IMPORTANCE OF COMMUNICATION WITHIN ORGANIZATION

Attached is my first ever individual assignment i did for my studies at UMCCED. pls read through and leave comments or suggestions for future enhancement.

this assignment is basically about importance of communication within organization and i tried my level best to bring out the best. hopefully it's will be up to your reading requirements. for your convenience i deleted the first page and contents page, its starts from the introduction of my choosen organization. enjoy reading.....and do not forget to be my follower and leave comment...!!


INTRODUCTION OF ORGANIZATION

The name of my organization is SJK (T) BUKIT RAJAH, KLANG. Situated in the heart of Taman Bukit Rajah, Klang surrounded by Setia Alam, Klang Sentral and Taman Klang Utama. It is one of the oldest Tamil school out of the total thirteen Tamil schools in surrounding area. I’ve get my opportunity to work in this school on the year 2008, and been appointed as temporary class teacher of Std.4 by teaching Tamil, Math’s and Bahasa subjects.

BACKGROUND

This school was founded by British Empire on 1948, especially for their Indian rubber tapper’s children to get a formal education. The school was been began with 40 students in a wooden house, under the administration of British Empire. The school’s first headmaster was Mr. Sonamuthu, since he is the main reason of this school’s foundation. During Mr.Sonamuthu’s era the school was been in a right path by increasing numbers of students and dedicated teachers. By 1954 the school been divided into two sessions due to lack of basic amenities since the students rate increased to 70. On 30^th March 1957 the school’s new building which consists of three new classroom (12.5 (w) X 26 (l) meters) been launched by Mr. Arunachalam former Selangor State School Founder. By than the school had a massive increase rate of students, especially since merging with SJK (T) Sungai Rasah. The school also started to honor by continuous support of Government Bodies, Ngo’s, dedicated Head Masters along with teachers and parents too. Currently the school is moving forward with continuous increase rate of students and modernized amenities too. Today the school surrounding is consist of a Pre – school, ICT room, library, canteen and a wide assemble area with field too. The schools administration also been under government, which is under SEKOLAH BANTUAN MODAL and of course our PIBG (Headmaster, 2015). Without their support this school couldn’t been in current form. Now the school been showing a great flying colors’ result in UPSR exams, and even there are many more achievements been had by our students by school level and even state level. (Tamilarasi, 2014)  Hopefully all this achievements will continue shower the school and make us teachers be proud.

 VISION

            “PENDIDIKAN BERKUALITI, INSAN TERDIDIK, NEGARA SEJAHTERA”

MISSION

            “MELESTARIKAN SISTEM PENDIDIKAN YANG BERKAULITI UNTUK MEMBANGUNKAN POTENSI INDIVIDU BAGI MEMENUHI ASPIRASI NEGARA”

SLOGAN

            “EDUCATION PATH FOR SUCCESS”

MODE OF COMMUNICATION

According to our textbook (Universiti Malaya), communication is a system and not just a simple concept. A good communication system within our colleagues, even between ourselves to management level is vital, to make sure work is can be done without any error and even delay. If the communication process is faulty then everything else can be affected (Parag, 1999).

During early stages of this school, they used oral way to announce any updates, meetings and even changes to among teachers, students and parents. Than the school started to use memos or circulars to announce any updates, news even meetings or changes of any programs. This memos or letters are hardcopy which is will be give out to be read and acknowledge by teachers. For parents instead, the school will give out leaflet via the students to inform any new updates, changes and even about school holidays and events. Yet, all this oral and written mode of communication was been barred due to massive increase in students and teachers rate. So the school management started to use microphone system, whereas the teachers or even student leaders can make their announcements through microphone or loud speakers which will be deliver to all receivers at the same time loudly, and of course by the permission of headmaster.

The management of school also used telephone to communicate within parents, teachers, NGO’s or even ministries if it is unofficial. Later the school advanced in technology by using watsapp, emails, Facebook even sms to communicate among us. They even used vlefrogg to communicate each other. The best part of all this mode of communication is, it’s not only been used among headmaster, teacher or academic staffs only. But even it is open to all parents especially PIBG and KOPESASI members and students leaders. Still even though they school advancing in the mode of communication from oral to advance technology, they are all not official yet, only for announcing and sharing purposes. The school is still practicing written mode of communication such as letters or more popular word is PEKELILING, leaflets and memo’s to announce official announcements, updates or information within teachers, parents, PIBG, ministry’s or any other government bodies and NGO’s. The school also still giving or post out letters to parents to the purpose of updates, announcement of meetings or any event in the school. This old mode of communication is still needed to use within school solely for record and filling purposes.

ADVANTAGES AND DISADVANTAGES OF COMMUNICATION METHOD

To describe exactly the advantages and disadvantages of communication in oral, was unable since I wasn’t available at the very moment. Though to be analyzed logically I can explain a few weaknesses. Firstly informing one by one orally sometime could be difficult since the phrases used can’t be same, and it might be wrongly interpreted to be different meaning from what it’s actually to be. Than this wrongly interpreted information could have been circulated unconditionally. Yet this is solely my own logically analyzed situation, where its might be truth or vice versa.

