Toyota Motors Corporation Case Study Sample

Effectiveness of Communication in Toyota

Executive Summary of Effective Communication

Communication is an important part of organizational management. Effective communication helps the company in spreading and sharing the awareness about the company’s operations. Thus, helping the company in maintaining collaboration and commitment among the employees. Organisational example taken for this report is Toyota. It effectively uses a lot of communication channels for sharing plans, receiving opinions, and generating awareness such as e-mails, newsletters, cell phones, face to face meetings, and so on. However, it is also noted that newsletters are not released frequently and thus need to be accompanied by other modes of communication such as e-mails, which are faster and efficient mode of communication.

Table of Contents

Introduction

Means of effective communication used by Toyota

Recommendations

Conclusion

References

Introduction to Effective Communication

Connection is an integral part of management within every organization. Whether it's about educating workers on current policy, planning for a natural event, maintaining health and safety in the company, or responding to employee feelings, effective and efficient communication is an important factor in successful management (Breakenridge, 2017). To be competitive, organizations should provide clear plans and policies to communicate with their stakeholders, staff, partners, and the rest of the world. Good communication is characterized as the capacity to effectively and efficiently communicate knowledge to others. This report is regarding the quality and effectiveness of the Toyota's communication strategies and tools.

Means of Effective Communication Used by Toyota

There are several communication methods available at Toyota Motors Corporation through which employees share their emotions, plans, opinions, and knowledge (Khuong & Chau, 2017). Some forms of communication used by the company are as follows: cell phone, e-mails, notice board, face to face, mobile, newsletter, and memo. The exchange of thoughts, knowledge, views, and feelings leads to collaborative and efficient team activities and people's work within the company.

Employee Newsletter is among the corporation's strategic networking tools used to hire staff (Yuliana & Imperiani, 2017). The Toyota Company Newsletter is one of the strongest tools for workplace communication, it usually provides a lot of information to the people inside the company. Like several other companies, Toyota Motors Corporation is circulating internal newsletters to promote a sense of belonging among its workers. Toyota's internal newsletters are intended to transfer details, patterns, and amusing pieces to external service newsletters but also with a better sense of connection, and maybe less authority.

Given the increase of emails and intranets, Toyota Company still primarily emphasizes to employ face to face sessions when it comes to maintaining employees updated knowledge and awareness about the operations of the company. Face-to-face interaction is an essential factor by which companies empower and motivate their employees to promote the accomplishment of client goals (Al-Busaidi, Ragsdell & Dawson, 2017). Committed staff are driven to excel, take pride in their business, remain dedicated to organizational performance, and therefore are highly articulates supporters of the brands of the company. Toyota Corporation's success was traced back to regular interactions of the employees with the management, which is kept twice or thrice a month.

Notice board is also one of the instruments of the communication Toyota Motors Company usually uses (Samsuddin et al., 2017). To share the details discovered at meetings across the offices and departments, the notice board is important because it is difficult to depend on employee representatives to do disseminate the gathered information. Minutes of the minutes could be placed on the notice boards but they would be barely viewed, because of containing a lot of redundant information.

Bulletins are primarily used by Toyota Motors Corporation as a means of contact. It serves the function of the self-service knowledge collection process, they store newsletters in the corporation's front desk for the employees to get easy access to them and get the latest updates about the organization (Welch, 2018). Bulletins may be used to inform employees who can not wait for the next issue, or remove a structured document if it is not deemed acceptable by the organization.

Memo is used as an internal communication platform in Toyota Motor Corporation. It can be used for delivering critical regular updates to demonstrate how the business works (Akanwa & Okorie, 2019). It is often used to communicate notifications from rapid meetings which are kept at a regular frequency. Memo often serves as an insightful resource to notify the employees about the gains or losses that occur in the business. Memo is thus a powerful and efficient means of internal communications for Toyota 's workers.

E-mail is among the most modern communication tools available at the disposition of the companies. It implements a mechanism built into the network/internet for the control of the transport. Within Toyota Motors Corporation, e-mail has proven to be a very efficient mode of communication. e-mail is really useful in Toyota Motor Corporation because it allows the organization to connect with the workers quicker and cheaper than any other online contact. E-mail is widely used in various departments to communicate internally, bringing very positive results in the company's operations (Bovée, Thill & Raina, 2016). It offers a fast and easy way to connect by removing telephone tags and interruptions, enabling the delivery of a single message to numerous recipients, minimizing telephone costs, eliminating time constraints, and promoting free contact between users at various places.

