Communication As An Effective Tool For Achieving Administrative Goal (A Case Study Of Aba South Local Government Area Abia State)

Project and Seminar Material for Mass Communication

Communication As An Effective Tool For Achieving Administrative Goal (A Case Study Of Aba South Local Government Area Abia State)


Abstract


The success of any organization has been attributed to effective communication within and outside it. This is more so in a place like Aba South L.G.A. Abia State where the growing need for communities to keep abreast with government activities for their full participation in development project is vital. Lack of knowledge about the preference and belief of members of an organization constitutes a major barrier in the formulation and implementation of policies.

The structure of communication determines the power of an officer since he controls information and its flow through the organization In order to remove all the necessary impediments to effective communication. Officers would be expected to ensure that information is honestly transmitted to persons that require them within and outside the environment.

KEY WORDS: Effective, Communication, Organization, Administrative.


Table Of Contents


Preliminary Page(s)

  • Title Page
  • Approval page
  • Dedication
  • Acknowledgment
  • Abstract
  • Table of contents

Chapter One

1.0 Introduction

  • 1.1 Background of the study
  • 1.2 Statement of the problem
  • 1.3. Objective of the study
  • 1.4. Research Questions
  • 1.5 Significance of the study
  • 1.6 Scope of the study
  • 1.7. Limitation of the study
  • 1.8. Definition of terms

Chapter Two

2.0. Literature Review

  • 2.1. The role of communication
  • 2.2. System school Definition on communication
  • 2.3 An overview of the school of thought
  • 2.4 Definition of the school of thought
  • 2.5 Henry Fayol’s point on communication
  • 2.6. Solution to communication problem
  • 2.7. Commission attempt on civil service
  • 2.8. The two classes in the civil service
  • 2.9 Dr. Inya’s Comment on communication
  • 2.10 How poor communication affect civil service
  • 2.11 Characteristics of effective communication
  • 2.12 Need for effective communication
  • 2.13 Feedback as an aid to effective communication
  • 2.14 Barriers to effective communication
  • 2.15 Theoretical framework

Chapter Three

3.0. Research Methodology

  • 3.1. Research design
  • 3.2. Area Of study
  • 3.3. Population of study
  • 3.4. Sample and sampling procedure
  • 3.5. Sources of Data
  • 3.6. Instrument for data collection
  • 3.7. Validity of instrument
  • 3.8 Administration of the instrument
  • 3.9 Method of data analysis

Chapter Four

4.0 Data Presentation and Discussion of Finding

  • 4.1. Data presentation and analysis
  • 4.3. Presentation of research Question/Discussion
  • 4.4. Discussion of finding

Chapter Five

5.0 Summary of Findings, Conclusion and Recommendations

  • 5.1 Summary of findings
  • 5.2 Conclusion
  • 5.3. Recommendations
  • References
  • Appendix
  • Questionnaire

Chapter One


1.0 Introduction

Communication is the act or process of using words, signs, sounds or behaviors to express or exchange your ideas, thoughts, feelings to someone else. Communication is one of the import resources in interaction, persuading and establishing of dialogue (Middleton, 1980:32).

The establishment of any organization does not only rely on the critical tasks of bringing theorganization into being, making it work. Articulating the raw materials and transferring them into finished products, but also the use of effective communication system within the organization (Chambers, 1974:84)

Effective communication is critical to any organization and can help it in many ways infact, communication play a role in product development, customer relation, employee, management-virtually every face of business operates. Employee is the key audience because they often serve as the conduct is other constituency is likely to be strong as well. Effective communication builds strong relationship.

Trust and loyalty both are boosted by communication that is focused in meeting individual needs conveyi8ng important information and providing feedbacks positive and constructive strong relationship with enteral audience also builds strong solid communication about products, services and company cultural and values.

Basically, communication touch every sphere of human activity, it informs or better still disseminate information /message to target audience. One of the peculiarities of the human race is communication among the members of the society. Communication is an essential attributes of human behavior indeed, communication is perhaps man’s most important singular activity because every other human activity revolves around communication.

Animals and tress also communicate, but it is man’s ability to create symbols, ascribe meaning and interpret message that elevate him above the status of the lower animals and gives form and character to his existence. All organizations encourage effective communication by having established channels (formal and informal) of transmitting information to people in all enterprises, regulatory agencies and the general public it is through good communication with business owners, board of directors, management, peers and sub-ordinates that an organization maintains good will grows and waxes.

Communication also serves as an instrument of social interaction. It helps us understand ourselves to keep in touch with their people, to understand them and to predict their response to situation, its means by which power is acquired, exercised and sustained. It is the medium through which relationships are established, extended and maintained, it provides a means by which people in business policies make decision and management and material. In business and industry, communication help to orient workers to work with on another and to achieve the good goals of the organization and it is the means by which such goals can be pursed, attained, sustained and improved.

