Communication

 Organizational Communication

Introduction

Organizational communication is a fundamental management function critical to the smooth operation and success of any organization. It plays a key role in shaping organizational behavior, influencing employee satisfaction, and achieving organizational goals. Effective communication ensures that the sender's message is accurately perceived by the receiver, leading to shared understanding and coordinated action.

Functions of Communication in Organizational Behavior (OB)

• Control: Communication controls member behavior through established authority-responsibility relationships and formal chains of command. Both formal and informal communication channels help manage member behavior.
• Motivation: Clear communication of goals, instructions, performance feedback, and rewards enhances employee motivation. Effective communication systems are necessary to inform employees about their roles and expectations.
• Emotional Expression: Communication provides a platform for expressing emotions and fulfilling social needs. Interactions within the organization reveal levels of satisfaction or frustration among members.
• Information: Essential for decision-making, communication facilitates the flow of information from senior managers to departmental managers and operating employees, enabling informed decisions across all organizational levels.

Process of Communication in OB

Communication is a two-way process involving eight elements:

• Sender: The source of the message, which can be an individual or an organization.
• Encoding: The process of converting information into a coded message using words, symbols, or other forms.
• Message: The content being communicated, encompassing facts, opinions, ideas, etc.
• Channel: The medium through which the message is transmitted (e.g., formal or informal, audio-visual, print media).
• Receiver: The individual or group to whom the message is directed.
• Decoding: The process by which the receiver interprets and understands the message.
• Noise: Any barriers that distort the clarity of the message, such as perceptual issues, information overload, or cultural differences.
• Feedback: The receiver's response indicating whether the message was understood correctly, completing the communication loop.

Types of Communication in OB

Based on Network

• Formal Communication: Follows established channels within the organization, which can be:
  • Horizontal: Between departments or individuals of the same level.
  • Vertical: Between different levels of the organizational hierarchy (downward or upward).
  • Diagonal: Between individuals or departments that do not share a direct hierarchical relationship.
• Informal Communication: Unstructured and occurs outside formal channels, often among members of informal groups within the organization.

Based on Direction

Communication can flow horizontally, vertically, or diagonally, each serving different coordination and information needs within the organization.

Based on Methods

• Oral Communication: Involves spoken words, enabling immediate feedback.
• Written Communication: Involves written words or symbols, suitable for long-term reference.
• Non-verbal Communication: Includes body language, facial expressions, gestures, etc., which can powerfully convey emotions and intentions.

Communication Networks in OB

Communication networks describe how information flows between individuals or groups in an organization:

• Wheel Network: Centralized, with one individual communicating with all others.
• Y Network: Top leaders communicate to a few, who then pass the message downward.
• Chain Network: Communication flows in a strict hierarchy.
• Circle Network: Each member communicates with two others, forming a circle.
• All-channel Network: Decentralized, allowing free communication among all members.

Barriers to Effective Communication in OB

• Physical Barriers: Distance and environmental noise.
• Individual Barriers: Personal judgments, emotions, social values.
• Filtering: Manipulating information to present a more favorable view.
• Language: Different interpretations of words and symbols.
• Selective Perception: Interpreting messages based on personal biases.
• Status: Hierarchical differences can restrict free communication.
• Emotions: Emotional states influence message interpretation.
• Organizational Structure: Complex structures can delay or distort messages.
• Premature Evaluation: Judging messages before fully understanding them.
• Communication Apprehension: Anxiety in communicating orally or in writing.
• Information Overload: Receiving more information than can be processed.

Overcoming Communication Barriers

• Open Communication Culture: Encouraging two-way communication and welcoming feedback.
• Reducing Physical Barriers: Minimizing distance and mechanical issues.
• Use of Information Technology: Utilizing modern communication tools like email, internet, and video conferencing.
• Improving Climate of Trust: Building trust between senders and receivers.
• Employee Participation: Involving employees in decision-making processes.
• Employee Counseling: Providing support to employees for better communication.
• Ombudsperson: Offering a channel for grievances and suggestions.
• Clear Messaging: Ensuring messages are clear, concise, and considerate of the receiver's perspective.

Current Issues in Communication in OB

• Gender Differences: Women are often perceived as more effective communicators than men due to their focus on connection and empathy.
• Politically Correct Communication: Using inclusive and respectful language to avoid offending or marginalizing individuals.
• Cross-Cultural Communication: Managing semantic barriers, tone differences, and perception variations due to cultural diversity.
• Excessive Use of E-Media: Balancing the benefits of technology with privacy concerns and the potential for information overload.

Effective organizational communication is crucial for fostering a productive, harmonious, and motivated workforce. By understanding and addressing the various elements, types, barriers, and current issues in communication, organizations can enhance their overall performance and employee satisfaction.