communication flow in organization
DESCRIPTION
Communication studyTRANSCRIPT
COMMUNICATION FLOW IN ORGANIZATION
In an organization, communication flows in 5 main directions.
Downward
Upward
Lateral
Diagonal
External
1. Downward Flow of Communication
Communication that flows from a higher level in an organization to a lower
level is a downward communication. In other words, communication from
superiors to subordinates in a chain of command is a downward communication.
This communication flow is used by the managers to transmit work-related
information to the employees at lower levels. Employees require this information
for performing their jobs and for meeting the expectations of their managers.
Downward communication is used by the managers for the following purposes -
Providing feedback on employees performance
Giving job instructions
Providing a complete understanding of the employees job as well as to
communicate them how their job is related to other jobs in the organization.
Communicating the organizations mission and vision to the employees.
Highlighting the areas of attention.
Organizational publications, circulars, letter to employees, group meetings etc
are all examples of downward communication. In order to have effective and
error-free downward communication, managers must:
Specify communication objective
Ensure that the message is accurate, specific and unambiguous.
Utilize the best communication technique to convey the message to the
receiver in right form
Downward communication advantages are;
a. Useful for management
Downward communication is the backbone of an organization. The
management finds it useful to communicate necessary official information or
plan of work to employees.
b. Good organization
In downward communication, there is a clear-cut division of responsibility and
accountability. Discipline, satisfaction, harmony and co-operation follow
automatically.
c.Useful for employees
Downward communication is useful for employees as they are well informed
about their work from time to time. It gives them motivation and raises the
morale of employees.
d. Superiors well informed
Downward communication keeps the superiors well informed about the
development of the work as communication takes place along the well-defined
lines.
e. A Sense of belonging
In downward communication, the employees carry a strong feeling of
participation in the management of the organization. They regard themselves as
important employees.
Downward Communication disadvantages are;
a. Time consuming
Downward communication is time consuming communication because it moves
along the line of command of the hierarchy. It results in waste of time as the line
of communication is long.
b. Distortion
Downward communication has to pass through many levels of authority, so
there is a delay as well as distortion of the message.
c. Authoritarian approach
In downward communication, there is too much concentration of authority at the
higher level. As people in the lower levels are merely receivers of decisions. So
they unconsciously receive such message and miscommunication results.
d. Over and under Communication
Downward communication suffers from over communication or under-
communication. In over-communication supervisors talk too much and merely
waste the time of his subordinates. Due to this, the juniors are not respecting the
seniors and there is indiscipline among the juniors. In under-communication, the
supervisor does not talk enough and leaves his subordinates to his guessing
about what he wants them to do.
e. Different priorities
In downward communication, the employees seek information about job
security, salary, promotion and other beneficial schemes, but the management
prefers to pass down orders and directions only. The gap between their priorities
leaves the employees and employers dissatisfied.
f. No confidential matter In downward communication, confidential matter
cannot be disclosed at lower levels.
2. Upward Flow of Communication
Communication that flows to a higher level in an organization is called
upward communication. It provides feedback on how well the organization is
functioning. The subordinates use upward communication to convey their
problems and performances to their superiors.
The subordinates also use upward communication to tell how well they
have understood the downward communication. It can also be used by the
employees to share their views and ideas and to participate in the decision-
making process.
Upward communication leads to a more committed and loyal workforce in
an organization because the employees are given a chance to raise and speak
dissatisfaction issues to the higher levels. The managers get to know about the
employees feelings towards their jobs, peers, supervisor and organization in
general. Managers can thus accordingly take actions for improving things.
Grievance Redressal System, Complaint and Suggestion Box, Job
Satisfaction surveys etc all help in improving upward communication. Other
examples of Upward Communication are -performance reports made by low level
management for reviewing by higher level management, employee attitude
surveys, letters from employees, employee-manager discussions etc.
Upward communication benefits are;
a. Fosters Friendly Relations
Upward communication helps to bring about co-operation, goodwill and understanding
among employers and employees. This stimulates friendly relations.
b. Provides Valuable Feedback
Upward communication provides a valuable feedback. The superiors come to know how
their plans and policies; orders and instructions are being received and executed.
c. Encourages Participation
By encouraging employees to make suggestion, upward communication helps to bring
in elements of participative management in the organization.
d. Two-Way Process
Upward communication is a part of a two-way process which promotes better
understanding between management and employees.
e. Making Suggestions
The employees are encouraged to make suggestions in the interest of the organization.
Some of these suggestions prove useful, and the employees are suitably rewarded.
f. Introducing New Projects
Upward communication creates a healthy relationship between the management and
the employees and this in turn makes it convenient for the management to introduce
new schemes or projects.
g. Employee Morale
Upward communication develops and improves employer-employee relations and
promotes employee morale.