Effective organization communication will lead to strong team work and the ability of employee of all level of the organization to work together to achieve company goals. In addition, effective organizational communication will provide employee the knowledge structure and positive work environment they need to feel confortable, dealing with conflict and resolving issues effectively.


1.1 Background Of The Study

Abia state is a state in south eastern part of Nigeria. The capital is Umuahia and the major commercial city is Aba formerly a British colonial government out post. The state was created in 27th August, 1991 from part of Imo State and its citizens are predominantly Igbo people (95% of the population) it is one of the nine constituents state of the Niger Delta region.

Aba is a city and the main trading center in Abia State. Upon creation of Abia State, Aba was divided into two local government areas namely; Aba South and Aba North. Aba South is the main city center and the heart-beat of Abia State. It is localized on the Aba River. Aba was established by the Ngwa clan of Igbo people of Nigeria as a military post was placed there by the British colonial administration in 1901.

The state government is led by ademocratically elected governor who works closely with an elected state house assembly and it has 17 local government areas which Aba South is one of them. The activities in Aba South local government area, the city center of Aba have drawn the attention of the researcher which led her to use it as her case study for the research work.

Federal state and local government in the country are reputable large organizations that carter for the interest of the citizens. They formulate policies that affect them. They maintain peace and security that create a good atmosphere so people to engage in necessary and viable economic activities.

The important rate Aba South local government area of Abia State plays in administration of the state has capture the interest of the researcher to examine the working of the various arms of government for the welfare of citizens. The problem of transmitting decisions lies on the ability of officers to communicate the required information to the officers expected to deal with the matter. Officers in the service to in adequate provision of necessary input and where those inputs are provided, they are inadequately maintained and worse still treated like no man’s property. Also the in availability of good roads and poor maintenance of existing one’s are said to affect very largely the communication system.

On arriving at certain conclusions reached in the achievement of effectives and efficiency of communication system in the state civil service. They did not rely on existing literature in communication but carried out research work in five ministries four parietals, and one Local Government Headquarters officers because Abia Sate has a large civil service which Aba South is one of it and the researcher choose Aba South for the research.


1.2 Statement Of The Problem

All organizations set their goals and work towards achieving them but the achievement of organization goals would depend on the working attitude of management and its staff through the operation of effective communication system. Most business organization today have failed in their bid to satisfy their potential customer, not in quality or quantity of such goods and services provided but in terms of creating adequate awareness and enlightenment to its customers, the kind of communication system adopted in the service are written, oral or face to face discussion. Transportation, telephone, intercom and committee meeting. Type downward and upward and literal flow and the media have been formal to present some problems in acquiring effective communication.

The problem that impede effective communication in Aba South local government Abia Sate have been traced to:

  1. Organizational structure of ministries and department which case result in conflict between officers with consequent effect on communication system from one scheduled officer to the other.
  2. Inadequate resources: These has barely affected effective communication equipment and sound transport system to transmit massage to offices in the seventeen (17) local government areas from the state capital are not adequately provided and where they are provided. They become unserviceable and therefore serve no effective purpose.
  3. The bureaucratic system of the service: This implies that traditional legal authority arise out of the office or position of the person in authority as bounded by Max Weber, while to the present day is regarded as an effective management system for a large organization.
  4. Human factors, the attitude of all cadres of serving officers in the executive of their duties particularly at this period of minimum wage issue.

1.3 Objectives Of The Study

The purpose of the study is to:

  1. Know the important of communication in Aba South Local Government Area in particular and Nigeria at large.
  2. Identify the problems that impede effective communication in the State public service and make recommendations on how remedy the situation.
  3. Identify the causes why some senior officer keep secret to their subordinates for their personal benefit thereby delaying unduly information intended to reach the public and to treat the problems.
  4. Encourage the senior officers in the state civil service to establish an environment and a chain or relationship with the staff which encourages the transmission of suggested changes in procedure, problems to be resolved, and difficulties encountered and proposed solution. Since the importance of communication in the Nigeria civil service cannot be over emphasized.

Information are expected to move from the line of operations up to the top in order that senior officers and policy making may be sound, and decisions at the top flows to the very root of the organization if well planned productive action results.


1.4 Research Question

  1. Does the kind and types of communication system used, seriously affect communication system in the service?
  2. Does lack of adequate training of officers handling communication gadgets poor selection and placement of officers impede effective communication?
  3. Is communication delayed in the services when the schedule officer is not around?
  4. What do civil servants need in other to work effectively in the Nigeria public service?

1.5 Significance Of The Study

This study intends to find out the impact effective communication has on the organization and how it aids in achieving administrative goal. The study is also important to managers to know how to achieve business objectives though the implementation of an effective communication system.

The research work offers researchers the opportunity of finding out how the public think of the Abia state civil service bureaucrats and the sometime to portray one of the root caucused mismanagement in the system in order to achieve some self-set dysfunctional objectives. The research is also important because it is a requirement for the award of higher national diploma(HND) in mass communication department federal Polytechnic Nekede Owerri.


