Friday, July 27, 2012

Ethics in Business Communication

Privacy issues around words such as "Personal", "Private", "For the Eyes of Department Management Only", "Privileged" and other words requesting Privacy in communications need to be very seriously considered.

It is incumbent upon managers in business, education, and industry today, to be very sensitive and forthright in their communications, and in response to privacy requests regarding communications from their employees. To be less than totally forthright can result in some very unsavory results from disenfranchised employees.

Ethics

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Let's face it. Management is about decisions, and decisions as to what you do with "Private" communications can have long ranging results. If the communications relates to discussions of harassment and/or sexual harassment, or other discrimination issues, some very difficult decisions must be made. As any investigation of these matters will result in multiple persons being made aware of the situation, it is probably best for the manager to stop the party divulging the information, and make them aware of the aspects of the process of investigating the claims which will likely not be supported in the concept of "privacy." Let the accuser make the choice, continue without privacy being assured, or decide not to continue with the statements being made.

Ethics in Business Communication

While the issues of privacy in discussions of harassment and sexual harassment are quite clear, there are other areas of management communications much less clear, but still problematic. Matters relating to personnel issues might be one such case. An employee complaining about the actions of another employee, might request "privacy". The manager in this case should try to find other means of substantiating the claim without divulging the identity of the complainant. If this will not be possible, then another conversation with the complainant is indicated, in which you might indicate that a problem has been identified, but taking action on that problem will probably implicate the complainant as the one that divulged the issue. Then let the complainant decide whether "privacy" or "solving the problem" will be the course of events that best suit the complainant's needs.

In many other privacy matters, the singular choice should be to honor the request for Privacy. Totally!! Completely!!

To do less than that could take several negative paths. Certainly the employee, whose "privacy" request has been abused, will seek ways to get even. Any practices of the agency or group that may be less than correct, or possibly even illegal, will make good means of getting even if the disenfranchised employee chooses. If it is in a case relating to any of the forms of discrimination, including harassment and sexual harassment, then abuse of the privacy issues, can easily be considered retaliation. One article I recently read indicated that retaliation cases are some of the easiest discrimination cases to win.

As a manager in Business, Education or Industry, take very serious consideration as to any and all decisions you make when "privacy" is an issue on the table.

Bill Barger

Barger Specialties LLC

Information and resources on Harassment and Sexual Harassment are available through my web site at: http://www.sexualharassmentresources.com

Ethics in Business Communication

In his course work toward a Master's degree in Management, Mr. Barger took an interest in the teaching, research, and publication of information on Sexual Harassment. His web site deals with Harassment and Sexual Harassment issues. His website: [http://www.sexualharassmentresources.com] seeks to be the full service portal for information relating to the issue of Sexual Harassment.

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Tuesday, July 17, 2012

Multinationals: Why Don't They "Just Do It?"

Business Ethics: Worth a thought?

The corporate world today faces rising ethical dilemmas in every day operations. Ethical issues, often confused with corporate scandals, are not necessarily as dramatic as that. Every department of every organization face moral and ethical dilemmas in their day to day functioning, and often enough corporations get away with unethical or immoral behaviour. Of course, reasons vary. Arguably, organizations cannot afford the risk of not investing their time or resources in developing a comprehensive approach to corporate ethics. This report looks at two multinational organizations, Unilever and Nike Inc. and draws a comparison on their discriminatory practices in the various countries or culture they operate in. Both the firms are identified with unethical behaviour, and although the circumstances and the firm's ways of handling these issues are different, little seems to have changed.

Ethics

Unilever Issue: Fair is Lovely!!

Multinationals: Why Don't They "Just Do It?"

An Anglo-Dutch company, Unilever owns many of the world's consumer product brands in foods, beverages, cleaning agents and personal care products. Unilever employs more than 247,000 people and had a worldwide revenue of US.4 billion in 2004. (Unilever 2006). In India however the firm runs under its operations under the name of Hindustan lever. The company has a range of 'home and personal care' products in the Indian market. One of the most successful brands of the company is 'Fair & Lovely'. The company websites claims to be using a patented technology for this fariness cream. The website claims 'Fair & Lovely' to be formulated with optimum levels of UV sunscreens and Niacinamide, which acts safely and gently with the natural renewal process of the skin, making complexion fairer over a period of six weeks.

