Professional Documents
Culture Documents
Toyota Internal Communication With REFERENCES
Toyota Internal Communication With REFERENCES
Toyota Internal Communication With REFERENCES
Practices
– Employees are able to apply their knowledge of business strategy to their job
duties.
Staying is all about how the work environment attracts, develops and
retains workers. The time required to fill a position, the quality of hires, the
diversity standards, development rates and employee satisfaction are leading
indicators. There is nothing more valuable in creating a work environment and
determining the long-term culture than the communication system that supports
it.
Toyota corporation policy
Toyota Leadership
When the Toyota Corporation realizes the short falls in the financial returns, the
top management inquires the reason of the short fall from the entire company’s
management. In most cases the failure is attributed to ineffective internal
communication within the Toyota Corporation.
Nevertheless, when the top management realizes the communication
breakdown within the corporation, they therefore organizes conference to
resolve the issue. The conferences are widely advertised through the news letters,
notice boards, and e-mails. While researching I gathered that those conferences
have become very useful for they help to curb the immediate corporation’s crisis.
When I interviewed, (Guy, Sales Representative, March 21, 2008, 10.30 a.m.) I
learned that “Most Toyota employees have reached their current positions due to
distinguished achievement in specific areas of expertise such as: general manager,
sales manager, financial manager, operations manager, sales consultant and
others due to effective internal communications within the corporation. This is so
because once in a leadership role it is presumed that their ability to perform as
well in all other areas, including as effective communicators, is equal to title and
responsibility. It has been a policy that after one is employed is thoroughly trained
on how to be an effective communicator, for it is often necessary to provide
leaders with customized professional development in understanding the power of
communications.”
Newsletter
Also, I gathered that the company gets opportunities to gain new clients
when the newsletter is passed around, and is often seen by more than one person
during its life cycle. It makes sense and is a smart move to outsource corporate
communications instead of keeping it in-house.
Even though, Toyota motors corporation uses newsletter as one of its tool
for internal communication, I think it is not a good way of communication for it
takes time to come out, for they have it like quarterly. Additionally, most of the
staff of Toyota Corporation have not time to read it for they are busy doing their
usual duties. I would propose that the corporation should replace it with a tool
which is faster like e-mail.
Face-to-Face Communication
Despite the rise of emails and intranets, Toyota Corporation also values
face-to-face sessions mostly when it comes to keeping staff up-to-
date. (Wayne, Public Relations Manager, April 4, 2008, 10.45 a.m.) indicated that
“the study by specialist journal IRS Employment Review found that, while
organizations do now use an extensive range of communication methods,
including online systems, handbooks, newsletters and memos, team briefings,
executive briefing sessions and road shows tended to work best, face to face
engagement is the critical measure by which organizations are able to inspire and
mobilize their people to accelerate reaching company objectives. Engaged
employees are motivated to succeed, take pride in their company, are committed
to the success of the corporation and are extraordinarily persuasive brand
advocates. The programs are developed in the context of empirical discovery
reflected in an Employee Engagement Index.”
During the interview (Perry, Managing director, April 4, 2008, 2 .30 p.m.)
indicated that, “Toyota Corporation like many other top-performing corporations
treat communication as a key business driver, communication is used to educate
managers and engage employees in the business by providing line-of-sight to
customers’ needs and business goals. Furthermore, by gaining insight into what
top-performing companies are doing, employers can reorient their
communication programs, brand our employee experience and make a difference
in our business results.”
During the research, I found that only a minority (one third) of the
employers surveyed had a formal written communications policy. While two-
thirds tried to evaluate the success of their internal communications, fewer than a
quarter of those who did used any formal evaluation methods. Despite such
limited formal planning and evaluation, more than half the organizations polled
believed their communications strategy was working. Other key findings include
from the study included that, while internal communications often had several
aims, employers believed the most important goal was to keep staff informed
about organizational changes.
Notice board
Notice board is one of the communication tools that is normally used by the
Toyota Motors Corporation. Even though, notice board is perceived as an old
method of passing messages, it is still usable, for it has its own advantages and
disadvantages.
Toyota Motors Corporation use notice board to help staff find information that
facilitates their own professional activities such as:
Even though the corporation uses notice board as one of their tool in
internal communication, some of the staff do not remember to check the
information put on it, plus they are very busy and they have no time to go where
it is put to check the information. So, I think it is not an effective way of
communication in this corporation. They need to use either bulletin or memo.
