Message clarity, a key ingredient to constructive communication leading to a healthy organization

As the photo shows it, those are happy employees. A healthy organization is a strong and successful one. It is an institution which possesses resources robust enough to enable it to thrive. Human resources are a key organizational resource. They are fundamental, since it’s they that use other resources of the organization. The organization will rely on people to exploit its cash, machines, and other both tangible and intangible resources for it to succeed.An organization has to assure that it employs staff truly happy instead of pretending it.

For an organization to be healthy, it must primarily ensure constructive communication. Here, communication is defined as the act of transmitting information or message and receiving feedback on it. To be constructive, communication has to involve clear/understandable/intelligible messages.

Communication represents a field which organizations have to give more weight or special attention today. Communication has recently been listed among big challenges faced by executives around the world, according to different sources including Forbes. Executives point out communication is among problems causing their businesses to struggle.

To expound on this, let me use a workplace-related example I personally know. There is an employee of a certain organization. The manager always tells him that he’s not performing to the extent he wishes. He demands him to add more efforts, to reach the extent. The manager doesn’t clearly tell him exact/ specific tasks or activities he has to conduct, to satisfy him. His unchanging message to the subordinate is “I’m not satisfied with your performance, make more efforts to render us an outstanding service.”The employee has spent some time, not daring to ask his supervisor for clarifications perfectly explaining what he exactly wants. The manager seems not to give room for that. As a result, the employee is overstressed. He eventually harbored courage to ask him. He sent him a message detailed with issues he was to be more clarified. It's been now already nearly a month since he wrote it but he's not obtained feedback yet. In fact, a manager needs to create room for their subordinates to ask questions or express their opinions. But, an employee also has to push to get that room. However, it sometimes comes to pass that a manager denies such room, as aforesaid.

In fact, communication clarity can also be called communication effectiveness. Communication is effective, only when your message receiver has understood your message as exactly as you intended it. To maximize chances for this kind of communication, there are approaches you need to exercise. They include giving room for the receiver to request for clarifications or show that they’ve correctly comprehended the message. In some cases, those approaches can involve using multiple channels/vehicles of messages/information. For instance, you can use an email or phone text message, and also call them, so as to ensure the message clarity.

This manager- employee case constitutes an instance of communication which isn’t constructive. It’s a destructive communication example. Have you ever encountered such an issue at work or do you too know such cases? I’ve attempted to search for a study which can indicate us the seriousness of this issue. But, I’ve not found any. Yet, First Call (www.firstcalleap.org ) promoting healthy workplaces by supporting corporate wellness and productivity since 1985 says plenty of people fall into the trap of indulging in destructive communication.

Furthermore, Alvernia University sheds more on this point. It explains that miscommunication can cost companies millions of dollars per year. It adds that a survey of 400 companies cited an average loss per company of 62.4 million US dollars a year, due to miscommunication errors. “These errors can happen across many fields, in today’s evolving global business climate, proper communication between companies, clients and consumers is paramount. Failure to communicate in even the smallest of ways can lead to huge delays in project deadlines, tense business relationships and lost profits.” Peer Performance Solutions (https://peerperformancesolutions.com ) emphasizes that conveying the correct message is crucial in the business world and that clarity is one of the keys to company success. “Communication clarity keeps employees or clients on the same page and moving in the right direction.?It means that the message you sent has been interpreted in the way you intended it to be.” “Many problems in business stem from a lack of clarity.?Poor communication can cause missed deadlines, misguided actions, or misinterpreted intentions.”

Clarity involves specifying an issue, for?the other person to understand a problem to fix, according to https://smallbusiness.chron.com . Clarity entails (1) not putting the recipient in the situation of imagining/figuring out/guessing what you intended to tell them, and (2) having conviction and sincerity in your message to the recipient. Having conviction and sincerity in your communication means that what you say needs to be what you accept, believe in, and promote. Your communication/messages must be sincere. What does this suggest? It suggests that your words must also be underpinned by moral authority- leading by example. Suppose that you want your employees to be always on time, and that you’re always late though you’re a manager. Your everyday lateness can be unjustifiable. It will convey the message that you don’t harbor conviction in what you request them. They may pretend they will align with your message. However, the truth may be that they will practice it, only when they think you can catch them.

Clarity in communication prevents and resolves the issue of conflicts created by unclear communication not only in workplaces but also in all other areas of life. A paper on constructive communication, at https://wiki.doing-projects.org/ , says communication is a big part of project management, 80% of project managers' time is spent on communication, which is considered a critical success factor in projects. It highlights the communication has to be constructive and not destructive, as poor communication can worsen matters. Wright State University also agrees constructive communication preserves a positive relationship while addressing problems, and poor communication can exacerbate problems. This university adds constructive communication makes managers more effective at coaching and counseling by reducing defensiveness.?“Subordinates often react defensively if they feel they are being punished or threatened by the communication.?When subordinates react defensively, they devote attention to identifying counterarguments rather than listening.?Therefore, communication is more productive when it is done constructively”.

According to https://softwaretester.careers , constructive communication is concerned with building good relationships and understanding between parties. It adds conflict and confrontation are a natural part of life, and if handled constructively, disagreements can eventually bring benefit.

Message clarity isn’t the only key element of constructive communication. There is a certain number of them on which we’ll focus in our next issues. For us to clarify this sphere of communication enough, we have decided to concentrate on a single element per issue.

By Jean Baptiste Ndabananiye

Experienced Journalist with a demonstrated history of working in the broadcast media industry and peace-building. Skilled in English and French, M&E, Media Production, Peace-building, Leadership, and Marketing. Strong media and communication professional with a Bachelor's and Master's focused in Journalism& Communication and MBA-Project Management respectively from University of Rwanda and Mount Kenya University.

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