if they are able
to communicate up and down the communication chain in an organization.

Communication in true sense is the lifeline of every organization. Individuals

irrespective of their designation and level in the hierarchy need to
communicate with each other for accomplishment of work within the stipulated
time frame and also for better relationships at workplace. Half of the problems
disappear when discussed. It is really essential for people to come out with their
ideas and strategies.

II. DEFINITION OF TERMS

Communication- a process by which information is exchanged between

individuals through a common system of symbols, signs, or behavior

Information- the communication or reception of knowledge or intelligence

Management- the act or art of managing : the conducting or supervising of

something (such as a business)

Workplace- a place (such as a shop or factory) where work is done

III. BODY OF THE REPORT

Workplace communication is the transmitting of information between one

person or group and another person or group in an organization. It can include
emails, text messages, voicemails, notes, etc.. Workplace communication is vital
to an organization's ability to be productive and operate smoothly.

IMPORTANT ADVANTAGES OF WORKPLACE COMMUNICATION

1. Workplace communication improves worker productivity.

Research has shown that effective lateral and work group communication leads
to an improvement in overall company performance. It has also been
discovered that employees who were graded as highest in production had
received the most effective communication from their superiors.

2. Workplace communication can increase employee job satisfaction.

Employees feel empowered if they are able to have upward communication.

This type of communication is when information flows upward in an organization
and usually consists of feedback. If bosses or managers are able to listen to
employees and respond, this leads to an increase in employee job satisfaction.

3. Workplace communication can also have a positive effect on absenteeism

and turnover rates.

Communication flow is very important to workers. Employees have to feel secure

that they are receiving truthful and updated information from superiors. They
also want to have the ability to share ideas, thoughts and concerns within the
company. Studies have shown that even after a layoff, companies that have
excellent communication are able to retain the surviving employees.

ROLE OF MANAGERIAL COMMUNICATION AT WORKPLACE:

1. Managerial communication plays a pivotal role in knowledge sharing.

Managers must communicate with their subordinates to share whatever they

know. A unique idea is of no use, if not shared. Managers need a medium which
helps them interact with their immediate team members and vice a versa. Here
comes the role of effective managerial communication. Managers need to
communicate with their team members to make them clear as to what is
expected out of them. Managerial communication helps managers to extract
the best out of team members. Employees need to be told their key
responsibility areas.

2. Managerial communication plays an important role in completing tasks

way ahead of deadlines.

Individuals ought to work together in teams to complete tasks at a much

quicker rate. It is really essential to discuss ideas, evaluate pros and cons of
strategies to reach to something which would benefit not only the employees
but the organization on the whole. Managers before implementing any new
policy must sit with their team members and take their suggestions as well.

3. Effective communication leads to transparency among team members.

Employees who do not communicate are generally prone to stress and

anxiety. Managerial communication enables the manager to delegate roles
and responsibilities to their subordinates as per their interests and also allows the
employees to ask whatever they have not understood. Managerial
communication helps managers to know what their team members are up to
and thus prevents overlapping of work.

4. Managerial communication also goes a long way in motivating employees.

A sense of loyalty towards work and organization develops if managers

communicate with their team members on a regular basis. Remember problems
if not attended at initial stages lead to critical situations later. Employees should
have the liberty to discuss their grievances with their team leaders.
Communication helps to sort out differences among employees in a healthy
and positive way.

5. Managerial communication also plays an important role during crisis and

critical solutions.

Managers ought to be in constant touch with their employees for them to

deliver their level best. Managerial communication in simpler words gives a
sense of security to the employees.
 6. Human beings are not machines who can work at a stretch.

We need people around with whom we can discuss lot many things apart
from routine work. If you do not communicate; you would never know what is
happening around you. An individual working in isolation often treats his work as
a burden. Communication keeps an individual abreast of the latest
developments at the workplace.

7. Managerial communication also plays an important role in stress

management.

