JOBS: Factors Affecting Effective Communication in an Organisation
Communication is the conveying of information or messages from one person to another through a medium. Communication is one of the most essential aspects of an organization. Without effective communication, employees are not able to work to the expected or even achieve their goals.
Leah Mukangai 
Within an organization, there are various forms of communication, and each organization will use the type of communication that best suits them. It makes no difference what method of communication is used as long as the information reaches the intended recipient and at the appropriate time.
To be effective, communication must be condensed down to essential facts and then put into a form that the receiver can understand. Once the message has been received and understood, a detailed discussion of the subject can begin.
Here are several factors affecting effective communication in various organizations.
1. Cultural diversity
When people from different cultural backgrounds communicate, the likelihood of misunderstanding and incorrect message interpretation increases. Large corporations and multinational corporations typically have a culturally diverse workforce.
They also deal with a diverse range of nationalities. Miscommunication can create a very difficult situation for a company.
Some employees may not have a comprehensive vocabulary in the primary language of the office, resulting in misunderstandings. When judgments or incorrect assumptions are made in the workplace, cultural attitudes have an impact on communication.
Gender stereotypes may influence how employees communicate, relate, and interact.
2. Misinterpretation of the message
Misinterpretation of the message is common in communication, but it can cause problems for the company. When people assign different meanings to the same word, communication in an organization suffers. When technical terms or jargon are used, this type of misunderstanding occurs. Furthermore, people may purposefully misinterpret the inner meaning of words.
3. Past experience
The effectiveness of subsequent communication between the same sender and receiver is heavily influenced by previous communication. If either party has had a negative experience, further communication between them is unlikely to be fruitful.
4. Level of competition
Workers and management become hesitant and less aggressive in their obligations in an environment where competition is low, causing them to disregard whatever information is passed to them.
When an organization is operating in a highly competitive environment, both top management and subordinates will be vigilant on any information passed, making communication extremely effective.
5. Attitude
Communication can be influenced by either the giver's or the receiver's attitude or behavior. If the message's recipient is unwilling to receive it, no discussion will take place. Similarly, the sender of the message may be unwilling to send the message; for example, if workers are unwilling to voice their side of the story, management may be unable to understand their problems, resulting in ineffective communication.
6. Conflict
Employee conflict is unavoidable, but it should never be overlooked. Petty grievances can escalate into long-standing animosities, affecting overall morale and even customer satisfaction. Supervisors and managers should be aware of signs of conflict and address them as soon as possible, bringing employees together to discuss and resolve areas of disagreement.
As discussed, communication is critical in the organization and must be managed properly if the organization is to be successful. The primary goal of communication is to ensure that information is delivered correctly.
Here are Job samples in Kenya that you can apply for.
JOB 1: Actuarial Valuations Specialist at Old Mutual Kenya
About Old Mutual Kenya
Job Description
- Ensure provision of Actuarial Services to Old Mutual General Insurance East Africa Group by working closely with the five business entities) and other Group Functions to meet their needs. This includes reserving, pricing, product reviews, experience reviews, and solvency, and capital management
- Conducts accuracy checks, and analyses data to draw conclusions and make recommendations
- Generate actuarial reports on various technical issues to the Head of Actuarial and senior management
KEY TASKS AND RESPONSIBILITIES
- Technical Actuarial Support; Conduct and/or review internal actuarial liability valuations for Kenya, Uganda, Tanzania, Rwanda, and South Sudan
- Review of external actuaries’ report for Kenya and collaboration with the appointed actuaries to produce the Financial condition report for Kenya.
- Product Pricing and Review; To assist in pricing products, profitability analysis, experience analysis, and other relevant actuarial investigations for East African entities to inform business decisions.
- Experience Monitoring: Conduct claims experience analysis and expense investigations and expense allocation exercises and other relevant actuarial investigations for Old Mutual EA Short-term insurance subsidiaries to inform business decisions.
- Solvency and Capital management; Carry out solvency computation on a risk-based capital basis including solvency stress tests.
- Financial Modeling: assist with financial modeling of business scenarios/projects to inform business decision-making.
- Strategy and Business Planning Support; assist with business planning financial projections and solvency projections.
- Special Projects: participate in special projects as would be requested by the insurance companies within the group e.g. IFRS17
- Reinsurance Support: Carry out reinsurance analysis to monitor the performance of reinsurance treaties and assist the businesses in exploring ways to optimize reinsurance arrangements.
- Reporting and Documentation; Presentation of results and reports to businesses and subsidiary boards committees, management, and regulators.
Skills
- Actuarial Valuation
- Financial Forecasting
- Profitability Analysis
- Risk Management, Valuating
Method of Application
Specific Duties and Responsibilities:
- Executive Support
- Preparing technical documents and briefs on emerging issues or areas of concern, at the CEO’s request. Consolidating the relevant documentation and capturing summaries to enable subsequent review and dissemination.
- Preparing all technical documentation related to the CEO’s activities.
- Consolidating technical reviews and opinions from internal stakeholders on emerging issues, reviewing the content, and presenting to the CEO his views and/or directives.
- Following up on documentation required from internal as well as external stakeholders to enable overviews of issues and have technical or communication responses aimed at addressing the areas based on well-researched input.
