Ethics may be defined as a body of principles or standards of human conduct that govern the behavior of individuals and groups. Ethics arise not simply from man’s creation but from human nature itself making it a natural body of laws from which man’s laws follows (Nelson, Trevino, 2010)
Laws and ethics in communication always have a major role to play in the development and growth of any organization. They may have both positive and negative impact on the organization. Good laws and ethics boost the morale and overall growth of the employees and organization. They increase productivity of organization and decrease inherent risks arising out of bad laws of ethics or lack of proper communication.
Organizations and companies have always tended to come up with communication policies regarding ethics and privacy. This is largely due to the fact the organizations often want to keep their information and activities secret generally from other competing companies and employees.
The use of email at workplace is a cause of concern for the employers especially when employees begin misuse it. Consequently, employers are compelled to put in place various monitoring devices to prevent its misuse.
Such a situation arises usually due to the misunderstanding regarding the use of email on the part of employees and employers. Firstly, there are many employees who mistakenly believe that email that they send at work are protected and not monitored by their employers.
In order to deal with the misuse and to ensure email etiquettes at workplace, the employer should chalk out policy plan and implement it. The employees should properly be trained on the proper use of company computers and emails. It should be handed out to employees in written form such a literature and manuals. The employer should ensure that employees acknowledge the need for the implementation of such a policy. Nevertheless, it should be made sure that employees feeling that their privacy is being invaded can lead to a number of negative impacts on workplace morale. The feeling that monitoring system is in the best interest of the workplace should invoked
It should indicate that password protection does not ensure employees’ immunity from the access of the employer. Lastly, it should make sure that any violation of the policy on the part of the employee will lead to disciplinary action. Employer should recognize that some personal use of the company is going to take place at all costs and can be tolerated such as phone calls but the improper and unjustified visit to shopping, gaming, and offensive sites should be dealt with strictly.
In my view, this kind of policy and its implementation is ethical because it will ensure balanced communication between the employer and the employee. It will also diminish the misuse of the email at workplace. If a worker misuses official emails or attempts to manipulate office’s valuable information to his own ends then the negative messages may be delivered mainly to curb such a practice in future.
In case a co-worker asks for your assistance on a project not on your priority list. He or she can be told about politely about your intention. The following is an example of email:
I am glad to hear that you have taken this initiative to work on a project whose significance cannot be underestimated. I appreciate your willingness and dedication to carry out this project. I am afraid to say that I will not currently be able to assist you in the project due to my busy schedule and engagement with other projects. I hope you will understand my situation. I will be able to render my services only when I am done with the current projects. I wish you all best in your endeavours.
Audience analysis is one the most important ingredients of business communication. It is necessary that one should keep in mind the different characteristics of the audience and plan the analysis accordingly. Speaking or writing the right words to the right persons is the most important aspect of audience analysis. For example, it will make no sense if I start speaking about the subject of rocket science in front of the school-going audience.
Different styles of communication to different stakeholders
There cannot be a single style of communication to different stakeholders. There are different types of communication style to diverse audiences such as non-professional including customers and executive group that include managers and experts in the form of sales person.
Communicating important messages to retail customers and public
This kind of audience usually includes customers who lack deeper understanding of professional terminologies and jargon. Therefore, be mindful of the likelihood that customers within the audience are limited in their familiarity with the topic. Given this, the most appropriate way to communicate your message to such an audience is to make maximum use of illustrations and analogies regarding the adjustments in store operations made to combat rising gas prices and save money so that they can fully understand the implications without scratching their heads. Technical form of presentation is to be avoided for that matter. There are customers who keep you in business hence it is necessary that they understand you and vice versa.
Communication to managers and sales person
While telling the mangers and sales person regarding the adjustments, it should be kept in mind that the incorporation of graphs and tables that communicates the data in a complete, cohesive, orderly and accurate manner would be beneficial. The sales men and mangers are the ones who understand the market trends and can focus on the cause and effect of the information being provided.
Understanding the demographic composition of your audience is extremely a crucial factor to determine the effectiveness of your business communication. The age, gender, and education should always be considered. Naturally, understanding of demographics will lead to conveying the important aspects of data in an appropriate way.
In order to come up with an effective communication, the considerations of the audience should duly be taken into account with different appropriate and suitable communication channels to convey the intended message coherently and cohesively
Nelson. Katherine, Trevino. K Linda (2010) Managing Business Ethics, John and Wiley Sons, p. 480