The purpose of outreach in an organisational communication is to connect. In some cases, the contact though new connects so as if there is a very natural bond awaiting to happen. In most cases connecting needs conscious efforts. Listening is the prime most need in communication. The way we pay attention to listening and the long patience we display are more effective than what we say or speak. Those who can encourage others to share openly about themselves have a very good art of connecting with others. Listening with full concentration encourages sharing. Apt reaction also helps. Over reactions as well as interruptions always sound artificial and dramatic which takes away the friendly warmpth reducing the conversation to a mere formality.
Channelising conversation in the direction of organisational topics while listening is the best way. Discussing the areas of interest, expertise and experience of the new contact are effective in steering the field naturally towards organisational activities such as education. While establishing connect it is better to avoid unnecessary debate. Best is to stay away from arguments as much as possible. That does not mean we have to agree with everything. Some minor disagreements about our area of activities may be neglected at first. It is not prudent to clarify each concept in the opening communication. If any major contradiction about the organisational stand is observed, it may be pointed politely, adding possibility of detailed discussion in future. One thing should be firm in the mind of the organiser that it is more important to win hearts than arguments. “We agree to disagree” is the mantra of a deft activist. If connect is established with patience lot many opportunities to clarify outlook will present themselves gradually.
Communication has to be a dialogue, hence efforts should be to give more freedom and chance to others to express themselves. Even if we get less share in the first occasion, it lays foundation of lots of future communications. Only a few of the hundreds of contacts really connect in serious communication. It demands continuity. Hence the responsibility is not over with just a one time conversation. It’s better to initiate possibility of next interaction in the first connect itself. An experienced campaigner always ends every conversation by fixing next appointment or time for call. Communication leads to friendship and it’s the way to motivate the new contact to be active.
Communication has to be maintained with the old associates as well as the new ones. This must be a daily ritual for all Karyakartas. Communication is also a daily practice same as the new contacts everyday. Today the means of communication are numerous. But it’s important to use them prudently. Along with personal messaging, group messages and broadcasts are also available in many apps. All these can become tools of organisational communication with proper use. The fear of wasting time is very real hence proper caution needs to be exercised while using the apps. Direct face to face interaction is always the best mode as it involves body language and gestures also. Audio and video communication can be more useful in regular and frequent communication. When distances prevent more direct meetings the gadgets and apps can be useful for continued connect.
Organisation is hierarchical. Each Karyakarta is on one of the steps. In the habit of daily communication one must connect at three levels. First is the higher ups. One must talk to the reporting authority and other senior office bearers on regular intervals. It need not be the same official everyday, but one must plan to connect with all the higher ups frequently. It helps developing a healthy organisation. There is reporting authority for each one. Giving regular activity report to them is essential. In case of doubts, or confusions clarifications can be sought from them. Normal dialogue is expected with others. In the decision making it’s organisationally detrimental to bypass the reporting authority. But when there is some objection or difference of opinion with the direct authority it is better to take it to the authority at the immediate next higher level. But it must stop there with full trust and never be spread anywhere.
The second stage is communication with other Karyakartas on your level. This daily connection is most important for evolving a common organisational understanding. The friendly dialogue helps in strengthening the team as well. This same level communication can be one on one individually or collective. This daily communication must become character of individual and organisational working style so that small differences of opinion do not fester into ego clashes. Two precautions are advisable. There is a possibility of groupism infected through friendship of equals. This has to be avoided deliberately. This can be done by connecting with all consciously. Another danger is of spreading of negativity. Horizontal spreading of negative comments is the proven way to weaken organisation from within. In the 16th chapter of Gita this gossiping is referred as demonic attribute ‘Paishunam’. It’s a symptom of weaker mind set. Hence Karyakarta should stay away from it. Direct dialogue with the person with whom negativity is there can purify and strengthen the mind in return. Open and free atmosphere has to be created through collective interactions so that receiving and giving feedback becomes a natural process. This is possible only through regular communication.
The third stage of connect is with those who are on the steps below you, under your care. This mentoring is not a heavy burden but a friendly guidance. This communication need not be as big brother or authority but being available as an experienced senior. The initiative has to be form the senior. The voluntary communication has to be started for listening. Regularity increases the impact. Some precautions are needed at this stage also. The communication should not be preaching or fault-finding. Listening is no doubt more important but when correction is needed then the clarity to provide and acceptance to receive the same both are possible through regularity of dialogue.
Daily connect with all the three levels of hierarchy has to be done resolutely same as new contacts everyday. This is organisational Sadhana. As the spiritual practitioner does daily practices like Japa, worship or Meditation same way Karyakarta engages in regular contact and connect. The organisation spreads.
Insightful..some very important keys about communications are highlighted. Equally applicable in commercial and profit organisational setup.