The Importance of Inter-Departmental Communication:

When your teams interact with each other, your business will perform well. Effective Inter-Departmental keeps the communication information dynamic. A team does not have all their information with them. Instead, it shares information with other teams so that everyone can do their best work.

For example, when your marketing department starts advertising a new promotion, then the marketing team should tell the sales department. The sales department should know about promotions, such as start and end dates, so it can ensure that customers receive the deal they saw. If the sales team does not know the details, then they will probably be disappointed customers.

Once the sales team has made a sale, it should communicate with the people handling accounts receivable. If they do not know about the sale, they do not know that they need to collect the money, and the income from your business will decrease.

When your business has good inter-communication, customers get better service. When the team communicates, everyone has the same service, offerings, and billing.

When people or whole departments focus only on speed and self-promotion, communication will be broken. Important information will not be traveling. People will lack the knowledge to fulfill their tasks. Customers will not get the best service. And when customers are not served well, they will take their money somewhere else.

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The lack of communication can be a struggle. People will fight. Teams will trust each other. Finger points will be when the team blames each other for mistakes and inability.

Your business should develop positive inter-departmental communication to prevent conflict, increase efficiency, and satisfy customers.

How To Improve Inter-Departmental Communication?

Improvement of inter-dependent communication can benefit your business. Use these interactive communication strategies to talk to your employees.

Connection building: Employees should build relationships with people outside their departments. Strong relationships increase belief, which gives a better ability to work together.

Employees can increase relationships by inviting colleagues for coffee or lunch. They can do activities simultaneously even after work.

Also read | Cross-cultural dimensions of business communication

You can organize events where employees can learn with each other. You can host holiday parties or achievement ceremonies. Encourage employees to talk to people outside their departments. You can assign seating to promote inter-departmental communication.

Meet regularly: Encourage your employees to meet regularly. If you need, then schedule a regular time when employees can get in the departments.

When employees meet, they should find ways to help each other. Employees should share their needs. They can ask colleagues to help on projects.

Train employees to think about others, not themselves. Selflessness will facilitate communication between one department to the other.

Create action items: When an inter-departmental meeting ends, the communication should not end.

Meetings should not be merely an information dump where employees tell about the facts they are working on. Your employees should also use meetings to create goals and action items.

Employees should leave the meeting with those tasks that will help their colleagues and improve the business. Employees can split tasks, or you can assign tasks to each person.

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Use familiar words: Each department uses its own vocabulary. While everyone in the department knows what the terms mean, it can be jargon for employees of other departments. Unwanted words can cause confusion and can not be understood by separating them.

When employees of different departments work together, they should explain their vocabulary. In some cases, it may be better to leave departmental conditions behind and use other words that are familiar to everyone.

Remove physical barriers: If there are physical obstacles in the way, then communication can sometimes be conflicts. For example, if you or an employee works remotely, it will be more difficult to communicate regularly. Flexible work arrangements can be good for individuals but can be bad for teams if there are no appropriate arrangements.

Give employees the necessary things to communicate effectively. If you have a remote employee, make sure everyone has access to email, online chat tools and video conferencing software. For your workplace employees, make sure they have places where they do not bother others.

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Pay attention to the needs of the company: Your employees will tempt you to think about yourself and the way they can grow. They want to compete for personal growth. When employees are competing against each other, they do not have strong communication. They will only communicate when it will help themselves.

Types of communication:

On the basis of communication channels, the types of communication are:

1. Verbal
2. Non-verbal
3. visual communication

Verbal Communication:

This includes the use of language and words for the purpose of passing on the desired message. In general, oral communication means communication only as spoken words. But, in the context of the types of communication, oral communication can be in colloquial or written form. Thus, the oral form can be verbal or written as discussed below.

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Written communication: In this type of communication, any kind of information is exchanged in writing. For example, post, documents, handbooks, posters, flyers, etc. on e-mail, text, letters, reports, SMS, social media platforms.
Oral communication: This is the communication that employs the spoken word, either directly or indirectly as a communication channel. This verbal communication can be made on such a channel, which passes information only in a form i.e. sound.
You can refuse either through face-to-face, or on the phone, or through voice notes or chat rooms, all this comes under verbal communication. This form of communication is an effective form.

Non-verbal Communication:

In this type of communication, messages are broadcast without the transmission of words. Here are messages wordless messages. This form of communication mainly supports oral communication. It supplements it with gestures, body language, symbols, and expressions.

Through them, one can communicate the mood, or opinion of a person, or even show the response to the messages that are relaying. A non-verb function often sets the tone for the dialogue. If you control and guide non-verbal communication, then you can control and guide communication. There are a few ways of non-verbal communication.

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It is physically unviewable yoga. For example, hand gestures, body language, facial expressions, one’s voice, currency, attitude, touch, gaze, and others. Many researchers have revealed that physical nonverbal communication is about 55% of our daily communication.

These are subtle signs which are raised as part of our biological stars. For example, if you put your head on your palms, it will mean that you are very frustrated or angry. Similarly, other subtle signs will express your reaction to the presenter or your audience’s response to you.

Paralanguage: It is the art of reading between the lines. This kind of main communication is done with the voice of one’s voice. Such communication is approximately 38% of all communication, which we do every day. Along with the voice of the voice, the style of speaking, the quality of the voice, the stress, the emotions or the interaction fulfills the purpose of communication. And, these aspects are not oral.

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Art related communication: Art is an important means of communication. Through paintings or other forms of art, an artist can reproduce the strongest messages. Many times in the history of the world, art has been used as an effective form of nonverbal communication.

Appearance: The first impression sets the tone. People will react to your presence and this is a fact of life. Your clothes, color of clothes, etc. all determine the audience’s response.

Visual Communication:

It is communicated through visual aids such as drawings, placards, presentations, and illustrations.

Formal and informal communication:

Apart from the above types, we have formal and informal types of communication. Formal communication is as follows:

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Vertical: Information or data flow above or below the organizational structure.
Horizontal: This is communication between two equal levels of the organization.
Diagonal: This is communication on the cross-functional levels of employees of different departments of the organization.

The second form is informal or accidental communication which is the normal communication between the random people of the organizations.

Also read | Culture for global communication


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Deepali
Deepali
1 year ago

It’s a brief explanation of the topic.
Amazing stuff to read

G M Kamal
G M Kamal
1 year ago

Well explained in a simple way. Well, thought & beautifully crafted.

Shubham Jain
Shubham Jain
1 year ago

Thanks a lot, you cleared my all doubts. Thanks

Harsh Khatri
Harsh Khatri
1 year ago

I love this write up, look forward to reading more.

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