Role Of Effective Communication In Improving Managerial Performance
(A Case Study Of Imo State Environmental Protection Agency (Isepa))
Effective communication plays a crucial role in enhancing managerial performance within organizational settings. The proficiency of managers in conveying information, ideas, and expectations directly influences team dynamics, decision-making processes, and overall operational efficiency. A manager’s ability to articulate clear directives fosters a collaborative work environment, reducing the likelihood of misunderstandings and conflicts among team members. Furthermore, adept communication enables managers to provide constructive feedback, motivating employees and facilitating continuous improvement. In essence, the strategic use of communication channels, such as team meetings, emails, and interpersonal interactions, serves as a linchpin for successful managerial performance, ensuring that organizational objectives are communicated clearly and efficiently.
The role of effective communication in improving managerial performance, management and communication are inseparable, it is the pivot in which activities of the various department relates to enhance industrial growth, productivity and harmony in Imo State Environmental Protection Agency (ISEPA). The research work comprised five chapters. Chapter one is the introduction to the research work and it reveals the background of the study. The purpose of the study is to find out the role played by Imo State Environmental Protection Agency and the role played by ISEPA community in achieving organizational goals. Chapter two is the literature review and it reveals the effect of communication in improving managerial performance and the problems encountered in maintaining effective communication. Chapter three is the research design and methodology and it reveals the population of the study which comprises of Imo State Environmental Protection Agency and ISEPA community in Owerri. A formula propounded by Yaro Yamen was used to determine the sample size and stratified random techniques was adopted. Chapter four is the data presentation and analysis. The researcher presents the data using simple percentage table. Chapter five is the summary of findings, conclusion and recommendations. Finally recommendations were made in order to improve management performance through effective communication.
Approval Page
Dedication
Acknowledgments
Abstract
Table of Contents
CHAPTER ONE
1.0 Introduction 1
1.1 Background of the study 1
1.2 Statement of the problem 3
1.3 Objectives of the study 4
1.4 Research questions 4
1.5 Significance of the study 5
1.6 Scope of the study 6
1.7 Limitations of the study 6
1.8 Definition of terms 7
1.9 Brief history of Guaranty Trust Bank 8
CHAPTER TWO
2.0 Literature Review 11
2.1 Meaning and nature of communication 11
2.2 Types of communication in business organization 12
2.3 Communication channels in the organization 15
2.4 Communication barriers 18
2.5 Importance of communication 20
2.6 When communication is said to be effective 22
CHAPTER THREE
3.0 Research methodology 30
3.1 Introduction 30
3.2 Research design 30
3.3 Population of the study 31
3.4 Sample size and sampling techniques 31
3.5 Research instrument 32
3.6 Validity and reliability of measuring instrument 32
3.7 Research procedures 33
CHAPTER FOUR
4.0 Data presentation and analysis 34
4.1 Introduction 34
4.2 Data presentation 34
4.3 Data analysis 36
4.4 Test of hypothesis 38
CHAPTER FIVE
5.0 Summary of findings, Conclusion and
Recommendations 42
5.1 Introduction 42
5.2 Summary of findings 42
5.3 Conclusion 43
5.4 Recommendations 44
5.5 Suggestions for further studies 44
Bibliography 46
Appendices 47-49
INTRODUCTION
This section of the report deals with the historical background of the study, the historical background of Imo State Environmental Protection Agency, it also narrates the statement of problem, objective of the study, significance of the study, research questions and scope and limitations of the study.
1.1 BACKGROUND OF THE STUDY
Effective communication is and always has been an important feature in enhancing excellent managerial performance. Communication is the lifeblood of every phase of organization life. The basic theory of effective communication diets that everyone is an organization should have all the information he needs to perform his job properly. Manager’s communication will creates a climate for good human relations and provides effective motivations for employees.
What is communication? According to Little (1965:13) communication is the process by which information is passed between individual and organization by means of previously agreed symbols. In other words, it is the exchange of ideals, facts opinions by two or more people.
O’Shaughnessy (1976:209) sees communication as the means by which information is passed from one persons to the decisions makers and resulting decision passed to these involved in executing them without superior or subordinates communication, there could be organization since it would be impossible to get people to do in a coordinating way: people would be linked together or abstract chain of command but acting without chain of understanding.
Management in some organization seems incapable of communication effectiveness and successful with the work done.
Subordinates do not comprehend what they are told by superiors and the administrator does not hear clearly through what the subordinates are trying, to tell him, when such situation arises productivity will fall drastically. Therefore managers should be greatly concerned with information system and how they are working.
According to Onuta (1991:89) daily contact between subordinates and superiors is the most important and suddenly used method of communication. The need together free flow of message through open channels of communication on which in a firm is essential for the smooth running of the organizational machinery. The success of any organization depends on the caliber of its administrative managers. Where a manager’s communication is poor, coordination is poor since coordination implies that people are manager has to interpret information generated by his subordinates and pass such information either upwards or horizontal to his superior and peer respectively.
In this way, they improve managerial performance. Hence, the information must be understandable between the sender/code and the receiver/decoder and must be acted upon before we say that communication process has been completed.
It is for the foregoing reason that research work center ground the role of effective communication in improving managerial performance a study of Imo State Environmental Protection Agency (ISEPA) Owerri using this organization as the case study. The researcher tends to find out the extent in which communication effective and to know communication when it’s effective, can improve the performance of managers.
ISEPA was established in June 1992; it was formally situational at Okigwe Road secretarial but presently and permanently situated at Isiquates Street Prefab, Aladinma and Owerri. This involved the regulating like oil companies, industrial inspection, environmental population, pollution control, laboratory analysis, water quality monitoring air quality, monitoring soil quality monitoring and training of personnel’s industrial attachment students, project and research assistance up to Ph.D level. The origination has seven departments planning and enforcement, pollution, control laboratory services, personnel management, public relation office and finance and supply. It has about fifty modes including both administration and technical staff over lead is an organigram of the organization. In order to have a successful business with administrative and technical staff, over lead a successful business with administrative and technical staff, effective communication becomes imperative.
