JOBS: Employees Communication in An Organisation
Many organizations rely heavily on communication. For an organization to function effectively and productively, its communication systems must be at their peak.
Leah Mukangai 
Many organizations have different structures for how they pass information from one person to the other. The communication process can vary from one individual to the other based on different factors.
As an employee, you should be aware of how to communicate with your colleagues and also your managers.
Employees communication
Employee communication is the exchange of information, ideas, and feelings between employees and company managers. It can happen verbally or electronically, via email, mobile applications, intranets, and collaboration tools.
Employee communication is critical to a company's health and strength. Managers would be unable to properly lead the employees they supervise without it. The more successfully a company can implement an employee communication strategy, the more successful it will be.
One thing to note is that communication is a two-way channel. When communication takes place, feedback is supposed to be delivered right away in order for any effective measures to be taken.
In most organizations, you'll notice that employees fail to interact with their managers due to various reasons. As a manager, you probably have noticed that sometimes you fail to understand if your workers get to understand what you are trying to communicate to them.
Here are some of the factors that could lead to poor communication in a company and how you can address them.
1. Cultural differences
Diversity in the workplace is beneficial to your company, but it can cause communication issues due to different cultural communication styles.
There may even be cultural differences between workers from different parts of the country. A simple interaction between these two communication styles can easily result in negative feelings and poor communication.
To address this issue, it is best to identify and discuss the problem. Recognizing cultural differences can help you understand why an exchange that appeared to be insulting may not have been.
You should also embrace each person's culture and in doing so, you create a good relationship with them.
2. Conflicting objectives
Poor workplace communication is especially likely when the chain of command is unclear and employees are unsure who is in charge of specific aspects of the operation. This is especially problematic when multiple managers are directing the same tasks and projects.
It can also be a problem when company objectives aren't completely clear, resulting in different employees and managers working toward outcomes that aren't in sync.
Hold regular meetings and focus on clearly defining the desired outcomes to address the sources of poor workplace communication caused by conflicting objectives, so that all managers and workers are working toward the same goals.
3. Low engagements
When your employees are disengaged, they are less likely to make the effort to communicate clearly. Their dissatisfaction with the company and the workplace may cause them to become irritable and unwilling to make the effort to express their concerns clearly and constructively.
The solution to poor communication caused by low morale is not simple, but addressing it will benefit your company in ways that go far beyond communication.
As a leader, you should not be used to speaking alone. You should also engage your workers in what you are saying or doing. In doing so, workers get to create a good relationship with you and when you want to pass across any information, it will be easier.
You can also engage your workers in some social activities such as going to games competitions, going for lunch together as an organization, or you can also plan for in-house events. This way, you get to interact with your workers outside the work premises.
4. Lack of motivation
In most companies, employers are tasked with various roles which they have to perform on a daily basis. One thing managers need to know is that as much as they want their work to be perfect, they should also create some time to appreciate their workers.
Some of the workers get to sacrifice a lot in order to perform as expected and without a little motivation, one tends to feel exhausted and may opt to quit. A little 'thank you' will make a great impact on your employee. Motivation doesn't have to be a physical gift but just a word.
Motivated workers get to do their best in workplaces since they know that as much as they have not achieved what is expected of them, at least there's someone who has appreciated the effort that they're putting in place to achieve the desired goals.
5. Clear feedback
As a manager, when work has been done, you should be able to give feedback. Feedback helps a person to know if he/she is doing the right thing or doing the wrong.
Feedback from employees is also important as it enables you as the manager to know if you're doing the right thing. Feedback will also enable you to improve and implement more strategies for the effective running of your company.
Also, you should not give only negative feedback. These demoralize your employers. You should at least appreciate the effort that they are doing and guide them on how to improve in the future.
6. Setting clear boundaries
In every workplace, there should be boundaries based on various factors and how each employee should conduct themselves.
As a manager or a head, you should also set clear boundaries that when it comes to work time, every individual is expected to work at his/her best. Outside work, you are also free to interact with your colleagues freely.
This makes your employees aware of what is expected of them at every point when they interact with you.
When these factors are addressed in a company, you are most likely to get the best results from the team at large and this will improve your organization's position.
Here are some Job samples in Kenya that you can apply for.
JOB 1: Risk and Compliance Specialist at Sama
About Sama
About The Job
The Compliance Specialist is responsible for advocating and monitoring compliance through controls, policies, standards, and procedures. In this role, you will be working with the Risk and Compliance Lead in the Global Service Delivery and Trust teams to achieve and maintain government, and other regulatory framework requirements such as GDPR, TISAX & CCPA, and industry certifications (namely but not limited to SOC2, ISO 27001, ISO 9001, ISO 22301).
You will also be responsible for driving our current compliance efforts, managing the external & internal audit plans, updating existing controls, assisting in maintaining certifications, and participating in the mapping of future certifications.
