It's a group assignment for administrative management

1. DEPARTMENT OF MANAGEMENT AND ENTREPRENEUSHIP
ADMINISTRATIVE MANAGEMENT ADM105D
ASSESSMENT 4 – GROUP ASSIGNMENT
15 AUGUST 2022
SURNAME AND INITIALS STUDENT NUMBER
MASIMULA SN 223276903
MOKOENA NM 222031141
DIKOBE TS 217541379
SEOPELA NM 223458556
KOLO ST 219899238
MLANGENI NJ 224802129
MCHUNU MA 224623976

2. 2
Contents
Introduction ........................................................................................................3
Communication medium used to communicate operational plans.........................4
Essential business information required to be part of the formal communication
and reporting ...................................................................................................5
Is there a place for informal reporting and how will you include it? .........................5
Obstacles that disable communication and how they can be overcome ................6
Preferred communication method and style and one characteristic of good
communication that can be adopted to improve effective communication................7
Conclusion...........................................................................................................8
References ..........................................................................................................9

3. 3
Introduction
As a manager, it is my duty to perform functions within the organization. These
functions include planning, organizing, filling, managing and controlling. All these
features are essential for the smooth operation of the organization and achieving
enterprise objectives. It was observed that stuff members behaved differently, which
will be of harm in the success of the organization. As your manager i have I
developed a communication plan about what I see as a biggest threat in the
organization. I will also introduce some rules to be followed for the organization to
succeed.

4. 4
Communication medium used to communicate operational plans
Operational planning- operational plans include day-to-day tasks that have to be
executed by different departments. A operational plan outlines key objectives of the
business and how to achieve them.
The purpose of planning
 Planning promotes order and makes it easier for employees to achieve the
business objectives.
 Planning promotes cooperation between different departments .
 Planning divides workload into comfortable activities that can be done by a group
or individual.
 Planning reduces loss of production.
Face-to-face communication.
 Contact meetings -the meetings will focus on communicating the
organization's strategic plans.
 Ask questions- this method will allow employees to also come up with their
ideas which will be resourceful and they gain confidence.
 Social activities with colleagues.
 Industry trade shows with colleagues and competitors
Electronic communication
• Emails
• Phone calls
• Video Chat
• Web pages
Written communication.
• Business letters
• Presenting and reporting verbally
• Memorandum

5. 5
Essential business information required to be part of the formal
communication and reporting
Every company has information that is important to the organization and it’s known
only by employees or managers of the organization. Information must be provided
discreetly and in the manner that confusion is minimized when individuals can
receive and interpret it.
Formal communication and reporting includes:
 Letters: Often used to present official business information to the other businesses,
individuals, or external business stakeholders
 Memos: Typically an internal document communication format for transmission of
information for managers and employees
 Meetings: Provides organizations with a way to submit information through face-to-
face meetings format.
 Email: A form of communication primarily used by organizations which increases the
use of computers in business operations
Is there a place for informal reporting and how will you include it?
Informal report- A short document shared within an organization to keep employees
informed about the important information and policies. Informal
documents include memos, letters, emails, web postings etc. An informal report can be
viewed as a short document where you find information and instructions or problem-solving
pointers. It is easy to read and saves time for busy people in an organization. Therefore,
yes there is a place for informal reporting in the organization.
It will be included in these ways:
 Via emails, since they are easily distributed and the message will reach employees
faster
 Analytical report, which will ensure that there is collaboration amongst all employees
since business reports are for stakeholders.
 Memorandum messages, they are usually brief and are designed to be easily and
quickly understood.

6. 6
Obstacles that disable communication and how they can be overcome
Inherent communication barriers.
 Attitude: Observed when one of the “team members” was asked about the
package.
 Appropriate communication tools: Appropriate communication tools were not
utilized since the assistant administrator mentioned that the director had never
asked for historical data.
 Oversharing: The group of employees normally become quiet or they disperse,
which is a sign that that they might be oversharing (gossiping).
Cultural differences: This could be another communication barrier since
employees disperse whenever I approach them.
How will inherent barriers of communication be addressed.
 Attitude: the employees that have negative attitude can be spoken to and asked
to change their behavior.
 Cultural difference: Include events that will teach and embrace cultural
differences, in order for employees to familiarize themselves with different
cultures.
 Oversharing: Lead by example as the leader by being positive and by not
spreading rumors or criticism.
 Appropriate communication tools: Meet with employees regularly and give clear
instructions.

7. 7
Preferred communication method and style and one characteristic of good
communication that can be adopted to improve effective communication
Our preferred method of communication is downward and electronic communication
because with downward communication the manager will be able to communicate
delegations in a proper and formal manner. Since we are moving from a more
paper-based or written communication era to a more electronic era it would be
advisable to communicate through formal electronic channels such as work Email,
phone, online platforms, social media, etc.
Downward communication can be defined as the movement of communication from
manager to subordinate. It flows from top management level to lower-level
management and has been proven to have a positive impact on employee
performance. It was shown through the literature that effective downward
communication greatly improves the level of leadership-based communication.
Downward communication is important in the workplace because it gives employees
the idea of that their duties are and motivation to continue giving positive work
results.
With the given flow of communication in downward communication channel it is
important to implement electronic channels to be able to move away from employee
complaints about not receiving work announcements or communications and it
lessens workloads for the administration department.
Characteristics of good communication
Clarity is the most important characteristic in communication as the main idea of
good communication is for the receiver to understand clearly what the sender is
conveying to them. The best way to implement clarity in communication is to use
English that is easy to understand when conveying information, be open to being
asked questions when an employee does not understand and avoid using jargon.

8. 8
Conclusion
All things considered, if top management can encourage teamwork, room for
suggestions, and employee involvement in decision-making. The work environment
can be improved and we will no longer experience what we have been experiencing
lately. Information will be provided discreetly to minimize and avoid confusion and to
allow individuals to interpret information as they receive it. The medium of
communication will be electronic, written and personal communication. The
preferred method of communication is downward communication and electronic so
that the delegation is held in a proper formal manner.

9. 9
References
Kalogiannidis, S., 2020. Impact of Effective Business Communication on Employee
Performance. European Journal of Business and Management Research, 5(6),
pp.1-6.
Pratt, R. et al., 2018. Identifying Barriers to Collaboration between Primary Care and
Public Health: Experiences at the Local Levee. Public health reports, 133(3), pp.
311317.
Towbin, A. J., Perry, L. A. & Jay A.Moskovitz, T. J. O., 2018. Building and
Implementing an Operational Plan. Operations management, 38(6), pp. 1694-1704.
Stojanovic, F., 2022. how to write an informal business report. [Online]
Available at: 6 Barriers to Communication and How to Overcome Them
(lifehack.org) [Accessed 10 August 2022].
Bendickson j, Muldoon j, Ligouri E.W & Davis P.E., 2016. Agency theory: background
and epistomology. Journal of management history, 22(4), pp. 437-449.
McFarlin, K., 2022. How to change attitudes in the workplace. [Online]
Available at: https://smallbusiness.chron.com/change-attitudes-workplace-
11190.html
[Accessed 11 August 2022].