Introduction

Effective communication is one of the significantly important prerequisites of ushering success in business processes and operations. Effective communication is the source of workplace productivity and it is imperative in terms of enhancing collaboration among employees and the management and it is a necessity in terms of strengthening team cohesion. The presence of effective communication channels is needed to ensure that employees’ goals and objectives are aligned with the goals and objectives of the organization. Hence, in a nutshell, effective communication is the backbone of a productive workplace. Business organizations use multiple modes of communication and technological advances in telecommunication and in the context of information technology (IT) has motivated almost every business organization to use electronic modes of communication, including email. But despite the popularity of electronic communication methods and in spite of the fact that such communication methods are fast-paced, less time consuming, cost-effective, and infused with the potential of reaching more targeted audiences, companies still practice non electronic and traditional modes of communication. Even though the use of electronic communication processes is in vogue across the business world, specifically in the context of internal communication, non electronic communication processes are still considered essential and effective because in the respective contexts such communication practices are difficult to be substituted. That is one primary reason why the automotive giant, Toyota Motor Corporation (Toyota) still uses non electronic communication methods along with electronic communication methods.

Defining Non Electronic Communication

Non electronic communication can be defined as the process of distributing messages and dispersing information without the aid of electronic media and channels and without using digital platforms as tools of conveying messages (Carr & Kaynak, 2007). It is noteworthy that non electronic communication methods are tools of interaction that many business organizations use for the purpose of distributing and dispersing messages without adhering to the trends in technological advancements because such advanced technologies in some organizational contexts are less effective than non electronic methods of communication. In this respect, it is important to take note of the fact that non electronic communication, which entails verbal communication and written communication, can establish an effective relationship of purpose between the sender and the receiver of the message and this is often effective in terms of addressing and mitigating conflicts constructively (Ball, 2018). Non electronic communication methods like face to face conventional and physical interaction (without the use of virtual electronic media) are considered as effective means of aligning the workforce’s goals and objectives with the vision and mission of a company (Carr & Kaynak, 2007). Moreover, as non electronic communication, as the name suggests, strictly refrains from the use of digital or virtual technologies constituting the electronic communication processes, the users are less in need of mastering IT skills for effectively communicating the message to the targeted audience within the organizational context.

Types of Non Electronic Communication

Non electronic communication methods can be categorized under two broad divisions, viz. verbal and written communication methods. Face to face interactions in the form of conventional meetings, conferences, brain storming sessions, group discussions, focused groups can be placed under the verbal category of non electronic communication and such non electronic verbal communication methods are still necessary for the management to manage the business processes and to motivate the employees effectively (Lifesize, 2019). Then there are written non electronic methods of communication that encompass letters, flow charts, reports, memorandums, proposals, and invoices (Carr & Kaynak, 2007). Such written forms of non electronic communication are basic alternatives to electronic written communication methods within the corporate domain and despite their lack of popularity, their cost-effectiveness has contributed to their existence amid extensive technological advancements (“Digital versus Traditional Communication”, n.d.).

Advantages of Non Electronic Communication

The primary advantage of non electronic communication is the exchange of emotion and purpose in a more humane way, triggering a sense of mutuality in terms of understanding between the sender of the message and the receiver of the message. Moreover, non electronic communication methods are also observed to be more empathetic than their electronic counterparts and this is evident from the success of face to face interventions in terms of addressing, mediating, and mitigating conflicts within the organizational settings (Ball, 2018). Apart from the emotional and psychological aspects of non electronic communication methods like face to face communication, there are cost-related advantages of using and practicing non electronic modes of communication. In this respect, it has to be noted that companies do not have to spend much in providing training to employees to enhance their proficiency in practicing non electronic communication methods because it takes rudimentary communication skills that are usually present among every employee (Cornelissen, 2008). Moreover, as non electronic methods of communication do not entail the use of electronic devices or digital platforms, the cost of their delivery becomes lesser than their electronic counterparts. Besides, non electronic modes of communication are also advantageous for managers to use in the course of motivating employees and making them feel more valued. This in turn enhances employee engagement at almost every organizational level, aligning the goals and objectives of the employees with the mission, vision, goals, and objectives of the organization.

Use of Non Electronic Communication Methods by Toyota

Toyota believes in integrating innovative ideas of their employees in the business process and in the operational processes, and that is why still the leadership and the management of the company believes in the use of non electronic communication processes like face to face interactions which are more effective in motivating employees to increase their idea input (Takeuchi, Osono & Shimizu, 2008). Still today, amid the spur of technological advancements in the field of communication (especially electronic communication), Toyota uses non electronic communication methods like face to face interactions (in the form of conventional meetings, conferences, etc), notice board, brainstorming, group discussions, etc (Takeuchi, Osono & Shimizu, 2008). It has to be taken into account that Toyota extensively practices traditional non electronic meetings for bridging any communication gap that can be detrimental to the company’s business operations and processes (Takeuchi, Osono & Shimizu, 2008). In this respect, it is noteworthy that Toyota as the subsidiaries of Toyota are decentralized, Toyota’s top management and leadership often resort to the process of arranging for traditional meetings between Toyota Headquarters and the subsidiaries to initiate doubt clearing and for enhancing transparency (Takeuchi, Osono & Shimizu, 2008). Moreover, adhering to its code of conduct, Toyota has always practiced fairness and transparency in their communication processes and such has been accomplished primarily through the use and practice of non electronic communication methods like face to face meetings, conventional group discussion, etc (Takeuchi, Osono & Shimizu, 2008). Toyota has resorted to such use to give a human touch to the communication processes to ensure that the receivers of the messages feel more engaged in the organizational growth and developmental process.

Conclusion

The presence of effective communication channels is an imperative for making sure that employees’ goals and objectives are aligned with the goals and objectives of the organization. Hence, effective communication is the backbone of a productive workplace. It is noteworthy that non electronic communication methods are tools of interaction that many business organizations use for the purpose of distributing and dispersing message. Moreover, despite the use of electronic communication processes, in the context of internal communication, non electronic communication processes are still considered essential and effective because their immense value cannot be substituted in different organizational contexts. That is one pivotal reason why the automotive giant, Toyota Motor Corporation (Toyota) still uses non electronic communication methods along with electronic communication methods.

References

Ball, D. (2018). Three Approaches to Mitigating Conflicts in the Workplace. Retrieved July 2, 2021, from https://danaballlaw.com/three-approaches-to-mitigating-conflicts-in-the-workplace/
Carr, A. S., & Kaynak, H. (2007). Communication methods, information sharing, supplier development and performance: an empirical study of their relationships. International Journal of Operations & Production Management, 27(4), 346-370.
Cornelissen, J. (2008). Corporate Communication: A Guide to Theory and Practice (2nd Ed.). London: SagePublications Ltd.
Digital versus Traditional Communication (n.d.). Retrieved July 2, 2021, from https://courses.lumenlearning.com/wm-businesscommunicationmgrs/chapter/digital-versus-traditional-communication/
Lifesize. (2019). The Importance of Face-to-Face Communication in the Modern Workforce. Retrieved July 2, 2021, from https://www.lifesize.com/en/blog/importance-face-to-face-communication/
Takeuchi, H., Osono, E., & Shimizu, N. (2008). The Contradictions That Drive Toyota’s Success. Retrieved July 2, 2021, from https://hbr.org/2008/06/the-contradictions-that-drive-toyotas-success