Upward communication disadvantages are;
a. Resistance From Employees
Employees rarely initiate upward communication as they are afraid of being ignored.
Such communication often meets with improper recognition, so they hesitate to initiate it
again.
b. Fear of Incompetence
The subordinates communicating with the superiors fear that their colleagues or work
may be regarded by their superior as a reflection on their own competence.
c. Indecisive Superiors
If the superiors do not take any decision in the light of upward communication, the
employee's loss confidence in their superiors.
d. Messages Not Heard
Often messages do not travel upwards; they merely rest with the inactive or indifferent
superior. Some managers are poor listeners, some simply 'hear' messages without
taking any action.
e. Unwillingness to Admit Failure
Many employees in lower hierarchy are insecure about their jobs and uncertain about
their future prospects. They, therefore, feel unwilling to discuss their on-the-job
problems with their superiors.
3. Lateral / Horizontal Communication
Communication that takes place at same levels of hierarchy in an
organization is called lateral communication, i.e., communication between peers,
between managers at same levels or between any horizontally equivalent
organizational member. The advantages of horizontal communication are as
follows:
It is time saving.
It facilitates co-ordination of the task.
It facilitates co-operation among team members.
It provides emotional and social assistance to the organizational members.
It helps in solving various organizational problems.
It is a means of information sharing
It can also be used for resolving conflicts of a department with other
department or conflicts within a department.
Advantages of horizontal communication are;
a. Informal and sweet relationship
This is same status level’s communication system. They exchange ideas,
knowledge and thoughts. So, an informal and sweet relationship can be
maintained.
b. Co-ordination of activities
For the achievements of the expected result of an organization inter
departmental co-ordination system must be developed which is a criteria of
horizontal communication.
c. Departmental communication
Horizontal communication is the best system of communication in
departmental communication.
d. End of misunderstanding
There is no chance of misunderstanding in horizontal communication among
employees. So, it is helpful to management for enhancing mutual
understanding and good decision making.
e. Hindering bureaucracy
No change of a rise bureaucracy in Horizontal communication running
organization which is helpful to make a good relationship among themselves.
f. Dynamism at work
If horizontal communication is established in organizational dynamism at work
will increase among workers.
g. Group activities
IN this system of communication a department is well known to other
department and can exchange their affection. So, group activities and
direction of the sound work program will be easier.
h. Quick communication and solution of problems
Horizontal communication allows quick transmission of messages and solves
complex problems in the organization.
i. Linking with different areas of expertise
Science same level of employees exchange information in this
communication, they create good link with different areas of expertise.
j. Guarding against distortion message
Horizontal communication takes place among the employees of the same
level, information reaches directly from one employee or executive to another
which acts as a guard against distortion messages.
Disadvantages or limitations of Horizontal communication
are;
a. Overloaded by information
Since information is less filtered in horizontal communication, one must sort
through a greater amount of data which may lead to overload.
b. Wastage of time
Such communication involves excessive sorting of data which can kill the
useful and valuable time of superiors.
c. Positional problem
For positional problem, horizontal communication must fail to fulfill the
organization’s goal.
d. Lack of understanding
For lack of understanding among employees this communication may not be
successful.
e. Procedural problem
Sometimes horizontal communication disrupted for procedural problem.
f. Damn-care
It takes place between equal ranking staffs. So damn-care spirit is likely to be
encouraged because of unclear channels and rules of interaction.
g. Over specialization
Specialization is a problem that often happens when organizations do not
have uniformity within departments, causing communication difficulties.
Specialization can occur with procedures or vocabulary used by different
departments. When this occurs organizations have trouble functioning
properly and do not run smoothly.
h. Lack of motivation
Horizontal communication often fails simply because organization members
are unwilling to expend the additional effort that it requires. It may require
contact with people in units and the channels and rules of interaction may be
unclear. Sometimes we do not really know these people. The need to
communicate with them makes us uneasy or takes too much time.
i. Rivalry
Rivalry within organizations occurs for example when the different levels of an
organization fail to cooperate with one another.
j. Ignoring vertical communication
In horizontal communication same level of organizational members are
contacted or exchange information with each other. Most of the cases they do
not inform managers of the hierarchy which break down or ignore the vertical
communication.
k. Low productivity
Horizontal communication often fails simply because of organizational
members are unwilling to expend the additional effort that it requires and its
wastage useful and valuable time of superiors which lead to low productivity.
4. Diagonal Communication
Communication that takes place between a manager and employees of
other workgroups is called diagonal communication. It generally does not appear
on organizational chart. For instance - To design a training module a training
manager interacts with an Operations personnel to enquire about the way they
perform their task.
