Slide #1: Organizational Communication
Organizational Communication is the process of exchanging information orally, non-verbally, interpersonally or in written form within a company for a particular purpose.
Messages/information is passed through internal memos, letters, emails, word of mouth, telecommunications and/or videoconferencing.
It can be employed by employees of the same rank. This form of organizational communication is called line communication. In most cases this is informal.
Vertical communication is passing of information between people of different ranks within an organization. Most the messages are from senior management to juniors. It is done through emails and memos. At times juniors need to communicate issues with senior management especially when they escalating matters that they feel have not been dealt with accordingly with their immediate supervisors. Their anonymity in this case should be discreet thus, suggestion boxes are used.
Messages sent should be clear, concise, easy to understand and direct to the point. As well, they should address all the listeners/readers needs for them to be effective.
Slide #2: Processes, Practices and Difficulties of Communication
Communication process within and practices within an organization follow the Sender-Media-Receiver model. The sender creates and encodes the message in a manner well understood by the receiver. Media is the channel through which information/message is passed from the sender to the receiver. Finally, receiver is the consumer of the relayed information. He/she ought to decode the message and act accordingly.
All the participants in the model should play their role dutifully to ensure smooth running of operations within an organization. A breakdown at any point of the process causes distortion and delay in delivery of goods and services produced leading to dissatisfaction.
Proper planning, systematic articulation of messages sent and timely delivery of the same warrants accurate and effective decision orchestration.
Difficulties might arise in the process of organizational communication. This might include; physical barriers, where the target location of the information is not accessible or does not support the channel of information used. Personal barriers, where the sender or the receiver might have hearing and or visual impairment thus hindering effectiveness of organizational communication. Semantic barrier, they are a results of miscommunication due to variances in the meanings of messages passed. Channel barrier, it arises due to breakdown of communication modes used.
Slide #3: Importance of Organizational Communication
It is used to enhance employees understanding of the company’s vision, mission and core values thus directing their efforts towards achieving the same.
It helps to boost the company’s efficiency and effectiveness through its workers. Accurate and timely information help people process and produce ideal products hence meeting clients needs.
Constructive information is used to employ corrective measures, reprimand and instil discipline.
To employees, appraisals are conducted to evaluate performance, recognize achievements and suggest key areas of improvements.
They are used to create and develop building relationships with different stakeholders like suppliers, government authorities, debtors and customers.
It helps to communicate financial performance through reporting done daily, weekly, monthly or annually hence improving on the effectiveness and productivity of an organization.
Helps in problem solving and critical thinking. Organized and constructive communication help to dissect problems and solve their root cause. Through organized groups, an organization can brainstorm on innovative ways of improving their company processes, policies and procedures.
Slide #4: Improving Information Flow
Clarity- Giving clear-cut instruction and straight to the point messages reduces on chances of misunderstanding and closes the ambiguity gap.
Team Building- when a company forms a habit of taking their employees out informally, they tend to communicate effectively. In such outdoor activities individuals bond and understand one another forming lasting relationships which are important for a company’s success.
Open Door Policy- Encouraging employees to freely share their ideas on improving the company makes them feel as part of the growth of the company. Effecting some of their ideas motivates them a great deal. Updating them on changes and progress of the company is critical in building togetherness.
Up-do-date Tools- Employing up to date modes of communication is relevant as employees relate with it. It is the role of the company to provide the employees with gadgets that are effective for use. Social media platform has been embraced to promote marketing and collect and give timely feedbacks at all times. People with hearing and visual impairments could be provided with hearing aids and reading tools to enhance their communication effectiveness. In return employees get job satisfaction and the company optimizes on its revenue.
Trainings- Educating people on the importance of communicating effectively helps them to improve on their communication. It also helps them to understand the chain of command yielding growth in their respect for each other.
Slide #5: Organizational patterns of communication and their Tasks Cont’d
The diagrams illustrate how information flows from on level of management to the other within an organization.
The top management is tasked with the key responsibility of making decision, followed by middle level managers and lastly the line managers who make very little decisions.
Information therefore flows from top to bottom in most cases not unless top managers are getting feedback from line managers thereby reversing the hierarchy. Concise messages sent lead to the right actions taken yielding accurate results that meet their intended purpose/target.
The second diagram outlines the roles of the speaker and the listener. For communication to be effective, those interchangeable roles must be observed and followed keenly.
