Analyzing Communication Problem In Rio Tinto: Solution Generation And Evaluation

Problem background

In a business organization, communication has an important role to be played that helps to fulfill the requirements of the clients and fulfill the goals of the organization. It also helps to motivate employees that lead to give more production in the organization. Effective communication is essential for development of an enterprise. In this perspective, it becomes important to analyze the issues with the help of analysis tools and techniques and generate solutions so that it can be helpful for the organization to mitigate the issue. In the present study, communication problem in Rio Tinto has been selected as the case study.

Williams (2017) stated that communication serves as the foundation of every facet of a specific business. Hence, it can be stated that effective communication is the developing block of an enterprise by which several benefits can be obtained. Communication can keep the foundation of motivation. In addition, it assists the employer understanding the process of performing the job as well as enhancing performance whether it is not according to the standard. The significance of effective communication is considered as developing block of a successful business organization.

On the other hand, communication can promote motivation through informing as well as clarifying the staffs regarding the tasks to be done as well as the way that are performed. Communication can be performed in the procedure that assists in addressing as well as evaluating the alternative actions (Joseph, 2017). Communication has an important role in altering attitudes of the individual where a well informed person can have a better attitude compared to the less informed person.

Although there are several benefits of communication in a business organization, there are several challenges faced by the organizations in order to communicate with the stakeholders and colleagues in the workplace. Emerging technologies have led major change in communication process of the organization. Apart from these, communication as well as political environment of the organization, cross cultural communication and ethical issues in communication process are the major challenges in business organization.

Definition of a problem is the most significant step of a business organization. The major stage is comprehension of the issue in detailed way as required to solve. On the other hand, it is important to understand the procedure to overcome the challenges. The main purpose of the stage is understanding the issue in detailed way as required in order to solve it effectively.  Culture of the organization, either positive or negative can be concerned with the decisions, actions as well as communications (Williams, 2017). It can be reflected in the process that is involved. The tools that are available for defining the problems are root cause analysis as well as value chain analysis. On the other hand, in order to understand the issue as well as avoid complexity and analysis, it is important to understand the procedure as well as simple tools of 5Ws technique of questioning as well as SWOT analysis.

Table 1: SWOT analysis

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Looking at the SWOT as well as 5Ws analysis of Rio Tinto organization, the main cause of the organization is seen due to lack of cooperation and use of latest technology in the organization (Rasubala & Matthews, 2017). The issues of negative culture need to be treated as a dynamic issue. On the other hand, as negative organizational culture generally occurs with the change of management as well as the ongoing basis. The data generated in SWOT can be utilized in order to develop a solution for increasing strengths as well as scopes and reduce the detected weakness and threats.

Problem definition

Piga (2016) mentioned that after identification as well as definition of the issue, the next stage is developing the process that will be helpful to solve the issue and assist the organization in moving from the present state of affairs to the desired state. Apart from this, the tools available in the solution can be helpful in divergent thinking as well as desired to be creative. In order to mitigate the issues faced in the organization, some strategies can be taken that would be helpful to manage the process.

Table 2: Brainstorming

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Highlighting the key issues as well as pinpoints the main areas for action would be helpful for the organization. Understanding the attitudes existed as well as existed in the process can assist the staffs to be motivated. On the contrary, it is important to develop smart decisions that can be helpful to mitigate the risks (Jones et al., 2016). The smart decisions can be helpful in making smart decisions that will assist to improve business communication. In addition, checking and ensuring the requirements of the audiences can be helpful to measure to find out whether the employees have received as well as understood the key messages for deliver. In addition, leveraging the resources of communication can drill down for understanding the process of working in several locations, divisions. In addition, it is helpful to demonstrate commitment for change. Improvement of communication can be helpful to measure the symbol of change and will be valued by the staffs. On the contrary, beware of the measurement without committing to follow the process (Azarian, Fatlaki, & Nouri, 2016). In addition, driving accountability can be helpful to measure that is to be done. Measurement of communication is one of the great ways for evaluating the communication works or not.  In addition, it helps to fix the right track of involving the employees.  

The major focus is evaluating different potential solutions in short as well as long-term effectiveness in order to assist in reaching the desired state. The stage focused on the divergent thinking that locates the issue at the centre and focus on the peripheral resources in order to make coverage of the process.  Convergent thinking can be helpful for locating the issue at the centre of focusing and collect the peripheral resource.  In order to evaluate the technique, it is require to create an affinity diagram (González & Frumkin, 2018). An affinity diagram can be helpful to use the simple technique of developing the diagram. In addition, it can be helpful to detect the issue as well as assess the best possible solution produced with the help of divergent thinking process.

                                                                           Figure 1: Affinity diagram

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Hence, time as well as budget is available as the best solutions for implementing effective communication process in the organization. In addition, performing a situation analysis can be helpful to assess the present situation and stand in terms of communications. It is required to collect and analyze the related information with the organization (Austin & Pinkleton, 2015).  In order to collect as well as analyze the related information with the organization. Brainstorming with the staffs and conducting the surveys as well as emphasize the focus groups can assist to perform situation analysis. Defining the objectives as well as overall communication plan makes the process specific, measurable as well as realistic. In addition, it is important to understand the objectives and the results that are essential to adjust performance (Siddiqi et al., 2016). Development of written communication plan will take some efforts as well as makes the process effective. The major tool for successful delivering the process to the key audiences can assist to develop mutually beneficial relationship.

