26-04-2014, 11:44 AM
Communication in an Organisation
Communication in an Organisation.pptx (Size: 632.96 KB / Downloads: 11)
Formal and Informal information flow:
Formal:
We use this communication in offices and social gathering
Computerised information systems – data in databases
Intranets
Project reports
Presentations, etc
Informal:
Conversations (over coffee, in corridors, etc)
Telephone conversations
Memos
Notice boards, etc
Formal/Informal Communication
Formal—letters, plans/reports, formal meetings (with high ranking “officials”)
Informal—telephone conversations, informal meetings (with “worker bees”),
Important to have frequent informal communication to discuss various issues/items associated with project
Formal communication—used to confirm or record decisions/information
Three types of formal communication
At the workplace
Upward
-From subordinates to superior
-Message is sent to someone at a lower level
Downward
- From superiors to the subordinates
- Message is sent to someone at a higher level
Lateral / Diagonal
-From one employee to another
-Message is sent to a person at the same level
Upward Communication
1. Problems and exceptions
2. Suggestions for improvement
3. Performance reports
4. Grievances and disputes
5. Financial and accounting information
Functions of Nonverbal Communication
Accent- punctuating or drawing attention to a verbal message.
Complement- expressions or gestures that support, but could not replace a verbal message.
Contradict-expressions or gestures that convey a meaning opposite that of a verbal message.
Advantages of oral communication :
Immediate feedback-the biggest advantage of oral communication is that it provides immediate feedback to both the sender and the receiver.
Time saving- oral communication is very fast. It saves the time involved in writing the message.
Economical – oral communication save the money spent on stationery in any organization.
Personal touch-oral communication build upon healthy climate in the organization by bringing superiors and subordinates.
Flexibility- oral communication provides an opportunity to the speaker to correct himself and make himself clear by changing his voice, pitch, tone, etc.
Secrecy – oral message can be more easily kept confidential than written messages.
Group communication- oral communication is extremely useful for communicating with groups in meetings, conferences, etc.
Written communication :
Written communication is often resorted to by the management for messages that are lengthy and have to be made permanent.
Written communication involves transmission of information through letters, notices, circulars, memos, reports, etc.
Limitations of written communication :
Time consuming- in addition to the time involved in sending written messages, time has to be spent in putting the message in writing.
Costly –written communication is very costly than oral communication.
Lack of secrecy- it is difficult to keep written messages completely secret.
External communication
It builds goodwill, brings in order and ensures continued existence and growth.
Day today external communication includes sales calls, product advertisements, news releases, employment notices, bank transactions and periodic reports to governmental agencies
Effective external communication helps the organization achieve long range impact on new product, expansion plans, annual reports and contributions to community activities.
Communication Networks
Communication channels may be linked in a variety of ways to form communication networks.
These networks are used to structure the information flows among network members.
This involves decisions such as who should be “in the loop” to receive certain types of messages, and to whom they should be instructed to respond.
In making such decisions, you will determine who has direct and speedy access to information, who is most central in communication networks, who will be able to get information only after others have received it, and so on.
Communication networks influence decision quality, member satisfaction, and other outcomes.