A number of ethical concerns are however related to the product. Apart from the ill effects on the skin, as claimed by some doctors, the advertising and marketing of the product has been doing more harm than good for the society. Its frequently-aired ads typically show a depressed woman with few prospects, gaining a brighter future by having a boyfriend or attaining a job after becoming markedly fairer (emphasized by several silhouettes of her face lined up dark to light). On its Web site the company calls its product, "the miracle worker," which is "proven to deliver one to three shades of change." (Unilever 2006). To many it may seem or sound strange for all this to happen in a country where the majority of the people have a dark complexion of skin colour with variations in brownness. Ironically enough though, people from all walks of life, be it a would-be-mother in law, or a young or an old male, everyone seems to have a fascination for lighter skin. Women from all socio-economic backgrounds go to unbelievable lengths to become just a little whiter.

Although the advertising done by Unilever for 'Fair & Lovely' is not illegal but it certainly remains objectionable. In an era which is dawned by corporate scandals, such as Enron and the Australian Wheat Board (AWB), Unilever has been successfully running this product in over 38 countries. Ironically most of these countries are under-developed/ developing country, who can do away with such practices. In India, a country with a huge social and cultural divide, high unemployment and illiteracy levels, Unilever successfully deceives and manipulates people through its exaggerated claims. Even if the claims were to be true, and such a product was to make skin lighter, the company looks to gain market share and increase profitability by creating a mindset where lighter skin is superior to a darker complexion. In reality people are buying products that will cause more harm than good. The demand for such "skincare" products is part of an India-wide trend of women wanting to lighten their complexions in the belief that lighter is better. This desire has a long history, a hangover from India's colonial past fuelled by contemporary global perceptions of beauty that give prominence to western marketing and fashion styles. The advertisements shown fail miserably at all levels of advertising ethics.

One of the concepts that can be used to explain the practices of Unilever advertising is Moral myophia, the failure of Unilever to see the moral dimension at all. The advertisements done by the firm have probably been successful. How else would you explain the never ending promotional campaigns all over the media; print, display or broadcast. Success in this case relates to the increasing profitability of the firm after a particular ad campaign. The social implications of this to the society are however conveniently ignored. Quite clearly, Unilever seems to be following the belief of the only bad advert is one that does not work.

The content of the product website makes things a little more complicated. The website claims to be helping women in India, often considered to be the weaker sex. The Fair and Lovely Foundation, an initiative of Hindustan Lever Limited seeks economic empowerment of Indian women through information and resources in the areas of education, career guidance and skills training. Comprising of an advisory body of leading individuals, this foundation aims to undertake various projects and initiatives in keeping with its vision of empowering women to a brighter future. Prominent women organizations and achievers partner initiative to promote economic empowerment of women. (Grace & Cohen 2005)

Noble thought?

It sure is, but at what expense. Isn't it strange and ironic that this company, and others in the business, continue to sell fairness as a desirable quality, be it for success in marriage or career, and equate dark complexions with failure and undesirability? Where does a company draw the line between selling a product and being socially sensitive? What is even more disturbing is the fact that there is a constant attempt to disguise these socially unacceptable practices. As noble as the idea behind the Fair and Lovely Foundation might be, it still does not solve the root problem. Addressing one problem in the society can not come at the expense of exaggerating the other one. Women in India need to be empowered, and be told that they are no less than their male counterparts, however the people of India also need to be told that the mere colour of skin does not make one superior. The society needs to get over the colonial hangover, and the least that companies like Unilever can do is not spend millions of dollars on campaigns which do more social harm than good.

Nike Dilemma: Still waiting for them to "do it"!

Another corporate giant having its fare share of controversies over the years is Nike. Nike employs approximately 26,000 people worldwide. In addition, approximately 650,000 workers are employed in Nike contracted factories around the globe. More than 75% of these work in Asia, predominantly in China, Thailand, Indonesia, Vietnam, Korea and Malaysia (Nike 2006). In 1998 Nike came under fire for the sweatshop conditions of the workers in the Nike factories in China and other third world countries. The evidence showed that the workers were regularly subject to physical punishment and sexual abuse and exposed to dangerous chemicals. (Nike Accused of Lying About Asian Factories 1998). Sub standard working facilities, bare minimum wages and risks to health of labourers mark NIKE factories in Asia. The firm was also accused of practicing child labour in Pakistan.