Bulletins
Memo
A memo does not have a specific format but may be specific to a single
office, level of government, or other institution. Very specific memorandum in
legal settings are memorandum understanding, memorandum
agreement, memorandum association, private placement memorandum,
confidential memorandum, and confidential memorandum. “Short reports are
often written in memorandum, e-mail, or letter format. The memorandum report
is directed to an organizational insider, as are most e-mail reports. A memo
includes the following: headings to serve the formal report function of transmittal
and title page, a horizontal line to add interest and separate the transmittal from
the body of the memo, uses deductive approach to present a report.” (Lehman &
DuFrene, 2005) p. 445.
Memo also acts as an informative tool to inform or the profits or losses that
occurs within the corporation in a specific given time. Therefore, memo is a
strong and effective tool of Toyota’s staff internal communication.
However, e-mail is very effective in Toyota Motor Corporation for it helps the
company to communicate to the staff faster and cheap than most of other
electronic communication. E-mail has quickly become the most used
communication tool in many organizations. “It provides a fast, convenient way to
communicate by reducing telephone tag and telephone interruptions, facilitating
the transmission of a single message to multiple recipients, reducing telephone
bills, eliminating time barriers, and fostering open communication among users in
various locations. While general writing principles apply, acceptable e-mail
formats are less formal than business letter formats.” (Lehman & DuFrene, 2005)
p. 181.
– It has an advantage of a mailing list which has a clear ability to distribute
information to staff at a relatively low cost when compared to other media
investments such as direct mail or printed newsletters, it is less expensive.
– General Manager of the Corporation can reach staff members through email
whereby he receives email communications feedback.
– Over half of Toyota Motors Corporation staff users check or send email as a
way of easy internal communication.
– Sending e-mails with the purpose of enhancing the relationship between the
employees and the employers.
– Sending e-mails with the purpose of informing new employees of how the
company is performing after they joined it.
Cell Phone
During the interview with the top management of the Marietta Toyota
Corporation, I found that they use a cell phone as a means of internal
communication. I was certainly made aware that cell phone has become so
efficient because it is carried by individuals where ever they are making it easy to
pass the message regardless the location.
The reason why Toyota Corporation uses cell phones is because it provides an
incredible array of functions, and new ones are being added at a breakneck pace.
Depending on the cell-phone model, one can:
Text Messages
“Text messaging is what the wireless companies call SMS, for short
message service. It has become almost as popular as cell phone voice
communications, with as many as 20 billion text messages being sent each month
in the United States alone. Most text messages are deleted within 72 hour.”
(http://infogovernance.blogspot.com/2008/02/text-messaging-and-importance-
of.html)
Text Messages allows one to send text messages to cell phones from one
location of the corporation facility to another. The Toyota Motors Corporation
Management reported that the corporation most of times it uses text messages
without fail because of its efficiency.
What I concluded from the corporations report was that the text messages have
played a very positive communication role in this company. It has been widely
utilized and it will be more and more used within this corporation, so it is an
effective way of communication.
Telephone
Instant Messaging
Toyota Motor Corporation uses Instant Messaging (IM) known as chat for
communication between staff to staff plus employers. Instant messaging/chat
are technologies that facilitate near real-time text based communication between
two Toyota corporation staff or more participants over a network. It is important
to understand that what separates chat and instant messaging from technologies
such as e-mail is the perceived synchronicity of the communication by the user –
Chat happens in real-time before your eyes.
Some instant messaging systems allow users to use web cams and
microphone which made them more popular than others. Due to this feature
users can have a real-time conversation. In addition, instant messaging has
additional features such as: the immediate receipt of acknowledgment or reply,
group chatting, conference services including voice and video, conversation
logging and file transfer.
Conclusion
Bulletins are widely used because they are readily available to the readers
due to being in strategic places. That is bulletins are placed in front offices or
counters which are open to each and every member of the staff. So, it is an
effective tool of Toyota Motors Corporation internal communication for it does
communicate so effectively.
Memo just like bulletin is a vital means of communication, for it has proven
to be very efficient in passing messages to staff when needed. Memo is seldom
used and it has shown great effect in reaching the staff when it is urgently
needed.
Nevertheless, I found that both cell phone and telephone has been part and
parcel of communication in this corporation and they will continue being used
because the company has a lot of trust in the business that cell phone and
telephone does to them.
Also the report I got from the corporations was that the text messages are
widely used for they have played a very positive communication role in this
company. It has been widely utilized and it will be more and more used within this
corporation.
Telephone. (2007). http://in.answers.yahoo.com/question/index?
qid=20070302005955AAMLHBS