Advantages of diagonal communication: Diagonal communication has the
following advantages;
a. It is a most direct method of communication.
b. It is a most selective method of communication.
c. It is one of the fastest methods of communication.
d. In critical situations, it would seem to be the most essential and logical type of
communication.
Disadvantages of diagonal communication: The major disadvantages of
diagonal communication include the following;
a. It can destroy lines of authority and formal chains of command.
b. It can leave immediate superiors uninformed of what their subordinates are
doing.
c. It can lead to conflicting orders and hence to further confusion.
d. It is usually verbal, and thus is untraceable if things go wrong.
5. External Communication
Communication that takes place between a manager and external groups
such as - suppliers, vendors, banks, financial institutes etc. For instance - To
raise capital the Managing director would interact with the Bank Manager.
COMMUNICATION AVENUES
You offer communications to yourself through many avenues, inwardly and
outwardly. All of your outer senses are communication devices. They are mechanisms.
To provide you with information. All of your inner senses are mechanisms to provide
you with information, communications. Your emotions are communications. They are
more obvious, for they also employ signals, feelings. The feeling that you experience in
association with that you define as an emotion is a signal. That is signaling that your
telephone is ringing.
EMOTION
Now; identifying what the signal is in one word indicates to you what to be
evaluating in association with what the communication is. Intuition, impressions,
impulses, these are also avenues of communication. Your physical body consciousness
also offers you communications. Your imagination is another avenue of communication
imagination is not fantasy, it is real. Whatever you can imagine actually exists. It may
not in your physical reality, but it exist. This are all avenues of communication. That is
one factor which is important to pay attention to.
Remember, thought is NOT a communication. Thought is a translating mechanism.
What you think is associated with where your attention is focused. It is translating some
communications and where your attention is focused. That is the function of thought.
ACTION
Also paying attention to what your actually doing is another significant factor.
Therefore, you are paying attention to what you are communicating to yourself and you
are also paying attention to what you are actually doing or what you are not doing,
paying attention to whether your attention is being flexible or not. Whether it continues
to focus in specific directions that are actually generating obstacles or hindrances in
association with what you are doing, figuratively speaking. If you continue to
concentrate your attention upon a wall that exists before you, you merely continue to
collide with it over and over again.
IMAGINATION
There are man factors to be aware of yourself and what you are actually doing.
Many times individuals are not aware objectively of what they are actually diong until the
point that they do actually generate some type of uncomfortable scenario or
manifestation. But this is the point. That actually can be avoided if you are paying
attention. This is not to say that you shall never again create an uncomfortable situation
intentionally. That would be difference, rather than creating an uncomfortable situation
in association with ignoring or not paying attention.
In all of this, you have expressed many different situations which are occuring or
potentially occuring but not actually occuring within your experience, in your world, in
your environment. The significant element is to evaluate what actually IS occurring and
what is not, what actually is being expressed in the now and what is being anticipated
and is not actually occuring, or what you are speculating in relation to but is also not
actually occurring, and being aware of what you are actually doing, for many times,
what you are NOT doing is also a doing.
IMPRESSION
Now, you are generating considerable cgurning in your energy in many different
directions, whaich also creates somewhat of a scatterdness. For itt generates less
clarity and more confusion if you are creating many different directions simultaneously
but not actually focusing clearly upon any of them. That creates a considerable volume
of communications that are expressinginformation to you that are not generating clarity,
that you are generating considerable scatterdness, that you are not focusing your
attention. But you are not listening, and therefore, you create a physical manifestation.
The ringing becomes a siren.
INTUITION
In all of this action, as you continue to generate that scatterdness and you
continue to move your energy to many directions simultaneously but not actually
accomplishing what you want in any of them, for you are not directed enough in any of
them that generates another atomatic response of tension, which you may not actually
even at times physically feels because it becomes so familiar that it is unnoticed. It
becomes notices if you generate actions that intentionally create a relaxation. Thusly,
you begin to notice how much energy you have been holding in tension.
I may express to you, first of all, it may be quite benificial for you to evaluate
these different directions, and in that evaluation, view the importance, measure of each
scenario, of each situation. Subsequent to that action, allow yourself to evaluate the
measure of value that you associate with each of these scenarios. That will allow you to
move in more of a balance and to choose which scenario you wish to focus upon, and
move from one to another but not to be distracting yourself.
Once you have chosen one subject to address to, be presented to yourself in the
now and allow yourself to hold your attention directedly with that one subject, not
distractions yourself with projections of all the other subjects, but allow yourself to follow
on and accomplish some action with it. Even if you are not actually completing a
direction, allow yourself to generate some actual accomplishment, some product of
each one before moving to the next. You are incorporating very much distraction, but
not productive distractions.