EFFECTIVE WORKPLACE COMMUNICATION STRATEGIES

1. Give Your Undivided Attention. Whether you're in a group meeting or with one
employee, offering your full focus to those you're with will greatly improve how
you're received. How often have you been in a conversation with someone who
kept looking at their smartphone or elsewhere while talking or listening to you?
Lack of focus devalues the conversation causing people to tune out. Maintain
eye contact during conversations and meetings, and put all other things aside
to visually convey your focus and encourage each individual to stay present.

2. Take Time to Listen. Don't monopolize the conversation. After a while, people
will start tuning you out and your message will be lost. Be frugal with your words,
avoiding fluff and fillers. Pause after important points to take questions or check
for understanding. This will help your staff members feel that they play an active
role in the conversation.

3. Be Mindful of How You're Communicating. Your words are only a fraction of

the message you relay to staff members. Body language and tonality contribute
heavily toward the effectiveness with which your communication is received.
Maintain a relaxed stance and facial expression while speaking with employees.
Rest your arms by your sides rather than crossing them over your chest as this is a
defensive posture. Make eye contact, smile when it's appropriate and nod your
head affirmatively while listening.

4. Follow Up in Writing. No matter how compelling your meeting was, it's

probable that those in attendance will not remember everything that was
shared. Prior to the meeting, designate a person to take notes. Assimilate this
information into a bullet-pointed email to send to your team as a follow-up and
refresher. Short, concise notes will keep important information fresh in people's
minds.
5. Inform and Inspire. Communication is a form of information exchange.
Explaining and clarifying your thoughts and ideas is important in a leadership
role. But passing on information to your team is only half of the equation. As a
leader, it's vital to your business that your communication efforts inspire your
team as much as they educate them. Plan ahead for meetings and
conversations so you can effectively mix information and inspiration. If this is
particularly challenging for you, the support of a mentor or coach can be
helpful.

INFORMATION MANAGEMENT

The primary information management benefit for many organizations is the

building of an efficient and responsive data management organization with
enhanced capabilities for information creation, capture, distribution, and
consumption. Information management can provide and preserve enterprise
business information in a manner that is secure, easily accessible, meaningful,
accurate and timely.

Information management can also provide the following benefits:

1. Data quality
Improved accuracy and consistency of information distributed to customers
both inside and outside the organization through:
 Consolidated data sources that eliminate program-specific views of data
and data redundancy, as well as confusion about the location of data.
 Consistent business rules for linking and aggregating data.
 Published data refresh schedules based on an enterprise-wide understanding
of user needs.
 Clear guidelines for quality assurance responsibility and ownership of
processes for data receipt and delivery.
 Established authority for and ownership of data in order to support consistent
enterprise-wide data definitions.
2. Information management
Increased effectiveness of data used for business planning and execution
through:

 An integrated, cross-program view of enterprise subject areas or data

domains.
 A full lifecycle view of enterprise data that supports business strategies with a
deeper understanding of these subject areas and their interactions.
 Documented enterprise information that increases the knowledge of the
data currently available for data-driven decisions, along with its location and
latency.
 Process improvements in development that recognize the business value of
information needed across the enterprise, while also plus incorporating
quality and usage metrics into the design of all products and their supporting
infrastructures.
 A enterprise information delivery framework that accommodates easy data
access by users with varying levels of sophistication and access needs,
including prompted, scheduled and ad hoc reports and queries as well as
analytics.
3. Process efficiency
Increased operational efficiencies through:
 Consolidated data architecture optimized for enterprise information delivery,
reducing the amount of time users have to spend trying to obtain data and
eliminating the use of systems never designed for information delivery.
 Self-service tools that reduce the dependency on technical staff for data
access and eliminate the duplication of personnel resources within the
organization.
 The implementation of technologically advanced strategies for sourcing
and integration of data from business applications, which can eliminate
numerous redundant efforts currently in place.
 A technical architecture that understands and supports enterprise
dependencies, reducing the time-consuming activities involved in planning,
operating and maintaining complex applications.
 A data architecture that understands data relationships, eliminating the
need to expend resources to match data from various sources and to
manually identify and reconcile resulting discrepancies.

