Discuss About The Major Role To Play In Business Organization?
Communication in business has a major role to play in any business organization. Clarity of communication often determines the success of projects. The various elements of formal communication in a business organization includes face-to-face communication, communication using emails, team-meetings, telephonic conversations. In the given case study, with the launch of the new project Hytrans, most of the team members are located in geographically different locations. Thus, the conventional communication plan needs to be modified such that the members are able to communicate successfully despite the difference in the time zones.
With the launch of the Hytrans project, the scope for face-to-face communication has been restricted as the team-members are located in geographically different locations. In order to communicate effectively, even without face-to-face communication, the project leader could use the ways of written communication (Bloom et al. 2014). Emails could be exchanged as a replacement of the formal face-to-face communication. The main advantages of communication using email are that the communication is recorded and none of the parties can deny any part of the conversation (Cornelissen and Cornelissen 2017). Moreover, the entire summary of the communication is also available in the email and a third party will be able to understand the business requirements, by reading the email conversation. Use of video conferencing could also be used as an alternative to the face-to-face communication. The advantages of the face-to-face communication could be obtained in the video conferencing as well (Bloom et al. 2014). The expression and the body language of the team members along with the confidence or lack of it also detected with the use of face-to-face communication (Cornelissen and Cornelissen 2017). These could be easily detected using the video-conferencing method. This also helps in connecting all the members around one conference table even if they are in various time zones.
Step 1: Chose a time that overlaps with all the time zones
Step 2: Inform all the team members using email
Step 3: All the team members need to keep their video camera and microphones ready, to avoid last moment chaos
Step 4: A session id of the meeting is circulated among all the team members via email or instant messenger, to join the meeting
Step 5: Finally all the team members join in the meeting and discuss about the Hytrans project
This method is much more dependent on technology, than the traditional one. Moreover, synchronizing the time of the team members, residing in different time zones is difficult (Duncan and Fiske 2015). This is because, only a small portion of the official time overlaps with each other. Thus, this communication plan differs much with the traditional communication plan. ;
Benefits of face-face communication and other alternatives
Face-to-face communication is essential and inevitable in case of Hytrans project. This is because, the advantages pertained by the face-to-face communication cannot be replaced by video conferencing (Drago 2015). The motivation and the team spirit that is incorporated among the team members, in face-to-face meeting cannot be transferred with the use of technology (Duncan and Fiske 2015). However, as an alternative video conference could be used, along with meetings using emails. The leader could also arrange telephonic meeting, in an overlapping time of all the time zones.
Communication is essential for any business organization. The most effective form of communication is the face-to-face communication. However, in the given assignment, the face-to-face communication cannot be conducted, since the team members are not available in the same geographical locations, as well as in the same time zones.
Bloom, N., Garicano, L., Sadun, R. and Van Reenen, J., 2014. The distinct effects of information technology and communication technology on firm organization. Management Science, 60(12), pp.2859-2885.
Cornelissen, J. and Cornelissen, J.P., 2017. Corporate communication: A guide to theory and practice. Sage.
Drago, E., 2015. The effect of technology on face-to-face communication. Elon Journal of Undergraduate Research in Communications, 6(1).
Duncan, S. and Fiske, D.W., 2015. Face-to-face interaction: Research, methods, and theory (Vol. 3). Routledge.