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Communication Or Lack There Of: Between Two Educational Organizations
MGMT 591
April 15,2014

Communication Or Lack There Of 1

Communication or Lack Thereof: Between Two Educational Organizations I. Introduction: In 1973, Dr. Robert Wolfe started a program where students can be a part of a workplace-learning program. This is where students will receive classroom instruction, be placed at a job site out into the community where they will receive occupational skills by professionals in the field. Merced County Office of Education serves the needs of more than 70,000 PreK-12 students and prepares them to be career and college ready. The mission of Merced County Office of Education, as the educational leader of the Central Valley and trusted community partner, is to transform education and inspire personal, social, and academic achievement of students through collaborative partnerships, accountable leader-ship and innovative, high quality programs and services. (Quevedo 2013, p.20) Holly Newlon is the Assistant Superintendent for the Department of Career and Alternative Education. The Career and Alternative Education (CAE) Department provides a wide range of quality programs and exemplary services to our districts in the areas of Career Education, Career Technical Education Programs, Alternative Education Programs, Charter School Options and Outdoor Education.
Merced County ROP serves all comprehensive, continuation, and community high schools in Merced County, and Chowchilla High School in Madera County. Total students served in ROP classes this past 2012-2013 school year are 3,656 and 554 adults. Total students participating in community classroom (on-the-job training) was 690 or 19% of high school student enrollment. ROP employs 39 District Teachers and 16 Merced County Office of Education Teachers who teach one or more ROP classes. There are 31 different courses offered in 10 different industry sectors.

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I am one of the 16 Merced County Office of Education teachers. I teach two 1 period sections of Marketing Foundations and a Sports & Entertainment Marketing class. For the rest of the day I teach two double period classes which are my Marketing Community Classroom classes where these students receive on-the-job training. At one time, I had my own classroom until there were some changes and some ROP teachers were being moved to other schools. I now use two different classrooms and share with two different people. It has been this way for the past four years. II. Problem Statement:
While it is fortunate that ROP is a strong and widely needed program in our community and county, it is unfortunate that our communication between the county and high schools has some miscommunication issues. How can communication between the county office of education and the high school district improve on these current miscommunication issues? Each year, my ROP Coordinator meets with the principles and AP’s in charge of class schedules of these schools and goes over the ROP courses for the upcoming year. The problem that still happens today is that while a new course is being added to the list of classes the class somehow never has a chance to have a successful start. For example, when students go to sign up for the ROP courses sometimes the courses are not showing in the course log and counselors don’t know the course even exists, so students are not getting enrolled into our ROP classes and are then being placed into other CTE courses. Problems that stem from that are if teachers are not showing the required enrollment numbers in their classrooms then we are facing a possible cancelation of a course. This can cause a lot of frustration on a teacher who has spent countless hours developing a course outline and lesson plans. I had this situation happen to me a couple of years ago when I was starting my first year with the Sports & Entertainment Marketing class and worked my whole summer with a co-
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worker who was starting this class on her high school campus as well. I ended up with 3 students enrolled at the beginning of the school year. My class was never properly input into the system and counselors didn’t know about the class. I was completely devastated. My co-worker had the same issue at her high school as well and later discovered that there was no communication between our county office and the high schools. There has to be better way to make sure the communication process does not get broken down to where it affects a teacher’s job.
In this paper, I plan to show ways to solve the issues between these two educational organizations so the flow of communication will be efficient and effective. Teachers need to keep their classes so students can enroll in them and not lose the classes due to organization’s communication failure. III. Literature Review: “Efficient communication facilitates the commitment and builds trust, which represents a vital ingredient for strong and reliable organizations (Grates, 2008)” Like the quote says the world of business cannot keep turning unless we communicate efficiently and in a proper way. Communication should become nowadays a priority of organizations and managers should be the communication specialists. In order to communicate efficiently, “the right people receive the correct information in the right time”(Candea, R., 1996) When it comes to working with suppliers, vendors, customers, etc.…) in my case another business, face-to-face oral communications are fundamental to the messaging process between business entities. Whether a person is acting for one self or representing his or her company, it is important both within and between business entities, the messages be clearly communicated and understood in a manner that furthers trust between the sender and the receiver.

