Organizational Communication Process

Concept of communication

The process of sharing ideas , knowledge , and experience between or within the people and organization as well. Further , it is the process by which information's are transmitted and understood between two or more people. Communication is vital to organizational life. Actually organization exist through communication. All managers directs all types of resources through communication.

Communication is taken as an activity that actually takes place in four stages.

First , we need to attract peoples attention to our communication.

Second , we want to make sure that people understand our message in the way mean them to understand it.

Third , we want to influence others to accept as true the information we are giving them.

Finally , we want make sure that people remember the information that we have given them.

Purpose/function of communication

A well designed communication system serves the following purpose.

Information sharing:- Organizations share information to their employees and outsiders through communication. In absence of communication information can not be forwarded as a result business activities affects.

Problem solving:- Organizational problems are solved mostly through group efforts. Meeting like brainstorming are based on communication. Communication is the heart of these problem solving.

Decision making:- Communication facilities organizational decision making. Like in problem solving many major decisions are made through communication. Analysing problems ,identifying alternatives , and finding solutions are totally based on communication.

Strategy implementation:- Organizational strategies can be implemented effective when employee involve in implementation and it possible only through communication.

Team management:- Organization, today, have been using team based management systems and without communication team can not function effectively. Free exchange of information, ideas, and views are the center of team management.

Organization change and development:- Employee should be prepared for organizational change and development to meet competition and it is possible through training and development for this communication becomes the vital part.

Evaluation and control:- Availability of critical information facilitates the monitoring and evaluating activities. Control function cannot be effective without communication and information.

Feedback:- Feedback is essential for effective management the manager has to receive information about the work progress and employee’s performance.

Types of communication

Based on method used

Based on direction used

Based on relationship

a. Oralb. Writtenc. Non verbal

a.Vertical{Downward Upward}

b.Horizantalc.Digonal

a. Formalb. Informal

Methods of communication

WRITTEN

LettersMemo

ReportsManuals

forms ORAL

Informal conversationsTask related exchange

Group discussionFormal speeches

NONVERBAL

Human elementsFacial expressions

Body languageEnvironmental elements

Office designBuilding architecture

Communication system{channel}

BOD

GM

Manager DManager CManager B3. Horizontal

2. Upward

4. Diagonal

Supervisors

1. Downward

Communication Networks

Shyam

Hari Ram Dipak

Mina1 . Wheel network

It is the most centralised network .according to this network all message passes through center position .in it the subordinate can communicate with and through

one manager . {i.e. Ram}

Ram

Shyam

Hari

Mina

Dipak

2 . Chain network

Ram Shyam

Hari

Mina

Dipak 3. Y Network

In this type of network the information flows only upward or

down ward in the hierarchical chain of command

In this type type the two subordinate report to the manager

{Hari } through the hierarchical chain.

4. Circle network

In this type of network the information moves in circle. i.e each person can communicates with his /her

neighbourhood. It can be clarify from the given figure or

A person can communicate just to their right or left.

Hari

Mina

Dipak

Shyam

Ram

Ram

Shyam

MinaDipak

Hari

5. All channel network

In this type of network there is no restriction on flow of communication . Every member in group is free to

communicate with any member.

Barriers to effective communication

There are many types of barrier in the field of communication. Barriers breakdowns communication as a result organizational activities will be adversely affected. Barriers also cause misunderstanding, conflicts , friction and delay in decision etc. so as far as possible and practicable the manager should try to managed or resolved.

Some barriers to effective communication are given as below.

Physical

Distance

Noise

Physical arrangement

Psychological

Selective perception

Filtering

Distrust

Emotions

Viewpoints

Organizational

Information overload

Poor planning

Complex structure

Status difference

Lack of feedback

Semantic

Language

Jargon

Psychological/Human Barriers:- These barriers are inside the person and some of them are genetically determined. Some of the personal barriers arise from the judgements , emotions and social values and gives rise to psychological distance.

Semantic barriers :- Semantic is the study of meaning of words it arises due to the differences in meaning which different people attach to different things. Symbol or words gesture generally have a verity of meaning.

Physical and technical barriers:- These factors also give birth to barriers in communication. technical barriers can be mechanical failure , technological problems etc it is also environmental factors such as distance , poor weather and physical distance between people and others.

Organizational barriers:- To some extent these type of barriers are built in nature. in large and complex organizations there are number obstacles that makes transmission of message more difficult, such as organizational structure , status and position ego ,information overload and culture practices.

Current Issues in Communication

Barriers between men and women

Politically correct communication

Cross cultural communicatio

n

Electronic communication

Barriers between men and women:- Men and women differ in terms of their conversation style.it highlights oral communication barriers. Women speak and hear a language of connection and intimacy. Mean speak and hear a language of status , power and independence. The key issue is how to reduce barriers related to gender communication.

Politically correct communication:- It gives different meaning to different people. Over the period of time there has been the development of politically correct words sentences. We must be careful about others feelings and prestige. Some words we use directly insult others so we use politically correct communication. Eg . Previously we use widow [bidhawa] now we use Ekal Mahila .

Cross cultural communication:- Cultural context influences the meaning of communication it can be semantic , word communication , tone differences , and perception as well.

Electronic communication:- This is the age of information and technology. During last two decades we have seen unbelievable progress.but progress has brought both positive and negative consequences. The electronic means that we commonly use today are pagers,fax machines , e-mail , mobile phone etc. electronic communication adversely affects the social need fulfilment. It reduce social visit.