- Review all documentation and correspondence to ensure that the content is technically accurate, conduct quality checks on the language and ensure that the recipients are addressed correctly.
- Preparing a structured program for the Institute’s engagements/activities covering all the required technical aspects of the mission
- Provide a wide level of support that will allow the CEO to function more efficiently and effectively towards the achievement of the objectives of the company.
- Any other duties may be assigned by the Chief Executive Officer.
Person Specifications:
For appointment as the Executive Assistant, a person must possess the following qualifications:
- Be a citizen of Kenya;
- Meet the requirements of Chapter Six of the Constitution;
- Postgraduate Degree in Finance or related discipline;
- Must be a holder of a Bachelor’s degree in Accounting, Finance, Economics, Audit or Business
- Administration from a recognized institution.
Membership in relevant professional bodies in good standing will be highly recommended; - Must be in possession of a Master’s degree in any of the following disciplines: Accounting, Finance, Economics, Audit, Business Administration, or equivalent qualification from a recognized institution;
- Minimum 6 years of relevant experience.
- Proficiency with basic computer programs including MS Office and database systems.
- Working knowledge of email systems, computer hardware, and peripherals.
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
Method of Application
Interested candidates should email their application letter accompanied with a detailed CV in PDF format clearly indicating their current and expected salary to the following email address:
recruitment@eaglehr.co.ke
Applications should be received on or before the close of business on Friday 22nd July 2022.
JOB 3: Guest Relations Officer at World Vision Kenya
About World Vision Kenya
Key Responsibilities:
Guests relations and coordination 80%
- Promote strategic and cordial communication and relationships with approved visitors in relation to itinerary, travel requirements, bookings
- Ensure there is an approved protocol for visitor management and is communicated across all relevant departments.
- Handle issues regarding the issuance of Visa invitation letters to all international visitors in collaboration with the government protocol department
- Coordinate implementation of visitor management protocol from -pre-arrival information, and briefing to visiting conclusion
- Coordinate with hosting departments to ensure harmonized communication to ensure successful visits.
- Coordinate with the security department and child safeguarding for briefings, support, and adherence to the same
- Develop itineraries, task schedules and a master calendar for all key activities to be carried out by WV Kenya visitors.
- Ensure timely, courteous, and accurate responses to inquiries from guests.
- Plan, manage and coordinate logistical needs for all approved visitors in conjunction with administration and WV Kenya hosts.
- Ensure timely airport pick up and accommodation for approved guests as per schedule.
- Compile and update the welcome information packages for guests annually.
- Ensure feedback by guests is received, filed, and used to improve guest relations experience and support.
- Ensure all guests comply with WV Kenya guest relations guidelines, policies, and procedures.
- Ensure all WV guests sign an acknowledgment that they know, understand, and will follow World Vision Kenya’s Safeguarding Policy and keep signed agreements on file.
- Coordinate with administration for visitor vehicle facilitation and where necessary facilitate the visitors directly
End results expected
- A healthy relationship with World Vision is built and retained for the improved well-being of children.
- Visitor purpose and satisfaction achieved to meet ministry priorities and mutual transformation to achieve child well-being.
- WV Kenya’s reputation is maintained protected and enhanced.
- Effective, efficient compliant coordination of visits as planned
- Compliance with WV Kenya visitor standards achieved
Reporting and visit Experience Improvement 15%
- Ensure that feedback from guests is received, filed, and used to improve guest relations support.
- Compile monthly reports of anticipated and actual approved visits, and share them with SLT for planning purposes
- Facilitate and file duly signed protocol documents (eg. Child and Adult Safeguarding protocols, Security Acknowledgment, Evidence of Informed Consent for photos and videos, and Trip Evaluation/Satisfaction forms).
- Work closely with Liaison Officers to ensure effective and efficient maintenance and use of vehicles as per WVK motor vehicle policy
- Ensure timely submission of approved vehicle reports and consolidate monthly fuel receipts to Fleet Manager
End results expected
- Accurate timely and credible reports
- Timely follow-up on feedback received from guests.
- Effective and efficient maintenance of Guest Relations and Communications vehicles as per policy
- All Reports filed
Others
- Any other duties as assigned by the Supervisor or his or her designee
Knowledge, Skills, and Qualification for the role
- Bachelor’s degree in Public Relations, Hospitality, Communications, Social Sciences, Community Development, or related field from an accredited institution.
- At least 3 years of experience with non-government organizations or busy guest relations/ hospitality office preferred.
- Excellent communication and public relations skills
- Demonstrate awareness of Occupational Health & Safety policies and procedures including Basic First Aid training
- Valid and clean driving license with classes A, B, C, and E.
- Three years of experience in driving class A (Motor omnibus), B, C, and E vehicles.
- Ability to work effectively with guests and colleagues from different viewpoints, cultures, and countries
- Must possess professionalism with impeccable grooming and presentation
- Excellent organizational skills with a high level of responsibility and commitment
- Ability to work well under pressure in a fast-paced environment.
- Willing to work a flexible schedule with changing shifts including Weekends and Holidays
- Must be a committed Christian, able to stand above denominational diversities.
- Demonstrate awareness of Occupational Health & Safety policies and procedures including Basic First Aid training