So the question now is, why did it happen, and more importantly, has anything been done since to correct it.

So why did it happen?

Well that is quite clear. The reason why most firms outsource their activities to lesser developed countries is to exploit cheaper labour and production costs. Nike has a brand reputation worldwide, and in-fact is a market leader in the sales of athletic shoes. The constant focus is to formulate ways and strategies to reduce production costs, and one way of that is fewer wages to the workers. The high unemployment levels in the third world countries, as well as the desperation for people to be employed, in any kind of work, allows multinationals like Nike , the perfect platform to indulge in malpractices without getting into too much trouble. A look at some of the ethical issues concerned with Nike's human (or inhuman!) right violations would give a better understanding of the concern.

Ethical Dilemma:

Any firm which expands its operations globally needs to follow the basic code of international ethics:

o Not to intentionally direct harm in the host country. By providing below standard and unsafe working conditions, and low wages, Nike was clearly intentionally doing harm.

o Benefit the host country. Although Nike was indeed expanding the number of jobs available in China, a desirable aspect, but the extremely low wages meant it was all beneficial for the corporation and not the people in China.

o Respect the human rights of employees. Reports of unsafe and hazardous working conditions proved that Nike did not care much about the human rights in China.

o Respect the values, culture and laws of the host country- as long as they are not morally wrong or against human rights. (Grace & Cohen 2005)

It would be a fair assumption to make, if a certain behaviour is unacceptable in the home country, it would most likely be morally wrong in a foreign environment as well. Managing stakeholder interests is also extremely important for any firm. However problems arise when businesses fail to prioritize the stakeholder interests. Nike prioritizes its stakeholders in terms of their importance to the firm, and quite clearly the workers in Asia, do not seem to be anywhere near top of this priority list. As a consequence, all the efforts of the firm are directed towards the consumers, who typically are in developed countries, with more money, and who can not care less about what might be happening in a Nike factory miles away from home.

So has Nike done anything about it?

Since the controversy first broke out in 1998, Nike has claimed to taken several steps to correct the mistakes. Or so is what the organisation claims. This section of the article focuses on Nike's efforts, the truth, the lies and the myths about it.
After the controversy broke out in the international media, Nike's founder and CEO Mr. Philip Knight made six commitments:

o All Nike shoe factories will meet the U.S. Occupational Safety and Health Administration's (OSHA) standards in indoor air quality.

o The minimum age for Nike factory workers will be raised to 18 for footwear factories and 16 for apparel factories

o Nike will include non-government organizations in its factory monitoring, with summaries of that monitoring released to the public.

o Nike will expand its worker education program, making free high school equivalency courses available to all workers in Nike footwear factories.

o Nike will expand its micro-enterprise loan program to benefit four thousand families in Vietnam, Indonesia, Pakistan, and Thailand.

o Funding university research and open forums on responsible business practices, including programs at four universities in the 1998-99 academic year. (Connor 2001)

However there was still no mention of the human rights of workers, higher wages, more reasonable working hours, safer and healthier work places and respect for Workers' Right to Freedom of Association. Later consumer activist Marc Kasky filed a lawsuit in California regarding newspaper advertisements and letters Nike distributed in response to criticisms of labour conditions in its factories. Kasky claimed that the company made representations that constituted false advertising. Nike responded the false advertising laws did not cover the company's expression of its views on a public issue, and that these were entitled to First Amendment protection. The local court agreed with Nike's lawyers, but the California Supreme Court overturned this ruling, claiming that the corporation's communications were commercial speech and therefore subject to false advertising laws. (Kasky V. Nike 2002)

The parties subsequently settled out of court before any finding on the accuracy of Nike's statements, for .5 million. Discovery in the Kasky case had the potential to open the Nike files to public scrutiny, to document the mistreatment of workers throughout the world, and the flow of money from Nike to public interest groups. However Kasky and his lawyers settled this potential historic case for a .5 million donation to a group controlled by the shoe and apparel industry. There hasn't been a word about it since.