Toyota Corporation's top executives also utilize a mobile phone as a means of internal interaction. Besides the basic voice feature of modern cell phones, several other features and components may also be provided, such as text messaging SMS, e-mail, internet connectivity, and MMS for images and video sharing and receiving (Bovée, Thill & Raina, 2016). Much of the existing mobile phones, except for satellite phones, link to a base station telecommunications network (cell sites), which is in effect interconnected to the public switched telephone network (PSTN). In Toyota Motors Company, the mobile phone has been so powerful because it's lightweight, easy to carry, and quick to get the message to the receivers irrespective of venue. So, within Toyota Motors Corporation it is an important communication device.

Recommendations on Effective Communication

While Toyota Motors Corporation uses newsletter as one of its internal contact devices, it may not be a successful way to connect as it takes time to send out and reach the potential receivers,

in other words, they are not as frequent for example, the company releases them quarterly. Additionally, several employees of the Toyota Company do not have time to read it because they're occupied with their daily duties (Dwyer & Hopwood, 2019). It is recommended that the company substitute the newsletters with an e-mail like device which is faster.

While the company uses the notice board as one of its methods of internal communication, some of the employees do not care to review the details placed on it, and they're really busy so they don't have time to travel where the details are placed to read (Rogala & Bialowas, 2016). Thus, making it an inefficient and ineffective mode of communication in the company for disseminating the information. Thus it is recommended to them to use a memo or bulletin.

In this business text messaging has played a really important part in communication. It has been commonly utilized and within this organization it will be progressively adopted, because it is an important form of communication (Bovée, Thill & Raina, 2016). Mobile Messenger enables us to send text messages from one business office place to another through the mobile phones. Thus, they should continue to employ this means of communication.

Throughout Toyota Motor Corporation, the immediate communication with the direct recognition of acceptance or answer enables accurate and productive communication with the use of instant messaging software (Bovée, Thill & Raina, 2016). In some cases instant messaging offers extra features making it even more successful, for example to see the other group, use webcams, or chatting on the internet directly for free.

Conclusion on Effective Communication

To connect efficiently at all stages of their business, Toyota Motors Corporation uses communication methods. Newsletters and business correspondence are vital components, which keep staff updated and offer the organization a brand image, as well as an incredibly valuable notion of reputation and trustworthiness. However, because of their less frequency they should be used along with other means of communication such as intranet communication, or e-mails. Most of the communication methods play a very important role in the passage of the vital messages helping the company in all methods of communication employed by Toyota Corporation. The company has been able to enjoy a larger profit from effective communication, helping them acquire or open more branches throughout the world.

References for Effective Communication

Akanwa, P. C., & Okorie, O. N. (2019). Organizational Communication as Correlate of Job Satisfaction of Staff of Public Libraries in Abia and Imo States, Nigeria. Journal of Knowledge & Communication Management, 9(2), 69-80.

Bovée, C. L., Thill, J. V., & Raina, R. L. (2016). Business communication today. Pearson Education India.

Breakenridge, D. (2017). Answers for Modern Communicators: A Guide to Effective Business Communication. United Kingdom: Routledge.

Dwyer, J., & Hopwood, N. (2019). The business communication handbook. Cengage AU.

Khuong, M. N., & Chau, N. T. K. (2017). Factors of Event Sponsorship Affecting Customer’s Brand Trust and Word of Mouth: A Case of Toyota, Vietnam. Journal of Economic, Business, and Management, 5(2), 88-94.

Rogala, A., & Bialowas, S. (2016). Internal Communication in an Organization. In Communication in Organizational Environments (pp. 29-64). Palgrave Macmillan, London.

Samsudin, S., Jalil, M., Hayati, N., & Ibrahim, M. (2017). Exploring the pattern of internal communication in total quality management implementation in manufacturing companies. In SHS Web of Conferences (Vol. 33). EDP Sciences.

Welch, M. (2018). Internal Communication. The International Encyclopedia of Strategic Communication, 1-20.

Yuliana, D., & Imperiani, E. D. (2017). The realization of interpersonal meaning in course newsletters: A systemic functional linguistic perspective. Indonesian Journal of Applied Linguistics, 7(1), 181-188.

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