 An technical architecture that eliminates the proliferation of redundant

hardware and software within program areas, along with the duplication of
staff resources needed to manage them.
4. Security
The safeguarding of organizational data from misuse through:
 Standardized guidelines for the handling and release of information that
complies with regulatory and privacy requirements.
 A security infrastructure designed to ensure that individually identifiable
information is stored in a protected environment.
 Audit trails and controls that ensure a consistent representation of
information to data users.
 Disaster recovery strategies to prevent the loss of this critical enterprise asset.
 A data architecture plan that ensures acceptable performance of
information delivery mechanisms.
5. Organizational agility
The flexibility and agility needed to meet dynamic market demands through:
 An enterprise data model that forms the foundation of all data initiatives and
accommodates growth based on future requirements.
 A scalable enterprise technical architecture built to grow and adapt to
changing conditions.
 An information framework that provides stability and consistency for current
data delivery needs while standardizing processes and procedures that can
quickly incorporate future requirements.
 Support for unstructured data, enabling more complete knowledge
management for the organization and its clients.
 Reusable components that can be leveraged to reduce the time to market
for new functionality.

PRINCIPLES AND STANDARDS FOR COMMUNICATION AND INFORMATION

MANAGEMENT

Accessibility. Humanitarian information and data should be made accessible to

all humanitarian actors by applying easy-to-use formats and by translating
information into common or local languages when necessary. Information used
for humanitarian purposes should be widely available through a variety of online
and offline distribution channels, including the media.
Inclusiveness. Information management and exchange should be based on a
system of collaboration, partnership, and sharing. There should be a high degree
of participation and ownership by multiple stakeholders, especially
representatives of the affected population.

Inter-operability. All sharable data and information should be made available in

formats that can be easily retrieved, shared, and used by humanitarian
organizations.

Accountability. Users must be able to evaluate the reliability and credibility of

data and information by knowing its source. Communication specialists will
always work with experts in other disciplines and will have technical support from
personnel in areas of administration, information technology, graphic design,
multimedia, photography, and audiovisual production.

Verifiability. Information should be accurate, consistent, and based on sound

methodologies, validated by external sources, and analyzed within the proper
contextual framework.

Relevance. Information should be practical, flexible, responsive, and driven by

operational and decision-making needs throughout all phases of a crisis.

Objectivity. Information managers should consult a variety of sources when

collecting and analyzing information so as to provide varied and balanced
perspectives for addressing problems and recommending solutions.

Humanity. Information should never be used to distort, to mislead, or to cause

harm to affected or at-risk populations and should respect the dignity of victims.

Timeliness. Humanitarian information should be collected, analyzed, and

distributed efficiently, and must be kept up-to date.

Sustainability. Humanitarian information and data should be preserved,

catalogued, and archived so that it can be recovered for future use in areas
such as preparedness, analysis, lessons learned, and evaluation.
IV. CONCLUSION

Organizations can realize many benefits by embracing an enterprise

information management initiative. Improvements in data quality, information
management, process efficiency, security, and organizational agility represent
just some of those benefits. This doesn't mean that all the functional component
areas of an information management framework must be adopted to realize
the benefits. Organizations can begin getting some of them by developing an
information management strategy and roadmap focused on components that
provide clear business impact and value and are technically feasible.

Management Information Systems (MIS) focus on the use of Information

and Communication Technologies (ICT) in managing organizations. In the
21st century almost all organizations use Information and Communication
Technologies to efficiently manage their operations, to help managers make
better decisions and achieve competitive advantage, and to facilitate
seamless internal and external communications with their employees, customers,
partners, and other stakeholders.

V. REFERENCES:

http://www.managementstudyguide.com/role-of-managerial-communication-at-workplace.htm

http://study.com/academy/lesson/workplace-communication-importance-strategies-examples.html

https://www.sandler.com/blog/5-strategies-improve-communication-workplace