Sir John Harvey-Jones said: “No manager can be effective in his job unless he is able to communicate. It is the most essential skill. I hope that managers everywhere will seek to improve their ability, for it is one that can be learned. ” This statement tells us that effective communication is a skill that can be learnt, and one that is essential for all managers to have. Communication is something we all have but it is the quality form of communication that we need to possess to be able to perform well in the role of human resource management (HRM).HRM is a way of management that links people-related activities to the strategy of a business or organisation. Within the field of HRM there are a diverse number of tasks which will all require communication of one kind or another.
I will discuss some of these tasks such as recruitment, appraisal, and negotiating. Recruitment and selection is a task that often falls to the HRM department to deal with. It is an important task, as many employers see the employees as the most important aspect of a business or organisation.
Therefore recruitment and selection is of most importance to the running and continued success of a company. Staff will be needed with a skill level that suits the role required, it is also important that the right amount of staff are present. This is to ensure that the company can always work at maximum efficiency (Cook 1988). Job advertisements will usually be sent out in two different ways, one being word of mouth throughout the organisation, or a written advert placed in the newspaper or the internet.
Word of mouth will clearly be of a more informal nature that is passed from one employee to another.It will quickly and cheaply generate some interest. The information being conveyed via word of mouth has to be in a coherent fashion so as not to inadvertently raise expectations.
Information passed down a line of people is prone to be distorted with points be expressed inaccurately. This could be at a cost as the prerequisites required for the role may not be matched by some employees and due to a lack of understanding of the skills required could apply. This could lead to a waste of time for the employee and the company interviewing.A Job analysis needs to be undertaken by the HRM department, this is to gather information that clearly demonstrates what the job entails, skills required, hours needed to work, and other information such as salary.
If there already is a similar position, will it be exactly the same or how will they differ no matter how small it is. All this information needs to be in a form of communication that is effective being clear and effective. The job advert should state “must be able to type 100 words a minute” not the applicant “must be able to type quickly”.
This will narrow down the applicants saving the company time and money.Written adverts give the company a record of exactly what the advert contained, it gives the HRM department time to think and re-word, and also allows the receiver time to go over the advert many times making sure he or she is of the standard required to apply for the position. Conversely it does not allow for feedback; the receiver is not able to ask questions to clarify some points in the advert. Hiring the wrong people can lead to high labour turnover. This is expensive for the company, because the company has to endure the high cost of the recruitment process.They also have to spend more money on training the employee that should already have the skills required. On the other hand the right employee should be able to settle into the new working environment and help increase the efficiency of the business.
Ulrich and Trumbo (1965) suggest that the majority of dismissals are a result of a poor recruitment process. Human resources are often responsible for ensuring that their company complies with relevant legislation and as such need to know exactly what this involves. All modern organisations have a number of rules and procedures which employees must adhere to.This can be wide ranging from company policy and the mission statement to health and safety regulations. All information that has to be conveyed has to be effectively communicated as it is of upmost importance. Any variation in the decoding information from the encoded can have disastrous consequences for the organisation and the employee. The main way of ensuring it has been understood is the feedback that may be of an actionable nature by simply showing evidence of complying with rules, or it may be person feedback in the form of either a positive response or further questions.
No feedback may lead to heavy fines to the company for not adhering to laws or the personal safety of the employee. An unsafe working environment which is more prone to mistakes and inefficiencies will prove to be detrimental to organisational effectiveness. In the example of health and safety visual pictures may be used to communicate with the employees. Information can be simplified and displayed with a great amount of ease, however information could still be misinterpreted and there is not a chance for clarification.The picture with a person wearing ear protection could be misinterpreted as wearing ear phones for music. In most cases such as health and safety a HRM department may choose to use all three forms of communication, visual, written and spoken. Determining pay is another task that the HRM department may have to undertake. It may not just be pay, but in a corporate reshuffle or redundancies negations may have to take place.
Maslow identified a “hierarchy of needs”. You tend to be motivated by the lowest layer where your needs aren’t met. Once that layer is addressed, you move up to be motivated by a higher layer.HRM need to note that different levels of pay will affect employees differently. It will be a help to know rival companies rate of pay as some employees may feel unvalued and will be unproductive if he could and should be earning more.
Although horizontal communication between companies does not happen freely discovering available information through material such as job advertisements and websites is nonetheless communication. Some may suggest that this is a drawback of effective communication, due to rival firms gaining valuable information nevertheless the positive out ways the negatives.Appraisals take place in most organisations around the world; they give a chance for feedback between usually the HRM department and an employee. A structure appraisal system with the help of effective communication can help employees feel their good work is recognised and that they are valued. It also presents an opportunity for discussion of weaknesses or any problems. Structured appraisals to can help employees and improve business performance.
A continued appraisal system will help show the employee what is expect of him or her in the future, and also helps to minimise problems that may have occurred in the past from occurring again.