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Communication is a skill that is learned. I was a shy person growing up and the only thing that got me to crack the shyness was by working when I was a teenager. I was working in a retail job, which would put me in front of customers, and I had to get over the shyness if I wanted to create those good customer relations. I am so glad I had the opportunity to work with customers because I feel it helps create the path of your communication process for future jobs where you are more in the leadership roles and people are counting on you to communicate. Managers will say that they have communications skills but I also think it is in the approach and how your message comes across to others. “What counts is the substance of the communication and the nature of the person doing the communicating, including his or her ability to listen as well as to talk (Bossidy and Charan, 2002, p. 29)” For a successful manager, communication is an instrument and, at the same time, a state of mind. Studies have shown that successful managers spends about 75-95% of the time talking, listening, writing, and citing, thus communicating. (Emanoil, Ramona, & Lucia, 2013) Face-to-face communication is the strongest compared to telephone and other electronic means of communicating because of the information that can be collected from the visual clues by looking at the communicator. Although the advantages of using the new technologies in the managerial communication, we must underline the fact that they lack an important feature: personalization. (Emanoil et al. 2013)
Two major reasons for failure of the desired communication are recognized as barriers and the intrusion of noise problems during the transmission of communication from one point to another. There can be a multitude of barriers that can cause misinterpreted communication such as physical barriers, perceptual barriers, emotional barriers, cultural barrier, etc.… As more communication up and down the line at work is done electronically, face-to-face discussion can easily fall by the wayside. “While the speed and volume of communication increases with e-mail, voicemail, and instant messaging, some of the dialogue and personal touch can start to disappear.
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(Metcalfe, 2007)” Face-to face communication is still considered the best means to communicate to get your point and intent across to the receiver. The figure 1 below shows the diagram of what the communication process looks like. (Calabash Educational Software, 2005)

The first step in the communication process is to create the message which includes the person sending the message to determine what is going to be said and which medium is the message going to be sent such as oral or written. Now that the message is created it needs to be encoded or transmitted. The transmission of the message may be as simple as meeting with the recipient of the message, a phone call using oral transmission, a written message, or a meeting with a large group of people. Once message has been received, it is now the receiver’s duty to decode the message given. By decoding the message the receiver is translating the message into the terms that they would understand. Next the receiver then creates a response to the message. This could either be a verbal response would be immediately in a face-to-face situation. If the response is written, then it could elaborate on the message given or knowledge of receipt of the message. (Shreiner, 2014)
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There are a numerous barriers that might cause disruption in communication such as physical, perceptual, and emotional just to name a few. Barriers can be several un-forecasted problems arising from the unknown background of the communicator or receiver. (Shrivastava, 2012) Understanding what is communicated from the sender’s point of view provides differing perspectives. Empathy, or the ability to understand feelings, thought, or experiences from the sender’s point of view, helps to understand people. (Shrivastava, 2012) The ability to empathize with the communicator’s message sends the receiver into the message to where they actually are listening to the message. Efficient communication facilitates the commitment and builds trust, which represents a vital ingredient for strong and reliable organizations (Grates, 2008) Communication should become nowadays a priority of organizations, due to the fact that it offers a great deal of opportunities for the efficiency of all activities. (Emanoil et al. 2013). IV. Analysis:
The problem with MCOE and Merced High School District is that some where in the translation of the message, the receiver misses the correct message and in turn leads to a domino effect down on the teachers. I believe that the administrators have their meeting and take their notes on what changes need to be done but where it goes from there is the problem. In the downward communication channel, where the administrator is communicating to the data processing secretary who needs to be inputting the correct information for the new courses added. Not following up or over-communicating these things to the proper people is not doing the tasks done properly or not done at all. The following figure 2 shows what factors that can be considered a barrier in effective communication. (Business Case Studies, 1995)