5Ws Analysis

The tools that are available for the solution implementation are force field analysis and What If Scenario. In the present context, forced field analysis has been used. The forced field analyst helps to discuss as well as assess the types of sources (Foster, 2018). The procedure analyses the type of forces like driving forces as well as restraining forces. The tool can be helpful to deploy the change in Rio Tinto.

Lack of effective communication is caused by poor management and communication skills as well as self-servicing nature of the person. In the business organization, it is important to focus on the roles as well as autonomy of the employees in the organization. The objective of the study is implementing employee-centered program for developing communication. In this perspective, it is required to develop an effective communication plan (Williston, 2015). The project plan should have a specific date to start and finish.  In addition, budget of the project plan need to fulfill the organizational demands for consultation fees as well as other expenses.  

The steps involved in the project are evaluation of the competencies. Development of theoretical frameworks as well as development of employee-centered leader as well as practical testing is important for the process (Meneses et al., 2016). In addition, evaluation of the process and feedback can assist to develop social skills and self-leadership along with participation. It is important to develop effective mindset among the members of Rio Tinto. Reviewing performance as well as feedback can be helpful to improve the procedure.

On the other hand, one of the best practices for internal communication is the plan that should fulfill the primary criteria. An internal communication plan can articulate the function that is qualified to achieve the business outcomes for the enterprise. An internal communication plan has the benefits over the process (Lovato et al., 2016). The communication plan would be helpful in providing a clear roadmap for consistent communication with the staffs so that they feel informed regarding the goals for the organization. In addition, it would help to take proper action for the plan.

Table 3: Action plan

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It is important to evaluate the plans for organization and implement in the organization. As the modern workplace is full of distractions is considered as the biggest barriers to the productive listening (Williams, 2017). However, elimination of the differences in perception that makes the organization recruiting right individuals on the job would be helpful to mitigate the issue. On the other hand, it is important to understand internal communication plan that helps to develop the procedure that would be helpful to understand the goals of the business and communication goals. It is important to accomplish the process and understand the process of trying to accomplish with the communication strategy.

Conclusion

It is the responsibility of interviewer making sure that the interviewee has command over the written and spoken language. There should be appropriate induction program so that the policies of the organization are clear to all the staffs. There should be appropriate trainings conducted for the required employees. Use of simple language can be helpful for the organization. Moreover, use of simple as well as clear words should be focused. Use of ambiguous words as well as jargons need to be avoided. Reduction as well as elimination of noise levels can assist.

References

Austin, E.W. & Pinkleton, B.E., 2015. Strategic public relations management: Planning & managing effective communication campaigns. Routledge.

Azarian, A., Fatlaki, F.F. & Nouri, E., 2016. Interactive role of psychological & demographic factors, marital satisfaction & level of education, a Communication Plan. International Journal of Humanities & Cultural Studies (IJHCS)? ISSN 2356-5926, 1(1), pp.808-816.

Foster, A., 2018. A Communication Plan for Organizational Effectiveness in a Youth Development Organization.

González, K. & Frumkin, R., 2018. Effective Communication Matters: A Reflective Plan of Action. In Communicating Effectively & Meaningfully with Diverse Families (pp. 1-11). Brill Sense.

Jones, K., Holl&s, G.J., Shemilt, I., Doyle, J. & Armstrong, R., 2016. Planning & implementing a targeted & strategic dissemination plan for a Cochrane review: a case study. Journal of Public Health, 38(3), pp.630-632.

Joseph, J.J., 2017. A Strategic Communication Plan for Dominica-America Scholarship & Culture, Inc (Doctoral dissertation).
Rasubala, R. & Matthews, K., 2017. Communication Plan for Albany Parks & Recreation Strategic Planning & Cases.

Lovato, C., Mitton, C., Denis, J.L., Shaw, G. & Smith, N., 2016. Evaluation Plan for the Facility Engagement Initiative for Doctors of British Columbia.

Meneses, S.M.A., Barnes, T.S., Villas, E.C., Alvaran, P.J.J., Lantican, T.L.D., Lapuz, E.L., Park, C.R., Palaniappan, G., Cameron, D., Ancog, R.C. & Domingo, R., 2016. Improving the productivity of the smallholder swine raising in San Simon, Pampanga, Philippines using an ecohealth approach: the importance of a communication plan. In FAVA annual conference. VNM.

Piga, A., 2016. Conception of an integrated communication plan for Big Bad Wolf’s virtual reality services towards consulting & real estate companies in Belgium.

Siddiqi, G., Link, K., Minder, R. & Geothermal, E.N., 2016. Comprehensive Communication Plan: WP5–Cooperation with stakeholders.

Williams, M.J., 2017. Labor Management Principles in the Communication Discipline: Developing a Communication Plan Based on an Organization Analysis.

Williston, J., 2015. Toward a Strategic Communication Plan for the Afghanistan Humanitarian Intervention Mission (Doctoral dissertation, Université d’Ottawa/University of Ottawa).

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