Key Responsibilities
- Participate in the review of compliance and audit-related matters. Auditing existing security systems, processes and protocols and developing corrective actions/plans to fix identified gaps
- Support and evaluate the performance of a team of auditors within the Compliance unit or the organization.
- Work with all business functions to understand the security risks and compliance requirements, develop and maintain the security & compliance roadmap & strategy
- Develop and maintain compliance & security documentation, policies, guidelines, frameworks, standards, and procedures.
- Communicate policies and procedures to stakeholders inside the company.
- Support in the implementation of compliance & security standards, regulations, and best practices for the organization namely but not limited to SOC2, ISO 27001, CCPA, and GDPR.
- Support global compliance & security awareness strategy and programs fostering a culture where compliance & security is everyone’s responsibility.
- Work with the Risk and Compliance Lead and head of departments about SOC, CCPA & GDPR compliance program and their assigned controls and recommend improvements to teams for their assigned controls.
- Ensure compliance with critical controls on a regular basis.
- Participate in audits by external and internal auditors. This could be audited for client requirements, ISO standards, and any other applicable audit requirements.
- Assist with the facilitation of certifications which include, but are not limited to, ISO 9001, BCP, and ISO 27001.
- Play a key role in partnering with Sales and Customer Success teams to close business and ensure customers understand our security posture.
- Respond to requests in a timely manner from the Risk and Compliance Lead to meet service level agreement commitments for responding to customer and prospect requests.
- Identifying gaps with controls assigned to Sama teams.
- Assist in determining whether supplied artifact (s) by teams meets SOC, CCPA, ISO, GDPR & client SOW requirements.
- Support the Risk and Compliance Lead in writing Section III of the SOC2 report where necessary.
- Support Enterprise Risk Management processes and framework adherence across Global Service Delivery teams.
Minimum Qualifications
- Bachelor’s Degree in finance or business-related field.
- 2-3 years of experience in a compliance role and or security auditing role.
- Knowledge of laws, legal codes, procedures, and other relevant regulatory standards.
- Strong analytical, investigative, and critical thinking skills.
- Documenting and reporting skills.
Good To Have
- Certification as ISO auditor for ISO 9001, ISO 27001 & ISO 22301.
- Certification in risk & compliance management is an added advantage.
- Projects involving coordinated efforts across large cross-functional teams.
- Previous experience with CCPA & GDPR.
- Interest and desire to obtain CISSP, CISA, or other globally recognized security, compliance, or audit certifications.
- Previous experience as an Auditor
Method of Application
About The Job
As a Training Manager, you will be responsible for overseeing the performance of the training team and ensuring that all project guidelines and instructions are understood and practiced by our workers.
Key Responsibilities
- Manage the overall performance and governance of the Statements of Work (together with Vendor Account Management / Business Development)
- Provide an overview of the performance of the Training team on a bi-weekly basis
- Oversee performance of the trainers, performance of new hire onboarding, and reporting to the Clients' Training Team
- Develop proactive training strategies to improve the quality metrics of the agents
- Perform root cause analysis of the accuracy of new hire performance during the onboarding process. Assess mid and low-quartile knowledge gaps in order to recommend targeted training needs, and provide improvement recommendations for any training material or policy
- Oversee certification of the OS Training team, and Senior Agents (Senior Agent) in liaison with their Business Partner
- Conduct monthly class observations of the trainers, each trainer should have 3 quarterly observations
- Discuss/review with client trainers on the class observation process
- Ensure adherence to Training Team Key Performance Indicators
- Attend all Train the Trainers and training-related meetings with the client training team
- Attend and participate in the Global Quality Calibration Session
- Attend Weekly Business Reviews, and Monthly Business Reviews
- Support the planning, scheduling, and coordination of all required training for their sites
- Manage all aspects of the training program including planning, design, development, implementation, delivery, and evaluation in liaison with their Business Partner.
- Identify appropriate training curricula for strategic training initiatives, ensuring that training is appropriate to the training audience and designed to fulfill requirements with the optimal delivery methodology
- Ensure complete, accurate, and timely data collection and communication by trainers
- Develop and coordinate the execution of the on-boarding plans as well as the targeted training plans
- Monitor new hire knowledge before and after training to help determine follow-up training required
Minimum Qualifications
- 4+ years of experience in a training leadership role in an operations environment.
- Previous minimum 3+ years of experience in a training delivery role, preferably in an international environment
- Bachelor's degree in a training and development-related field
Preferred Qualifications
- Good knowledge of Quality/Process Improvement techniques
- High level of energy, drive, enthusiasm, initiative, and commitment
- Excellent communication, consulting, influencing, and interpersonal skills.
- Proven track record of collaborating with cross-functional groups to produce results
- Passion for ensuring a world-class support experience for our community
- Demonstrated ability to perform well in a rapidly changing environment and across multiple sites/teams
Method of Application
Primary Purpose
This position is responsible for implementing all United States Refugee Admissions Program (USRAP) Field Processing activity at RSC Africa, ensuring that RSC Africa processing priorities and targets are met, that standard operating procedure are strictly followed and integrity is maintained throughout the process.