(Weissman & Mokhiber 2002)

In 2004 Nike announced that it would be developing a balanced scorecard to integrate corporate responsibility into its business. The sports goods manufacturer said it would introduce corporate responsibility as an integral part of its contract manufacturing business. Sourcing decisions were to be based not just on price, quality and delivery but also a contractor's pledge towards labour management and environmental, health and safety programmes.

In 2005, seven years from the time when the controversy was first made public, an independent research conducted showed that although 60% of factories monitored achieved an A or B rating in terms of compliance with agreed standards, a quarter of factories were found to present more serious problems. These ranged from a lack of basic terms of employment and excessive hours of work to unauthorised sub-contracting, confirmed physical or sexual abuse and the existence of conditions which could lead to death or serious injury. The Guardian also reported some of the conditions that existed in the Chinese factories in 2005

o Between 25% and 50% of the factories in the region restrict access to toilets and drinking water during the workday.

o In more than half of Nike's factories, the report said, employees worked more than 60 hours a week. In up to 25%, workers refusing to do overtime were punished.

o Wages were also below the legal minimum at up to 25% of factories
(What are factory conditions in China 2005)

Once again Nike said it would set up a taskforce to improve compliance with its code of conduct on working hours. It will also work with factories to help them address the most pressing problems as well as seeking to establish a set of common standards across the industry. (Nike opens up in Standards Drive 2005)

The question of course is, would anything still be done. There is a good chance it may never be. Nike sees business ethics as "no good at all", and believes acting ethically would not be in the best of interests of the business. Not till the time, the sales of the business go down alarmingly, would there be any hope for any drastic improvements in these conditions. Nike has always had its share of controversies, and the firm seems to be thriving on it. The firm manages to use the controversies as a publicity tool. Thus far, Nike has treated allegations as an issue of public relations rather than human rights. Every allegation is followed by the release of public statements across various magazines and newspapers stating the efforts made by the firm to make the difference, but seven years down the road, the differences are yet to be seen. Meanwhile the efforts of Nike to manipulate and win even more customers go on. The corporate website of the firm talks heavily about their shifting approach to labour compliance.

(Evolution: Shifting Approach to labor compliance 2006)

Unlike Nike, Unilever has not quite been indulging itself in illegal activities, but does that make it any less harmful, or does that make Unilever any bit more ethical than Nike?

According to this writer, the answer to both the questions is NO. In fact what makes Unilever's practices even scarier than those of Nike is the fact that they cause as much harm, but still there seems to be little concern over it. The firm has been in operation since 1978, and even 28 years after there seems to be little or no concern. There is little media coverage over the menace, possibly because of the advertising revenues being paid, or just the ignorant nature of the present day media, which seems to be more interested in scandals rather than some social concerns in a third world country.

The double standards practised by both Nike Inc, and Unilever are quite apparent as well. The majority of Nike clothing is produced in countries it hardly has any sales, but of course the factory conditions of a worker based in an American factory is strikingly different from that of a worker in a Chinese factory. Likewise Unilever manipulates the market by introducing fairness creams in cultures where beauty equates fairness. To boost the sales, the company goes a step further by trying to position the product by changing consumer perception of fairness as being successful, both socially and emotionally.

Social impacts? Did you ask?

Of course that's hardly on the agenda. The interesting thing is, although Unilever operates in over 40 different counties, including Australia, the 'Fair & Lovely' product is only available in a handful of markets. The company does not have any 'Dark & lovely' brands in their western markets, possibly because they perceive this market to be more educated and therefore tougher to manipulate.

The firms of course have their reasons, and one of them is us, the consumers, who purchase these products. It is the age old formula of demand and supply. We demand the product, and the firm of course goes to any lengths to fulfil the gap. In Unilever's case, there is an obvious need in the mind of the consumers in India to have fair skin. Similarly for Nike, the worldwide demand for their apparels compels the firm to go to unbelievable extent to produce lower cost products. The story unfortunately does not end here. We the consumers, then put the firm under even more pressure to maintain their profitability, only this time we take the role of investors. Investor's of course are only concerned with the share return, and cannot care less about how the firm maintains its profitability.