During my service time in the school, the popular mode of communication used was memos. Circular or pekeliling and letters. In this type of communication, it’s actually easy to inform or be informed about any updates, and the receiver can’t deny the message received since all memo’s, circular’s are will be acknowledge personal by teachers. And even it’s so easy to refer back at any time for any reason. Still there is one most important issue, that is lost or loss of those precious paper works, especially the acknowledged by teachers, which could make our teacher are delaying in work since some particular filling should be done along with this paperwork.

Utilizing advance technology is really benefiting most us in the mode of communication, since it’s easy to share. Extremely fast, easy and accurate at a time, since nowadays all of us are owners of technology usage such as mobile phones, tablets or even notebooks. Today there is none person whom didn’t really rely on the networking and linking systems such as internet, Wi-Fi and even lately discovered lifi (http://www.lificonsortium.org/, 2014). So it become so easy to share, announce or even update any information’s among us teachers and headmaster, to parents and even students. Whereas we can confirm, reschedule or even cancel any meetings or training session very easily. Still can always rely on technology to information any late presence, absence or even any emergency such as admitted in hospital or even meet of an accident. We can always get in touch and help each other to act accordingly.

Yet there are a few lack in using advance technology methods in communication. As we know all modern electronic gadgets has their own living form aka battery to survive. Even though there are live shell aka power banks, still they are in the need of recharging. So this major weakness sometimes plays the role whereas there are will be many excuses during usage of modernized technology communication method.

 The simple excuse will be that the particular person didn’t get the sms, watsapp or even FB group messages, since their electronic gadget was out of life aka no battery, or even it is been switched off to be charged. Another popular issue is they didn’t notice the message since their mobile is at silent mode or vibrate mode, which we can’t questioned back since during class session it is better to be not using our mobiles for not losing the focus of our students from education towards to our conversation.

This issues sometimes make our communication harder since the receiver didn’t receive the information on the time as supposed to be from the sender. Another issue is even though the receiver received the information on the time but still they can deny been informed since in digital era we can’t make any acknowledgement as per we can do in paperwork’s, as once we read the memo’s or circular we must acknowledge with signature and in future we can’t deny the information received.

Communication via advance technology too made some of us into wrongly interpreted phrases or the true meaning of the messages due to the usage of language shortcuts. During in group chats or email all of us were tend to use our own language which is will be a collaboration of various languages, this will sometime makes the receiver failure on understanding the actual meanings or even the mood of message. A few misunderstood information could let their conversation to be interpreted wrongly or even lead to gossiping of the information.

So we teachers have to be really very care full using a few terms or phrases or even words during in group chats, and most importantly not hurt the receiver’s feelings, especially since in some group chats parents will be involving too. Most of the time the school will held many programs or events such as, sports day, Merdeka day or even seminars workshops, which we teacher’s have to capture photos for filling purposes.

So once the photos were captured, we will upload it into particular groups to be viewed and downloaded respective teacher to be act accordingly. This method sometime been wrongly interpreted when there are misuse of photos which can lead to a very serious issues. To avoid these kind of problems, we the sender or receiver should be more ethical or discipline in using advance communication technology.

RECOMMEMDATION

The effective communication of factual information can be difficult enough, but often attitudes and feelings need to be communicated and that can be far more complicated (Parag, 1999).

Communication is more to be likely receive and sending information. Yet it is will be much more delightful, could create a peace full and happy environment of workplace is the communication mode is effective enough.

It is much appreciated that the main tool of communication that is language used should be appropriate, clear and most importantly not too long. We should try to sort out most important points to informed, decide the receiver and compose in a simple language.

Receivers and senders attitude also play role in the effective communication. Each party should learn their mannerism and their role play in communication system to make sure there are no quarrel or misunderstanding which could lead to a massive drop down of system.

Disciplinary and self-control also very important in communication, especially if it is involved by sensitive issues. Since wrongly interpreted information can be very vital and cause some unwanted indications. An act of misuse photos or information with conscious also should be avoided since it is really very unethical.

Communication within organization should be as effective as it should be to make sure the flow of work is done without any delay or disruption. Every member of organization should learn their role play and act accordingly to have creative, pleasant and up growing system.

 REFERENCE

Personal conversation

1. Headmaster. (2015, February 16). Communication mode and history of school. (Kannamah, Interviewer)

Book

1. http://www.lificonsortium.org/. (2014, 12 9). http://www.lificonsortium.org/. Retrieved from lifi consortium: http://www.lificonsortium.org/

2. Parag, D. (1999). Communication Management. Petaling Jaya: Golden Books Centre Sdn.Bhd.

3. Tamilarasi. (2014). Narumugai. Klang: SJKT Bukit Rajah, Kalng.

4. Universiti Malaya. (n.d.). Communication. Thinking and Communication Skills.