Communication, fulcrum in organizational managementKSG-admin
Guest Column by Stella Wanjiru
A chat with Fatma Amiyo, a Communication facilitator at the Kenya School of Government tells it all: Communication is a cycle and is complete when feedback has been received.
As an officer who is able to communicate regularly with participants through many channels – formal and informal – including emails and WhatsApp chats, Ms. Amiyo knows only too well that proper communication makes engagement smoother even when done digitally, now that face to face training has been halted at the School.
This explains why activities in the School have not come to a standstill, rather people have been able to adopt and embrace new technology which has helped to pursue both training and other workshops quite diligently. Gainful communication, access to information, and appropriate feedback mechanism is critical in any organization as it fosters a good working relationship between management and staff as well as amongst staff themselves. The advent of Coronavirus pandemic has, on a positive note, transformed communication even at the Kenya School of Government.
Evidently, the School has provided clear working guidelines and ensured seamless coordination of staff – even as they work online. Management has ensured that staff are following the Ministry of Health guidelines, at least those that have to offer services from their work stations.
Similarly, the School has provided staff with a decent working environment and ensured that they are properly equipped to deliver excellent service. Staff have, on the other hand, had opportunities to experience new ways of operating during a pandemic such as COVID-19.
Various channels have been adopted to share information both internally and externally. This ranges from the use of emails, memos, telephone conversations, and WhatsApp group discussions to scheduled online meetings, and regular Short Message Services (SMS) all as the modes of passing information depending on the target audience and the message type. Through these channels, staff have been able to share ideas, opinions, facts and values that enhance their operation.
Staff continue to observe social distancing to help curb the spread of COVID 19 which, however, is touted to contribute to mental health issues such as depression and anxiety due to isolation.
To help address this, KSG has continued to offer support through active consultative and counselling meetings and use of the School toll free number – 008002257457 – for those that may want to reach out for help in case of emergency.
In order to build better relationships with family and friends, clients or employees one requires to hone their communication skills, maintain good eye contact, demonstrate a varied vocabulary and tailored language, listen effectively, present ideas appropriately, and write clearly and concisely.
Indeed, management is alive to the fact that effective communication leaves all parties involved satisfied and enhanced the feeling of accomplishment.
By delivering messages clearly, there is no room for misunderstanding or alteration of messages, which decreases the potential for conflict.
KSG is of the resolve that even as public servants continue working from home, they should be proactive and follow up on the office calendars and familiarize themselves with upcoming events.
Employers, on the other hand, should also follow up to ensure that assignments are understood and taken in well. Employers should, most importantly, listen to the challenges employees are facing and provide immediate solutions.