Jennifer Abbott and Mark Achbar, in their documentary 'The Corporation', proved that corporations in the present time fit the definition of a 'psychopath'. The concern is that this psychopath is being raised and bred by us, the consumers, and the investors. These are average times we are living in, with every day more issues, more scandals and more controversies breaking out. However reading the stories is nearly not enough. Something somehow somewhere needs to change and change sooner rather later, before it gets too late.

End of story?

Unfortunately, I don't think so.

Multinationals: Why Don't They "Just Do It?"

Pranay Rai is a young management student at Melbourne Business School, Australia. Through his simple yet unconventional style of writing, Pranay hopes to touch the souls of millions across the globe, reminding them of the social issues that have been long forgotten.

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Saturday, July 14, 2012

How to Manage Ethics in the Workplace

The effective management of ethics is sound business practice. Employees' morale is raised; bottom-line performance is improved, your corporate image is enhanced; and customers choose to form business relationships with companies that adhere to high standards of ethical conduct. One of your key management tasks is to persuade employees to accept your organization's ethical values. Here are some points to consider...

1. Understand the benefits of ethical conduct.
All key parties benefit from ethical conduct within the organization. Employees who have confidence in their management contribute to their organization's prosperity. Conversely, in an unethical climate, employee productivity declines, creativity is channeled into seeking ways to profit personally from the business, loyalty diminishes, and absenteeism and staff turnover increase. Customers prefer to be associated with and remain loyal to companies that adhere to codes of ethical behavior. Shareholders derive up to fifteen times greater return from companies with a dedicated commitment to ethical conduct. US research in the 1990s identified companies across industry sectors that had outperformed their peers. The one common quality among those companies was a demonstrated commitment to their stated values.

Ethics

2. Focus on ethical conduct.
When referring to codes of behavior, the term 'ethical conduct' is more comprehensive and more meaningful than 'ethics'. The best ethical values and intentions are relatively meaningless unless they generate fair, just, and observable behaviors in the workplace. Ethical conduct focuses on demonstrated behavior-doing, not just saying.

How to Manage Ethics in the Workplace

3. Develop a code of ethical conduct.
The best way to handle ethical dilemmas is to avoid their occurrence in the first place. The process involved in developing a code of ethical conduct helps to sensitize employees to ethical considerations and minimizes the likelihood that unethical behavior will occur. A process is outlined in How to develop a code of ethical conduct on page 18 of the e-Book Ethics.

4. Promote process.
When it comes to managing ethics and, in particular, developing a code of ethical conduct, the journey is just as important as the destination. Codes, policies, procedures, and budgets are important. So, too, is the process of reflection and dialogue that produces those deliverables. Where possible use group decision making to actively involve participation in, and ownership of, the final outcome.

5. Link ethics to other management practices.
The development of a code of ethical conduct should not occur in isolation. The creation of a values statement, for example, should occur as part of a strategic planning process. A link to ethical conduct fits ideally with this process. Similarly, any discussion about personnel policies could also reflect ethical values as they apply to the organization's culture.

6. Demonstrate ethical practices.
The best way for you and your organization to gain a reputation for operating ethically is to demonstrate that behavior-the most important way to remain ethical is to be ethical. And the best advertisement your ethics management program can have is everyone's commitment to it. Be prepared for an increase in the number of ethical issues to be dealt with. As staff become increasingly aware of the importance of ethics management, it is to be expected that more issues will be identified. As Helen Vines says in 'The Core of Good Business' (HR Monthly, June 1999): 'The most damaging thing is for management to come out with a code of ethics, or a value statement, and model a different type of behavior.'

7. Allocate roles and responsibilities.
The approach will vary according to the organization, but an appropriate structure could include the following:
• An ethics management committee, representing the entire organization, with responsibilities to include implementing and administering an ethics management program. The creation and monitoring of a code of ethical conduct would be part of that overall program.
• An ethics officer who ideally should be a senior executive but not from HR or the Legal Department. He or she must be trained in matters of ethics in the workplace and have ultimate responsibility for managing the program.
• Demonstrated involvement and support of top management. Staff and Board must see that senior management takes ethical conduct seriously.