1.6 Scope Of Study

The broad topic of this project is on communication as an effective tool for achieving administrative goal. The main focus however is on effective communication in Aba south local government area of Abia state.

The study will therefore, cover all the avidities engaged by the Aba south communication system.

There are other related co-operation where relevant data in relation to the above topic can be gotten but the researcher decided to restrict the study with in the boundary of Aba south local government of Abia state.


1.7 Limitations Of The Study

The research is limited to some departments and parietals in Aba south local government, Abia state civil service due to some problems which include.

  • Financial constraint
  • Vastness of co-operation from respondents
  • Time factor

In the process of understanding this research work, the cost involved in transporting data for processing information, and the production of materials that are needed cannot be over emphasized. Inadequate time is another factor owing to give to the fact that officers of the company have little time to give me attention while others pay no attention at all. In view of these few selected ministries and perastatals were chosen by the researcher for effective research.


1.8 Definition Of Terms

Operational Definition
Communication:

This is the art of transmitting information, ideas and attitude from one person to another.

Development:

It can be seen as successful result.

Efficient:

Doing something well and thoroughly with no waste of time.

Evolution:

The gradual development of something.

Inadequate:

This means something not enough.

Local Government:

This is area of government at local level which is being established by act of parliament.

Maintain:

To make something continue at the same level.

Ministries:

A group of people who form a business, club etc. together in order to achieve a particular goal.

Problem:

A difficult situation or thing to deal with.

Public Service:

It is the body that controls the civil service.

Ideological:

A set of ideas that an economic or political system is based on.

Relationship:

It refers to the way in which two people, group or countries behave towards each other.

Subordinate:

Having less power or authority than somebody in a group or an organization.

Conceptual Definition
Administrative:

The act of organizing how to achieve effective communication goal in Aba south.

Effective:

The easiest way of achieving effective communication goal.

Tools:

These are things that helps you to achieve effective communication.

Efficient:

Act of doing your work without delay in other to achieve your goals with immediate effect.

Communication:

A means of disseminating the activities that leads in achieving the administrative goals in Aba South L.G.A.


Chapter Five


Summary Of Findings, Conclusion And Recommendations

5.1 Summary Of Findings

This paper has examined the importance of effective communication in the state civil service.

The researcher made three findings.

  1. Telephone and road transport affects communication system in Nigeria public
  2. Lack of adequate training of officers handling communication gadgets, poor selection and placement of officers impede effective communication system.
  3. That communication is delayed in the service when the schedules officers is not around.

5.2 Conclusion

The researcher carried personal interview with the public that have regular transactions with the civil servants in order to find out whether their relationships with the civil servants were cordial. The result of the interviews resealed that the public has poor impression of civil servants. Most civil servants according to them were insensitive to their problems. They ask for gratification for any transaction even if one wants to pay revenue to government, “Man know Man” becomes the order of the day.

Generally, good relationship depends on whether one accepts the terms of the civil servants. Otherwise the term “come today, come tomorrow” would be applied to people who refused to comprise with the officer concerned. The attitude of these officers obviously impedes effective communication in the civil service and also earned bad name for the service.

This paper clearly reveals that communication has become the most interaction problem of our time both in the service and in other large organizations. If all aspect of organization is effectively manpower and other adequate provision of man transmitted and understood then, the goals of the service would not be achieved.


5.3 Recommendations

  1. All through the paper, we noticed that major problems that impeded effective communication in the state civil service. We also noted that in spite of the measures taken to improve transmission of informal, no significant success has been achieved.
  2. Besides, the complexity of modern government with its increased responsibility to the citizens has called for suitable recommendation which operating officials could re-examine for greater improvement of the civil service communication system. The bureaucracy in the service is now manipulated to suit individual officers interest at the expense of the general public and even to follows civil servants, while laxity in the service has increasingly multiplied. To remedy the situation would require an increased and effective use of management by objective (MBO).
  3. Daily and weekly target, have to be set for every officer in the service and strictly adhered to records of daily performance have to be maintained and the most immediate officer confirms all entries made at not be allowed to keep files more than two days in their trays, but where relevant facts are not ready available for the treatment of such files, then, remarks to the affect should be made on the file and passed to immediate officer for confirmation with his initial on the tagged minute. In other to enforce the order, a civil service monitoring unit should be set up in the governor’s office with a responsibility of monitoring the activities of civil servants in various ministries and establishment parastatals. Some of the factors that contributed to the non-effectiveness of communication in the service were seen to be poor telephone system, unreliability of PHON, ill-maintained vehicles and roads.
  4. Government should in addition to telephone system install serviceable radio telephones in all our stations for easy and reliable transmission of information. On the issue of vehicle maintenance, each ministry of parastatals should own a workshop of its own for maintenance of vehicles rather than sending vehicles to private mechanics that charge exorbitant prices for government vehicles.

In the question of public/civil servant’s relationship, it is recommended that a regulation should be enforced where all transaction irrespective of ones positions in the society should be made known to the public for their consumption and compliance.


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