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Barriers can get in the way of effective communication. This is known as ‘noise’. Noise makes communication less efficient and less cost effective. The key to effective communication is to cut down the amount of noise in order to keep the message clear. (Business Society Association, 1995-2014) According to Ralph G. Nichols and Leonard A. Stevens in a 1957 Havard Business Review article showed that, “Immediately after the average person has listened to someone talk, he remembers only half of what he has heard—no matter how carefully he thought he was listening….(Sonnenberg, 1990). Although listening is not shown as a barrier in the above figure because those barriers refer to noise, not listening properly can also be considered a barrier. Good communication skills not only requires speaking to get your message across but it also means knowing how to listen. Some of our poor listening habits include: * Assuming the subject is uninterested-bad listeners quickly conclude that the meeting is not worth their attention. Good listeners hunt for information that they can use or apply later. * Focusing on delivery-focusing you attention more on the speaker’s appearance and delivery where a good listener will focus on the content. * Reacting too quickly- bad listeners will tune out if something they heard triggered something emotional where a good listener will reserve judgment until they thoroughly understand the message.
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* Reacting to emotional words-a good listener understands his strong beliefs and emotional bias and does not let them interfere with his listening abilities. * Listening primarily for facts- stopping to file away facts each time that you hear one makes you miss the message. * Listening without being flexible-good listeners take notes casually, jotting down facts and ideas that may be useful in the future. * Pretending to listen-good listeners use eye contact, ask questions to obtain clarification, and send nonverbal cues to let the speaker know they are listening carefully. * Permitting distractions- people cannot listen to multiple conversations. Good listeners limit distractions, by closing doors, putting down their pens, and turning off the telephone. * Avoiding difficult subjects-poor listeners are inexperienced in listening to difficult material. Good listeners try to research the subject beforehand so tat they have a base of knowledge on which they can build. * Adjusting our minds to the slow speed of speech- “We think much faster than we talk” according to the Harvard Business Review article mentioned earlier. Tend to get absorbed in the unrelated thoughts and fail to listen. Because the transmission of ideas is so important, you have to learn to listen, and you have to find ways to overcome the barriers to keep your audience from hearing what you are saying when you speak (Sonnenberg, 1990). In our text, barriers are something that can retard or distort effective communication. These barriers are: * Filtering-manipulating message so receiver will see it more favorably. * Selective perception-receivers selectively see or hear based on their needs, motivations, experience, backgrounds, and other personal characteristics. * Information overload-information we have to work with exceeds our processing capacity.
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* Emotions-may interpret messages differently when we are angry or distraught than when you’re happy. * Language-words mean different things to different people such as age and context that are two of the biggest factors that influence such differences. * Silence-withholding information and silence and both be problematic. * Communication Apprehension- known as social anxiety; undue tension and anxiety in oral communication, written communication, or both.
We sometimes process messages relatively automatically, while at other times we use a more effortful, controlled process. Make sure you use communication strategies appropriate to your audience and the type of message you’re sending. (Robbins, Judge, S. 2012). There are many barriers that can cause the numerous communication problems in organizations. With the miscommunication issues between the Merced ROP office and the high school seems to be having some barriers in both misinterpretation of information and selective listening. The ROP office does make a point to get the proper information sent but it is up to the high school and how they are translating this information. V. Solutions:
The more that you understand what it is that keeps you from communicating clearly when marketing your ideas, the easier it will be to overcome those barriers. (Sonnenberg, 1990) According to our text, selecting the proper communication channel can be effective and productive. Communication channels differ in their capacity to convey information. As shown in Figure 3 below: (Robbins, Judge, S., 2012, p.