8. Identify and model industry benchmarks.
An increasing number of companies strive to match practices with espoused values. The Soul of a Business (Bantam, 1993), for example, is an account of the way in which ethical considerations guided the day-to-day operations of the American company, Tom's of Maine. One of the company's stated values was its commitment to the health of the environment. The company, therefore, used glass containers instead of plastic, even though plastic was cheaper to purchase, label, and ship. Tom's of Maine was also committed to supporting its regional economy. Only when it couldn't purchase a resource in its local area would Tom's go farther afield. This demonstrated commitment to espoused values contributed to the company's growth and profitability and inspired others to follow its lead.

How to Manage Ethics in the Workplace

Dr Neil Flanagan provides for busy people on the go, access to essential management know-how. That's why his site is called management2go. When you visit http://www.management2go.com a FREE gift and a FREE e-Topic are yours-for-the-downloading. And you can opt to receive a regular newsletter that will keep you informed about everything management and link you to a worldwide network of people just like you. If you'd like more information about issues raised in this article, go to http://www.management2go.com/products/Ethics.html

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Tuesday, July 10, 2012

Ethics in Management - Ethical Management

Facilitative and positive leadership is linked to ethics in management, and it begins with a solid understanding of the self. Some argue that the key elements to positive leadership are self-awareness, self-discipline, and self-efficacy, which then leads to the servant leader, who serves the corporation and the workers by focusing on corporate objectives and goals rather than personal goals. Self-awareness, has little to do with contemplating one's navel high in the mountains of India. It is based on a genuine understanding of one's emotions and selfish tendencies, leading to emotional control and emotional intelligence, the ability to see beyond personal aggrandizement and to display a managerial effectiveness that "does not vary" from situation to situation.

Technology has created a new, and younger, leadership corps that is well versed in technological innovation, but not so knowledgeable in management and leadership skills. Psychological knowledge can bridge that gap by providing an understanding of human factors that are usually learned, if at all, through years of on the job experience. These factors include, for example, body language, presentation of self, and motivational theory. Many theorists argue that American corporate culture was creating a Marxian like alienation in its white collar workers, who began to feel isolated and powerless in a bureaucratic world that mandated decision making and problem solving from above, and sought to remove the personality and individual characteristics of its workers. Bureaucracy and its rigid enforcement of rules and regulations was strangling innovation and satisfaction within the workforce. One solution is to eliminate the rule of bureaucracy and allow workers more input into their jobs, which would create a sense of control over their own destinies. His argument for empowerment as a source of innovation is the foundation of much of modern management and workplace theory.

Ethics

The ethics of management is tied closely to the pursuit of worker motivation, value acquisition and learning principles. Management must serve the company. Ethical managers must never serve themselves or their own personal agendas. To increase ethics in management, managers can nurture and foster their teams and workers by improving performance through the use of learning and value acquisition tools such as seminars, tuition reimbursement for outside courses relating to work and job performance, and encouraging workers to gain transferable skills which will benefit their careers. Ethical managers do not practice negative power and realize that educating a workforce can only help meet the company's objectives and goals.

Ethics in Management - Ethical Management
Ethics in Management - Ethical Management

John Halasz is a former writing teacher and currently a professional writer and internet marketer. He has written SEO articles and ghostwritten novels, books, and scholarly articles.

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Wednesday, July 4, 2012

Why Ethics Matter

When considering how to increase your sales and win over a bigger share of your market, ethics may not be the first thing to come to mind. And perhaps it shouldn't be the first thing, either, but it certainly ought to achieve a decent position in your list. First of all, let's quickly define what I'm talking about when considering ethics from a business point of view. It can include;

• Fair trade
• Equal rights (for ethnic minorities and women within the company)
• Carbon neutrality
• Eco-awareness
• Community relations (e.g. giving back to the town/s in which you are present)

Ethics

There are of course further aspects, but the above 5 make out the foundation. Taking a stand, as a business, and publicly showing your commitment to all or any of the above ethic areas will have a positive effect on the way your organisation is viewed by society at large. An excellent example of this principle can be found in The Body Shop who famously made an incredible impact on the world of cosmetics with its fair trading policies, and quickly grew to become one of the major players in its market (however it has since been bought by L'oreal).

