Organizational communication & information technology

1. Organizational
Communication & Information
Technology
Chapter 4

2. What is communication?
Communication is one of the basic functions of management in any organization and its
importance can hardly be overemphasized. It is a process of transmitting information, ideas,
thoughts, opinions and plans between various parts of an organization. Communications is
actually transferring details between two or more people. an interactive process of transmitting
some information through an appropriate channel by one party to another and getting a
feedback.
 Transfer means the message was received in a form that can be
interpreted by the receiver.
 Understanding the message is not the same as the receiver
agreeing with the message.

3. Why is communication important in management organization ?
 To collect relevant information in order to make effective decisions
 To inform about the decisions made to the relevant parties for implementation
 All the patterns, network, and systems of communications within an organization
Forms and Medium of communication
There are 3 forms of communication:
• Verbal communication
• Written communication
• Non-verbal communication

4. Functions of
Communication
Four Functions of Communication
Control Motivation
Emotional
Expression
Information

5. Functions of Communication
 Control
Formal and informal communications act to control individuals’ behaviors in
organizations.
 Motivation
Communications clarify for employees what is to done, how well they have done it, and
what can be done to improve performance.
 Emotional Expression
Social interaction in the form of work group communications provides a way for
employees to express themselves.
 Information
Individuals and work groups need information to make decisions or to do their work.

6. Communication can take place in four directions:
• Downwards (job instructions)
• Upwards (problems, feedback)
• Horizontal (coordinating, emotional/social support)
• Diagonal Communication
Communication Flows
Lateral
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7. Downward
Communications that flow from managers to employees to inform, direct,
coordinate, and evaluate employees.
Upward
Communications that flow from employees up to managers to keep them aware
of employee needs and how things can be improved to create a climate of trust
and respect.
Lateral (Horizontal) Communication
Communication that takes place among employees on the same level in the
organization to save time and facilitate coordination.
Diagonal Communication
Communication that cuts across both work areas and organizational levels in
the interest of efficiency and speed.

8. Information Technology
Benefits of Information Technology (IT)
 Increased ability to monitor individual and team performance
 Better decision making based on more complete information
 More collaboration and
sharing of information
 Greater accessibility
to coworkers

9. Information Technology (cont’d)
 Networked Computer
Systems.
 E-mail
 Instant messaging (IM)
 Blogs
 Wikis
 Voice-mail
 Fax machines
 Electronic Data Exchange
(EDI)
 Teleconferencing
 Videoconferencing
 Web conferencing

10. • Intranet
• Extranet
• Wireless (WIFI) capabilities
Types of Network Systems
• Removes the constraints of time and distance
• Provides for the sharing of information
• Integrates decision making and work
• Creates problems of constant accessibility to employees
How IT Affects Organization

11. Barriers to communication
• Perceptual barriers (different people understand things differently)
• Semantic barriers (people use different terminology & jargon)
• Serial transmission barriers (when the message is sent through several
links)
• Information overload
• Lack of planning
• Emotional influences
• Poor communication skills
• Poor knowledge of the subject
• Hearing the message with preconceived ideas

12. How to improve communication?
 2-way communication
 Careful listening
 Information sharing
 Honesty & sincerity
 Selection of appropriate channels
 Planning communication in advance
 Adjust message depending on receiver
 Have face-to-face communication
 Use direct, simple language

13. Thank you….!