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The illustration shows that face-to-face conversation has the highest in channel richness. Channel richness transmits the most information per communication episode. It’s bringing that personal touch of being present, also multiple information cues and immediate feedback. Where formal reports and bulletins are at the lowest of channel richness. (Robbins, Judge, S. 2012) The Merced ROP office can choose this as a solution by using the best channel will depend on the type of communication that would get the message to the high school in the best possible way. Face-to face communication seems to be the best way to send a message but the flip side to this would be the person that the message is being conveyed to is listening with intent to do the right thing. Since it is a known fact that if the message is a non-routine then managers are best using a channel that is high on communication richness. In my case with my two offices this is not very routine so face-to-face is a good start.
Another solution to the miscommunication issues I have faced in my organization is to clarify your message and over communicate. Leaders often assume their staff understands their meaning of the message when that is not the case. A good leader has the ability to synthesize large amounts of information into something simple, so by assuming everything is understood then this tends to cause problems with execution. Leaders have to continually clarify and over-
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communicate the message down to the bottom of the organization to make sure the team understands what the message is. (Ellis, 2013) This is a pro because the leader at the ROP office can communicate with the leader at the high school and make sure that the information is getting processed down to the person in charge of inputting the information. I am realizing that possibly this could be where the issues are happening that there is a breakdown in communication from the leader at the high school down to their own employee and the execution of the message is not getting completed accurately. The initial communication should and does begin face-to-face but by keeping the clarity of the message to all people involved in the decision and over communicating it can solidify the message getting interpreted correctly. VI. Reflection:
This has been very surprisingly interesting in researching all the communication strategies and issues that can cause problems in the work place. I feel my situation is a little less traditional when it comes to the communication between two different organizations. But to be successful businesses communication has to take place when they are doing business together. As a person I always thought that I was a good communicator. I grew up shy but broke out of my shell when I began working and had to help customers and work with others. But becoming a teacher really makes you look at how you communicate. I realize sometimes that I can give out directions and see it one way in my head but for some reason my students don’t see it the same way so the assignment doesn’t get done right. Which I then try a different strategy and or way of communicating to them and the message is understood. Clarify and over-communicate is something I have to use with my own children at home as well as my students at work. I never really thought to use this as a leader but sometimes you have to stay on top of things if you want them done right especially, if your job depends on it. VI. References:
ELLIS, L. (2013). Checking your organizational pulse. Smart Business Atlanta, 10(12), 5.
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Emanoil, M., Ramona, T., & Lucia, F. (2013). EFFICIENT ORGANIZATIONAL COMMUNICATION - A KEY TO SUCCESS. Studies In Business & Economics, 8(2), 74-78.
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Rogers, E. (2013). Avoiding a "Failure to Communicate". Voice Of Corporate Citizenship, 8.
<!--Additional Information:
Persistent link to this record (Permalink): http://search.ebscohost.com/login.aspx?direct=true&db=bth&AN=91619873&site=ehost-live Shrivastava, S. (2012). Comprehensive Modeling of Communication Barriers: A Conceptual Framework. IUP Journal Of Soft Skills, 6(3), 7-19.
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NISTORESCU, A. (2012). THE IMPORTANCE OF COMMUNICATION SKILLS FOR BUSINESS PROFESSIONALS. Annals Of Eftimie Murgu University Resita, Fascicle II, Economic Studies, 516-523.
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Robbins, Judge, S. (2012). Organizational Behavior [VitalSouce bookshelf version].
Retrieved from http://devry.vitalsource.com/books/9781269551120

Calabash Educational Software (2005) Retrieved April 1, 2014, from http://www.calabash.ca/newcourseresources/promotion/communication_processnew.jpg

Business Case Studies LLP (1995-2014) Retrieved April 1, 2014, from http://businesscasestudies.co.uk/building-societies-association/the-importance-of-effective-communication/barriers-to-communication.html#axzz2xsuSpKck Sonnenberg, F. K. (1990). Barriers to Communication. Journal of Business Strategy, 11(4), 56-59.
Merced County Office of Education (2013) Retrieved April 4, 2014, from http://www.mcoe.org/deptprog/super/Documents/2013-Annual%20Report_final.pdf