Why Ethics Matter

Even if you don't choose to take a firm stance and make ethics one of your main selling points, completely ignoring it can be incredibly bad for business, especially if your main competitors take a different approach. In fact, ethics and morals have brought entire markets to their knees; fur trade, for example, has been severely damaged by the lack of ethics involved. This is not a rule without exception, of course, as aptly demonstrated by Ryan Air who, while one of the biggest airlines in Europe, are famous for their complete disregard of ethics.

Further, it is very important that you are aware of the differing ethic priorities in different markets. What is OK in one country may be very against general acceptance, or even the law, in another. As such, always research ethics before entering a new market.

Why Ethics Matter

If you liked this article, and wish to read other articles like it, check out my blog at [http://www.EntrepreneuRealism.com]

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Sunday, July 1, 2012

Overcoming Communication Barriers in Organizations

Although all communication is subject to misunderstandings, business communication is particularly difficult. The material is often complex and controversial. Moreover, both the sender and the receiver may face distractions that divert their attention. Further, the opportunities for feedback are often limited, making it difficult to correct misunderstandings. The following communication barriers in organizations and ways to overcome them will be the main topic of this article.

1. Information Overload. Too much information is as bad as too little because it reduces the audiences ability to concentrate effectively on the most important messages. People facing information overload sometimes try to cope by ignoring some of the messages, by delaying responses to messages they deem unimportant, by answering only parts of some messages, by responding inaccurately to certain messages, by taking less time with each message, or by reacting only superficially to all messages.

Ethics

To overcome information overload, realize that some information is not necessary, and make necessary information easily available. Give information meaning rather than just passing it on, and set priorities for dealing with the information flow. Some information isn't necessary.

Overcoming Communication Barriers in Organizations

2. Message Complexity. When formulating business messages, you communicate both as an individual and as representative of an organization. Thus you must adjust your own ideas and style so that they are acceptable to your employer. In fact, you may be asked occasionally to write or say something that you disagree with personally. Suppose you work as a recruiter for your firm. You've interviewed a job candidate you believe would make an excellent employee, but others in the firm have rejected this applicant. Now you have to write a letter turning down the candidate: You must communicate your firms message, regardless of your personal feelings, a task some communicators find difficult.

To overcome the barriers of complex messages, keep them clear and easy to understand. Use strong organization, guide readers by telling them what to expect, use concrete and specific language, and stick to the point. Be sure to ask for feedback so that you can clarify and improve your message.

3. Message Competition. Communicators are often faced with messages that compete for attention. If you're talking on the phone while scanning a report, both messages are apt to get short shrift. Even your own messages may have to compete with a variety of interruptions: The phone rings every five minutes, people intrude, meetings are called, and crises arise. In short, your messages rarely have the benefit on the receivers undivided attention.

To overcome competition barriers, avoid making demands on a receiver who doesn't have the time to pay careful attention to your message. Make written messages visually appealing and easy to understand, and try to deliver them when your receiver has time to read them. Oral messages are most effective when you can speak directly to your receiver (rather than to intermediaries or answering machines). Also, be sure to set aside enough time for important messages that you receive. Business messages rarely have the benefit of the audiences full and undivided attention.

4. Differing Status. Employees of low status may be overly cautious when sending messages to managers and may talk only about subjects they think the manager is interested in. Similarly, higher-status people may distort messages by refusing to discuss anything that would tend to undermine their authority in the organization. Moreover, belonging to a particular department or being responsible for a particular task can narrow your point of view so that it differs from the attitudes, values, and expectations of people who belong to other departments or who are responsible for other tasks.

To overcome status barriers, keep managers and colleagues well informed. Encourage lower-status employees to keep you informed by being fair-minded and respectful of their opinions. When you have information that you're afraid you boss might not like, be brave and convey it anyway. Status barriers can be overcome by a willingness to give and receive bad news.