Essential Duties
- Achieves and maintains a high-performance standard based on a thorough knowledge of, and adherence to, established Church World Service Resettlement Support Centre (CWS/RSC Africa), Department of State (DOS), United States Citizenship and Immigration Services (USCIS), and Refugee Processing Centre (RPC) policies and procedures regarding current refugee processing eligibility criteria, database, and file management guidelines, the role of US Resettlement Agencies and refugee-producing country conditions.
- Travels throughout Sub-Saharan Africa, as assigned, or works remotely to conduct resettlement interviews with refugee applicants, collecting biographical information and establishing refugee claims, in a dignified and professional manner.
- Conducts the AOR Screening and Prescreening interviews, either in person or remotely per the daily minimums set by Field Processing Management, in a non-confrontational, objective, and dignified manner. This includes:
- Determining case composition and ensuring all refugee cases are cross-referenced according to established standard operating procedures.
- Establishing the validity of an applicant’s identity through verification of all demographic and biographic information including, but not limited to, names, nationalities, birth dates, and locations of all immediate family members in order to complete the refugee case history as required.
- Collecting all identity information including photographs, height, and weight.
- Documenting applicant’s persecution claim.
- Analyzing, evaluating, and assessing the eligibility of refugee applicants for final adjudication by USCIS officers.
- Prepares cases for USCIS, including reviewing physical files and START databases.
- Assists in Adjudications Circuit Rides, which includes completing post-Adjudication review, updating decisions (FTJ-R cases) and fingerprints, and preparing and distributing decision letters.
- Runs Quality Check reports to ensure complete and accurate files, as well as identifies and correct processing errors prior to USCIS adjudication.
- Identifies and reviews cases pending Prescreening and USCIS interviews in preparation for scheduling schedules the cases in START generates reports for refugee/partner notification ensure that the reports are centrally filed for easy retrieval, and updates START accordingly.
- Works with other Programs departments as necessary to properly update cases.
- Assists as needed in preparing for circuit rides. This may include but is not limited to; requisitioning supplies, assisting GSO in preparation, packing of files, contacting interpreters, cleaning up at the end of the circuit ride, and other tasks as assigned by the Supervisors.
- Completes and updates all case files and all database records.
- Writes deferrals and info memos for referring agency action, as required.
- Conducts file reviews in accordance with RSC and USCIS guidelines, paying close attention to detail.
- Assists in various administrative tasks including but not limited to: research, locating files, data entry, and case analysis.
- Analyses complex cases in consultation with Supervisors in accordance with established policies and procedures while remaining open to supervisory direction.
- Trains new staff as required and contributes to the development of Field Processing Department training procedures and their implementation.
- Contributes to the development and updating of standard operating procedures for the Field Processing Department in coordination with Field Processing Supervisors, Managers, and Field Processing Coordinator.
- Conducts quality control checks and provides feedback to staff completing Pre-screening interviews during circuit rides
- Serves as a Circuit Ride Point of Contact (POC) and team lead in the field. This includes coordinating and managing logistics in the field for the circuit ride. This also involves but is not limited to; maintaining effective relations with UNHCR, IOM, USCIS, US
- Embassies and other implementing partners; coordinating transport of files, equipment, and supplies; ensuring equipment is well managed and utilized; hiring, supervising, and paying of interpreters; completing a trip report and accounting fully for funds advanced; and maintaining thorough knowledge and adherence to Circuit Ride and Field Processing Standard Operating Procedures.
- If requested, assists with emails in the Field Processing mailboxes.
- Undertakes other duties as assigned by CWS/RSC Africa Management.
Experience
Qualifications:
- Three (3) years of paid work experience are required.
- Supervisory experience preferred.
- Casework or previous resettlement experience is preferred.
- Prior USRAP Field Processing experience is preferred.
Skills
- Strong verbal and written English language skills.
- The second language is an advantage; French, Somali, Tigrinya, Amharic, Kinyarwanda, or Arabic is preferred.
- Demonstrated computer skills, especially in Microsoft Word, Excel, and Outlook.
- Strong organizational and time management skills.
Abilities
- Manage large and diverse workload under pressure with competing priorities.
- Maintain the integrity of official records. ;
- Analyze and solve complex problems and make sound decisions. ;
- Work with minimal supervision.
- Maintain a high-performance standard with attention to detail. ;
- Work independently and contribute to the overall operations of RSC Africa. ;
- Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
- Collaborate with peers, and management, and other organizational departments in daily work execution.;
- Take ownership and responsibility for your own work.
- Communicate openly and transparently with peers and management.
Education & CertificationsImportant Requirements
- A Bachelor’s Degree or four years of paid work experience is required.
- Ability to work in a multi-cultural environment required.
- Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee are required.
Method of Application
