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Communication, as well as the organizational structure, is imperative for any organization to become successful. Effective communication is one of the main foundations in building a strong relationship between management, staff, patients and their families. Patients depend upon the staff to help them answer and understand questions regarding their health conditions. The organizational structure is one of the most efficient methods for allocation of relevant information within the facility. The appropriate organization structure is vital to authorize alliances of the organization to communicate within the facility and outside the facility.
If there is no communication or ineffective communication the facility will fail to meet the needs of staff, patients, families as well as causing the organization to become unsuccessful.
The formal structure describes an organization that is typically hierarchical in nature. Formal structures use organization charts that include staff member’s names and their official job titles within the organization. The hierarchical organization begins at the top and flows down to managers then to employees under those managers.
When an organization uses a formal structure the lines of authority are clear (Lombardi & Schermerhorn, 2007).
Techniques for Sharing Information and Ideas
Sharing information and ideas with individuals comes in many forms of communication. Communication in the health care industry can vary depending on the individual one is working with. There is a time when all types of communication has to be in cooperated into the success of an organization and the care of patients. Face-to-face communication is effective as well as verbal communication via telephone is effective when communicating with doctors, managers, staff, patients and the community.
Communicating face-to-face allows one to rely on body language to decipher the effectiveness of the information that is transmitted from one individual to another. Written communication is a technique that is always dependable within the health care industry. The use of e-mails is also a technique of sharing information, but can sometimes leave an individual wandering if the message was received as the sender intended. Communication time out is a technique that is critical, but seldom performed. The road works allowing two-way conversations to be held by deciding the modes of communication preferred by each individual involved. It communication time-out is performed correctly potential risk factors can be identified and untimely minimized (“Best practices in communication reduce liability, 2011).
Techniques Proved to be Ineffective
Ineffective communication can affect the successfulness of an organization. The same techniques used for effective communication can lead to ineffectiveness in communication. Using face-to-face communication can show anger and stress through body language and can breakdown as messages are interpreted the wrong way. Messages that are not carefully planned, for example, the time and delivery are not chosen efficiently will result in negative communication. Once communication becomes negative it may be a challenge to regain positive communication methods. Applying Communication Techniques in the Health Care Environment Managers can use face-to-face communication in morning meetings to discuss the problems arising from the day before or the potential problems that will arise. Transmitting information via telephone is vital to nursing staff when communicating with physicians about patient care. Telephone communication allows questions to be answered instantly instead of waiting on a response. When communicating with family member’s verbal communication retrieves the best results as well, the families will be able to receive the information they are seeking. Electronic mailing (email) can be used to transmit information between managers and other employees. It is important to insure the message sent via email is received with the intentions the sender is sending (Writing Effective Emails, 1996-2014). Written communication is a reliable communication used in some facilities. Daily team talks delivered to each department by the department manager is a method of communicating with staff. Daily team talks can consist of the daily census, potential admits, upcoming discharges as well and safety tips, financial tips, and positive recognition of any staff member. Applying any technique of communication can have its positive or negative effects on communication between individuals.
Technology and Communication
With the expansion of technology use in healthcare today it can become a challenge to keep up with the growth of technology. With today’s technology computers is a major benefit in the health care industry. Video conferences used in today’s medical fields allowing for face-to-face communication via technology. Technology can be used positively and negative in communication between individuals. The lack of proper English and format can cause for negativity. Technology can also have many benefits with communication, as well. It can make it more convenient for managers to contact other staff and technology can be used in communicating with the community, as well.
Effective communication is vital in assuring the message is interpreted correctly. Listening openly, understanding the intent of the message and using proper body language in receiving and delivering the message is positive in communication. Preventing negative communication is the ultimate goal for organizations in order for them to succeed. Applying the proper techniques of communicating continues to be a challenge among organizations in today’s world.
Best practices in patient communication reduce liability. (October 2011). Retrieved from http://www.riskandinsurance.com Lombardi, D. N., & Schermerhorn, J. R. (2007). Health care management: Tools and techniques for managing in the health care environment. Hoboken, NJ: John Wiley & Sons. Writing Effective Emails. (1996-2014). Retrieved from http://www.mindtools.com/CommSkll/EmailCommunication.htm
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