Administrative Communications

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Administrative communications have a clear importance and an urgent necessity in the field of corporate and individual management, so effective communication in general between individuals within one group or between different groups achieves clear progress and growth, as it enables the manager to analyze problems and reach results and solutions in the right and appropriate way. Any of the organizations is the connecting link for these organizations because of its tasks and functions that facilitate the administrative and technical work. The administrative communication is essential in any organization, whatever its size, and any shortcoming in the administrative communication system would disrupt or delay the work of the institution completely.
Management communication concept
The communication process is generally defined as interactions or interactions between two or more parties to exchange information in order to achieve benefit for one or both parties, a process that requires the presence of a sender, a receiver, a message, and an appropriate channel to transmit the message We can reach a simplified definition of communication as "the exchange of information and the transmission and understanding of meanings, and this is the essence of the work of institutions and companies."
According to Reginald L. Bell, management communication is defined as the study of how people send and receive information in a complex and structured environment, and the effect this has on the organizational structure.
 
Elements of administrative communication
1) “Sender”: The person or person who sends the information.
2) Encoding: It is the process of clarifying the message, by using a specific language or method with agreed upon semantics between the receiver and the sender.
3) “Message”: It is the information that the source sends to the receiver.
4) Channel: It can be visual, written, audio, or all of them. It is preferable to choose the appropriate method for the receiver to send the message.
5) The recipient: the person or group receiving the speech.
6) Decoding the message: It is the process of decoding or translating the message in a way that enables the receiver to understand the message correctly.
The importance of administrative communication
One of the biggest dilemmas that all people face in their lives is their inability to understand and cooperate with others. This is why communication is very important in the normal lives of people and at the level of institutions and companies as well. For this reason, Greenberg believes that company managers spend 80% of their working time in the communication process, This indicates the importance of communications within organizations and the extent of their direct impact on the success of institutions. The importance of administrative communications is as follows:
Information Exchange: The main purpose of administrative communication is to convey different types of information to individuals or groups such as: rules, regulations, changes, opening times and more.
Feedback: Administrative communications provide feedback coming from management to employees or from employees to management, and works to provide employees with the results of their work and the extent to which their work matches what is required of them, in addition to the level of satisfaction of senior management with their performance.
Problem solving: Administrative communication works to reach an appropriate solution to most problems through constructive dialogue.
Assistance in decision-making: Administrative communications are very important in assisting in decision-making, as they serve to exchange information and different viewpoints between people and departments; This makes it easier for the manager to make the right decision.
Control: Every company has a clear way of communicating information to employees, and this information is communicated by managers through administrative communications to ensure that plans are implemented within the guidelines of these instructions.
Types of administrative communication
The developed administrative communication includes many types, including:
Personal Administrative Communication: Communication in general between two or more people within the work.
Organizational Administrative Communication: Refers to actual events that occur between different levels of employees within the organization.
Both types include Verbal Communication and Written Communication in addition to body language which is an important part of developed managerial communication, but personal communication is usually verbal and less formal than organizational communication, and organizational communication refers to Reliance on written communication rather than referring to forms of verbal communication, including e-mail messages, posters, or written memos.
management communication system
First: Upward Communication
It is the bottom-up communication according to the organizational structure of the organization, and this type of communication is released when information flows from employees to managers and when employees share their views with their managers about the nature of work, job responsibilities and how they feel about the organization as a whole.
Common examples of this type of managerial communication include:
Suggestion system.
Complaints box.
Research trends and job satisfaction.
Reports and notes.
Complaints and grievance interviews.
Consultation (a consultant in employee problems who collects data on this).
Second: Downward Communication
The descending managerial communication is known as the descending communication, where the organization or its representative from the managers give directions and instructions to the employees related to the work, the policies and the methods of implementation.
These communications are usually from top to bottom, and the following are examples of such communications:
Introducing the new employee to his work.
Training courses.
reports.
Organization plans (strategic plans, secondary plans).
labor policies.
Messages, decisions and information sent by the organization through e-mail.
Brochures (containing topics such as incentives, employee benefits, etc.).
Hints and tips boards (eg board


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