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...Communication is Key Jean A Jean-Rene BCOM/275 August 25, 2014 Communication is Key Communication plays an important role when delivering directions to employees, and trying to avoid misunderstandings. Misunderstandings can lead to errors that could have a direct impact on a company, implementing specific directions could avoid costly mistakes. Misunderstandings The sender was my supervisor, receiver was myself, the message was an idea for me to go and get the next rack of sausage by the white wall for packaging. The channel that my supervisor used was face to face. I had thought she said the right wall and it actually was the white wall, which caused me to bring the wrong rack. Listening closer to directions it could have been avoided. The communication process can be difficult if you are unsure of the directions, having two words, white and right sounding the same was the cause of the misunderstanding. The sender was my supervisor, receiver is myself, and the message was an idea for me to come into work an hour earlier on Friday, the channel she used was email. My supervisor had asked me if I was available to come in to work an hour early on a Friday, I told her she should email me to confirm Friday, I had gotten busy and forgot about the email and never checked. I learned that this could have been avoided if I would have remembered to check the email before Friday. The main cause of the misunderstanding was my forgetfulness of checking my email...

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...Technology and Communication Tammi Staub COM/295 October 19, 2014 Randi Barnes-Plante Technology and Communication I think that Southwest Airlines does an excellent job with their blog. It shows a very friendly atmosphere for not only travelers but also employees. To me it looks like they work very hard to keep a positive message at the front of the communication in their blog. I can’t say that I travel all that much, but after reading through some of the blog posts I would consider traveling with Southwest. Again there seems to be a lightness within the company that would be very welcoming. I am most interested in learning more about the company after reading and reviewing the blog. In today’s business world it is so important to stay in the front of the public’s eye. Creating a blog and Twitter account seems like the best thing to do. Especially in a world of smart phones. By putting their ideas and promotions out in a very open and public way they are able to reach a variety of people from many different cultures. I think it is very important for Southwest to continually think about their broad audience and develop messages that appeal to a wide variety of individuals. It is also very important to plan carefully what they are posting. Probably one way to effectively communicate is to consider the promotion that they may be offering and direct it to the type of audience that it would most benefit. Blogs seem like......

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...Experts agree that good communication is one of the keys to being successful in today’s competitive job market. People must be able to communicate with each other on a daily basis to keep the work flowing in an orderly fashion, and to deal with work issues as they arise. Misunderstandings can lead to delays, which ultimately affect the productivity of the company. In the past decade, employers have been forced to cut back on the number of personnel in order to save money, and problems in productivity can be even more detrimental in a slim-downed work force. Communication in the 21st century is quickly evolving into one that involves less conversation, and more electronic sharing of information. While in the past, an employee might have a discussion with a co-worker face-to-face, today people tend to communicate via email or instant message. Either way, the old rules still apply regarding how to effectively communicate in the workplace. [pic][pic][pic] One of the most important components for successful interpersonal communication is clarity. People need to be able to understand what you are saying. This may seem obvious, but it is surprising how many people seem to think that excessive language makes them appear more intelligent and/or important. In conversation either in person or by phone, speak clearly, making your point quickly. Before you pick up the phone to make a call, have your points organized and be ready to answer questions if posed. If the person to whom......

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...William Gaines Comm 200 Interpersonal Communication Professor Mary Anne Witt 4/22/2012 To relate to this article is a hard thing to do because the article is based on the marriage relationship, but if I was to change the marriage part I could very much relate to this article. The disclosure on just a relationship works the same the way, because without proper communication a relationship can turn sour really quick. Without knowing what the other person in the relationship is thinking then one could assume that the relationship is either a bust or things are going well. Based on a relationship stand point I have dated and some relationship I just did not find that I was happy or there were things about the individual that I did not like and I am pretty sure that they felt the same way about me bout we did not communicate this to each other therefore we just separated. After reading the article seeing that a lot of the past relationships that I was in ended really bad this could have been avoided by just talking to the individual and finding out what each other disclosures were. I do feel that the disclosure in a relationship is important after reading the article because it’s the back bone of the communication part of the relationship. Leaving out the disclosure is like leaving out a main ingredient in a recipe it will not allow the relationship to move further north or move to be positive because of the lack of the true communication from both parts of the......

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