1.2 STATEMENT OF THE PROBLEMS
One of the organization major function is to control, monitor environment pollution of others are public relation and social responsibilities for the first six or seven years of the organization operations, it achieved a greater deal its objectives in later years, things changed and productivity attracted the interest of properly established communication system in the organization unity of command which is necessary for the affirmations of the objectives of the organization is lacking and there is poor flood of information from top to the bottom.
1.3 OBJECTIVES OF THE STUDY
The broad objectives of this study are to determine the role of effective communication in improving managerial performance as well as creating possible ways of maintaining effective communication in an organization.
The objectives are therefore being stated below:
a. To identify communication problems faced by the managers in the organization.
b. To suggest means by which method of communication can be improved.
c. To know how effective communication to improving managerial performance.
d. To ascertain when managerial performance is poor and weather effective communication.
1.4 RESEARCH QUESTIONS
a. What is the role of effective communication in an organization?
b. Is there any lack of effective communication between the managers and subordinates on managerial performance?
c. What are the problems of effective communication in an organization?
d. Does effect ineffective communication leads to organizational problems.
1.5 SIGNIFICANCE OF THE STUDY
Every organization believes in the value of good staff on it few and up getting it right. Therefore it is pertinent to give considerable attention to these problems.
a. Be of great use to anybody who intends to work in an organization not to ignore effective communication to excellent managerial performance.
b. Expose managerial on the need for effective communication.
c. Improve communication system in an organization
d. Serves as an instrument of social interacting through which relationship are established extended and sustained between managers and workers and finally between managerial and the public.
1.6 SCOPE OF THE STUDY
This study, the role of effective communication in improving managerial performance” is centered only in Imo State Environmental Protection Agency Owerri, the researcher has no intention to study the role of effective communication in other business organizations because every necessary information and facts will be provided by the organization.
1.7 LIMITATIONS OF THE STUDY
Despite the limited scope of this research, it was affected with certain constraints which are as follows:
1. Time: In research of this type, a lot of time is needed by given the short time allowed for this study. It was not possible to do all that was required and necessary.
2. Resources: For the reason that I have no source of my income where to obtained funds, collect enough data the work, reduction was made in the quality of my work but the research work will be at normal quality, which means that the research work will make sense.
3. Location: The researcher will be based on the information collected from the staff of Nigeria Environmental Protection Agency and the residence of ISEPA community. These were a very big problem due to some certain factors, like moving from the company to the communication.
1.8 DEFINITION OF TERMS
Communication: Sending, giving or exchange of information and ideas.
Organization: An association or society people working together to achieve aim/goals.
Grapeview: An unofficial network of communication by which gossip and information and speed.
Channel: The course of agency through which communication passes.
System: Orderly inter-connected a method of organization.
Destination: The phase to which a person or thing is going process, series of acts or change proceeding from one to the next.
Gesture: A movement of the body or how to express an emption or intention.
Social Distance: The distance between people who have different social back grounds such as education, wealth and religious persuasion.
Effective communication plays a crucial role in improving managerial performance in several ways:
- Setting Clear Expectations: Managers must communicate clearly with their teams regarding goals, objectives, and performance expectations. When expectations are well-defined, employees have a clear understanding of what is expected of them, which can lead to improved performance.
- Motivation and Engagement: Effective communication can inspire and motivate employees. Managers who communicate their vision and goals in an inspiring way can boost employee morale and engagement, leading to increased productivity and better performance.
- Conflict Resolution: Managers often need to address conflicts within their teams or between team members. Effective communication skills, such as active listening and empathy, can help in resolving conflicts constructively and maintaining a harmonious work environment.
- Feedback and Performance Reviews: Regular feedback is essential for employee growth and development. Managers who can provide constructive feedback in a clear and supportive manner can help employees understand their strengths and areas for improvement, leading to enhanced performance.
- Decision-Making: Managers often make decisions that impact their teams and organizations. Effective communication involves sharing the rationale behind decisions, which helps employees understand the reasoning and can lead to greater buy-in and commitment to the decisions made.
- Delegation: Managers delegate tasks and responsibilities to their team members. Clear communication of expectations, deadlines, and desired outcomes when delegating tasks is essential to ensure that tasks are completed successfully.
- Adaptability: Effective managers are also effective communicators during times of change or uncertainty. They can communicate changes, challenges, and new strategies in a way that reduces anxiety and helps employees understand the reasons for change, making it easier for the team to adapt.
- Building Trust: Trust is a fundamental component of successful teamwork. Managers who communicate openly, honestly, and transparently can build trust with their teams, which is essential for high-performance workplaces.
- Crisis Management: In times of crisis or emergencies, effective communication is vital. Managers need to provide clear instructions, reassurance, and updates to ensure the safety and well-being of their employees and the organization’s continued operation.
- Time Management: Effective communication can help managers prioritize tasks and manage their time more efficiently. Clear communication with team members about deadlines, priorities, and expectations can help prevent time-wasting and improve overall productivity.
- Feedback Collection: Managers should also be open to receiving feedback from their teams. Effective two-way communication allows managers to gather insights and suggestions from employees, which can lead to process improvements and better managerial decisions.
In summary, effective communication is at the core of successful managerial performance. It helps in setting expectations, motivating employees, resolving conflicts, providing feedback, making decisions, and building trust. Managers who prioritize and continuously work on their communication skills are more likely to lead high-performing teams and contribute to the overall success of their organizations.