A CRITICAL ANALYSIS OF THE ROLE OF EFFECTIVE COMMUNICATION IN AN ORGANIZATION

Abstract

ABSTRACT

This study is on the critical analysis of the roles of effective communication in an organization with College of Administrative and Business Studies (CABS) Potiskum. It is aimed at determining the effectiveness of communication on the productivity of secretaries and how they could be communicated to achieve organizational goals.
In order to elicit relevant data for the study the primary and secondary sources of data collected were extensively utilized. The findings of the study signify that there is a strong relationship between adequate incentive and performance. Hence, absence of adequate incentives like medical care, transportation, meal subsidy, promotion and fringe benefits have not motivated the employees of the college of administrative and business studies and subsequently resulted in their poor work performance. Based on these findings, researchers postulated some recommendations of diminishing productivity of employees. They include; regular study promotion exercise, regular training and retraining of employees to operate their knowledge and skills medical incentives for employees and their immediate families, mea subsidy, improved transport of the researchers that once all these recommendations were fully and faithfully implemented and sustained, the secretaries will definitely improve their services as they will be communicated to put in their best.

CHAPTER ONE
1.0 INTRODUCTION
Communication has been considered as one of the principle aspect of an organization. It is through communication that goals are accomplished with acceptable optimality. Researched has shown that in spite of the fact that a lot of financial, materials and human resources are being committed in an organization. There always has been somebody that wills honest these resources to drive benefits to the communication. This is one of the aspect and responsibilities of communication. It is obvious that only a good communication can lead on organization to realize its goals likewise poor one jeopardize even a well -coordinated effort. Some organizations started on successfully but within a short period, they disappear. This is very common within public organization.
It could be observed variously the way organization came into beings and later vanish, several reason are being advanced to be responsible for the financial problems ranging from financial to materials were considered, but the fundamental problems seem to lay emphasis on the heap of affairs that is the communication take organization to peaks its performance and vice versa.
The first record of the pigeon as messenger dated as far back as the 5th Egyptian dynasty (about 3000 BC).
The roman used them to get messages to daces Brutus under siege in Macedonian to enable the sultan of Baghdad get news from Syria and Egypt. At that time, it enabled the defenders of Paris to keep in touch with outside world as the Germans siege in 1870. Therefore, the siege of Paris is a landmark in the history of communication. In the 1860s and early 1870s, the railways and telegraph system came into existence John Fisher, in ‘the account of siege ‘observed that ‘not the famine and the shelling, but the isolation, the absence of news, ‘the complete ignorance of what was happening only a few miles away’.
While considering the above as well as the need for optimum performance in an organization that the study is considered to set a hard work from future reliance, the study will among other things consider the present status of organizations vice versa. This conduct of communication to readily assess the state of things to take adding knowledge.
1.1 BACKGROUND OF THE STUDY
The College of Administrative and Business Studies was established in 1956 as a Clerical Training School by the then Government of Northern Nigeria.
It was established to cater for the north eastern region work force. The need for establishing this institution at that time was to meet the demand of highly needed middle man power in the northern region civil services. The courses offered at that time were cop typist and clerical courses.
In 1960, the name of the school was changed to Clerical Training Center and Officers’ Courses were also introduced.
Furthermore, the institution become Staff Training Center in 1970 offering the following courses; community development and mass education and social welfare certificate courses.
Then in 1980, three diploma courses were introduced in local government, social administrative and community development and mass education. Then in 1983 the institution was also renamed the Institution of Management Studies (IMS).
To enhance the status of the institution, it was upgraded to College of Administrative and Social Studies (CASS) by the first civilian governor of Yobe state, his Excellency Alhaji Dr.Bukar Abba Ibrahim In 1993. In 1996 an edict was further amended which gave the college a new name of the College of Administrative and Business Studies (CABS) and the designation of its chief executive from December that year to rector. The Yobe state military administrator, Wing commander J. I. Ben Kalio P.S.C. FSS, MSS, Signed this edict NO. 2 of October 1997 into law.
In 2002 a diploma course in Secretarial Studies which made the College to be offering the following diploma courses; Diploma in Local Government; Diploma in Social Administration, Diploma in Community Development and Mass Education, Diploma in Public Admin. Diploma in Public Accounting and Audit and Diploma in Secretarial Studies.
The bulk of the students are government employees and on state government scholarship. There are a few students sponsored by their parents in addition to those sponsored by the private firms and other institution of learning.
The present population of students is estimated at 3000as at 2007/2008 academic session.
In the last census of the college in October 2007, it was found out that the college staff strength of 274 that comprises 117 academic staff and the rest non-academic staff.
1.2 STATEMENT OF THE PROBLEM
Most organizations start their operation successfully but for obvious reason within sometime they wind up. Majority of these communications were not properly coordinated similarly those organizations that achieve their success do so because they are coordinate and have a good communication and way and manners the coordination is coordinated and carried out is what is referred to as communication system.
The question then is how does communication affect the operation of an organization? Is communication a necessity for the performance of an organization or not? These are the pressing issues that there search is going to be advanced.
1.3 SIGNIFICANCE OF THE STUDY
The reason for this study is to cover the operation of the effective communication service and satisfaction in the organization and also provide social service research or survey.
It will also increase familiarity of the researcher with role of communication system in an organization. The study will reveal the importance of communication service rendered in an organization. The study will revealed the importance of communication services rendered in an organization.
It is the researchers hope that the study will motivate organization to provide guide for future researches in the field of study.
1.4 OBJECTIVE OF THE STUDY
The objective of research this project is to;
1) Show how efficient communication is to the overall function of the office.
2) That the project will enable other researchers on this (diploma in secretarial studies) especially those in the area of office education have a reference not only in their day to day studies.
3) It also serves as guide in writing their future project.
4) It is suitable to office workers like the receptionist, private and confidential secretaries, office clerk in their daily discharge of their duties.
5) It will also help the researcher to benefit from knowing the types of communication in an organization, various flow of communication, the need of communication devices e t c.
1.5 RESEARCH QUESTION
Below are question aimed at finding solution s into the course of this research work.
1) What are the roles of a communication in an organization?
2) Are communications ready to embrace these changes of technological system?
3) Does this technological advancement thrown any challenges on the communication?
4) How do communication been able to adapt to the new technological changes while performing the function?
5) Do employees encourage by communication system to meet in an organization?
1.6 SCOPE AND LIMITATION OF STUDY
It is not easy to survey all the communication system in an organization the reference point of this research shall be based on the College of Administrative and Business Studies (CABS) Potiskum. The studies will analyses in details on a critical analysis of the role of effective communication in an organization. Despite the fact that the case study is limited to above mentioned, there is still some limitations such as time to research and write the project is short which does not allow the researchers to carry out the research within the time given. Also financial problem are not left out in the limitation of the study.
1.7 DEFINITIONS OF TERMS
These are the key terms that we should be research on it;
CRITICAL; Means marked by a tendency to find and call attention to arrows and flows or characterized by careful evaluation and judgment.
ANALYSIS; an investigation of component parts of a whole and their relation in marking up to whom.
EFFECTVE; producing or capable of producing an intended result.
COMMUNICATION; is often been as connection allowing access between persons or place or communication is merely the act of conveying a message to another person or organization which brings an informative mutual understanding between the employer and employee and various members in the organization.
ORGANISATION; is the activity or result of distributing or disposing persons or things properly or the act of organizing a business or an activity related to business.