5. Lack of Trust, Building trust is a difficult problem. Other organization members don't know whether you'll respond in a supportive or responsible way, so trusting can be risky. Without trust, however, free and open communication is effectively blocked, threatening the organization's stability. Just being clear in your communication is not enough.

To overcome trust barriers, be visible and accessible. Don't insulate yourself behind assistants or secretaries. Share key information with colleagues and employees, communicate honestly, and include employees in decision making. For communication to be successful, organizations must create an atmosphere of fairness and trust.

6. Inadequate Communication Structures. Organizational communication is effected by formal restrictions on who may communicate with whom and who is authorized to make decisions. Designing too few formal channels blocks effective communication. Strongly centralized organizations, especially those with a high degree of formalization, reduce communication capacity, and they decrease the tendency to communicate horizontally thus limiting the ability to coordinate activities and decisions. Tall organizations tend to provide too many vertical communication links, so messages become distorted as they move through the organization's levels.

To overcome structural barriers, offer opportunities for communicating upward, downward, and horizontally (using such techniques as employee surveys, open-door policies, newsletters, memo, and task groups). Try to reduce hierarchical levels, increase coordination between departments, and encourage two-way communication.

7. Incorrect Choice of Medium. If you choose an inappropriate communication medium, your message can be distorted so that the intended meaning is blocked. You can select the most appropriate medium by matching your choice with the nature of the message and of the group or the individual who will receive it. Face-to-face communication is the richest medium because it is personal, it provides immediate feedback, it transmits information from both verbal and nonverbal cues, and it conveys the emotion behind the message. Telephones and other interactive electronic media aren't as rich; although they allow immediate feedback, they don't provide visual nonverbal cues such as facial expressions, eye contact and body movements. Written media can be personalized through addressed memos, letters, and reports, but they lack the immediate feedback and the visual and vocal nonverbal cues that contribute to the meaning of the message. The leanest media are generally impersonal written messages such as bulletins, fliers, and standard reports. Not only do they lack the ability to transmit nonverbal cues and to give feedback, they also eliminate any personal focus.

To overcome media barriers, choose the richest media for no routine, complex message. Use rich media to extend and to humanize your presence throughout the organization, to communicate caring and personal interest to employees, and to gain employee commitment to organizational goals. Use leaner media to communicate simple, routine messages. You can send information such as statistics, facts, figures and conclusions through a note, memo or written report

8. Closed communication climate. Communication climate is influenced by management style, and a directive, authoritarian style blocks the free and open exchange of information that characterizes good communication.

To overcome climate barriers, spend more time listening than issuing orders.

9. Unethical Communication. An organization cannot create illegal or unethical messages and still be credible or successful in the long run. Relationships within and outside the organization depend or trust and fairness.

To overcome ethics barriers, make sure your messages include all the information that ought to be there. Make sure that information is adequate and relevant to the situation. And make sure your message is completely truthful, not deceptive in any way.

10. Inefficient Communication. Producing worthless messages wastes time and resources, and it contributes to the information overload already mentioned.

Reduce the number of messages by thinking twice before sending one. Then speed up the process, first, by preparing messages correctly the first time around and, second, by standardizing format and material when appropriate. Be clear about the writing assignments you accept as well as the ones you assign.

11. Physical distractions. Communication barriers are often physical: bad connections, poor acoustics, illegible copy. Although noise or this sort seems trivial, it can completely block an otherwise effective message. Your receiver might also be distracted by an uncomfortable chair, poor lighting, or some other irritating condition. In some cases, the barrier may be related to the receiver's health. Hearing or visual impairment or even a headache can interfere with reception of a message. These annoyances don't generally block communication entirely, but they may reduce the receiver's concentration.

To overcome physical distractions, try to prepare well written documents which are clear, concise, and comprehensive. When preparing oral presentations try to find a setting which permits audience to see and hear the speaker clearly.

Overcoming Communication Barriers in Organizations

Martin Hahn PhD has received his education and degrees in Europe in organizational/industrial sociology. He grew up in South-East Asia and moved to Europe to get his tertiary education and gain experience in the fields of scientific research, radio journalism, and management consulting. For more info visit http://www.martinimhahn.com

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