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communication in an Organization


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Organizational Communication

Published in: Technology, Business

communication in an Organization

  1. 1. ORGANIZATONAL BEHAVIORCOMMUNICATION IN AN ORGANIZATION Presented By: Amit Kumar Anas.O.M Shwetha. J Srinivas Reddy IIPM SS 11-13 i(A2) Titto.K.S 1
  2. 2. What is communication? IIPM SS 11-13 i(A2) 2
  3. 3. • The imparting or interchange of thoughts, opinions, or information by speech, writing, or signs.• Something imparted, interchanged, or transmitted• A document or message imparting news, views, information etc. "Any act by which one person gives to or receives from anotherperson information about that persons needs, desires, perceptions,knowledge, or affective states. Communication may be intentional orunintentional, may involve conventional or unconventional signals,may take linguistic or nonlinguistic forms, and may occur throughspoken or other modes." IIPM SS 11-13 i(A2) 3
  4. 4. What is organizational communication? AndHow is it different from usual communication? IIPM SS 11-13 i(A2) 4
  5. 5. “Organizational communication is the process bywhich activities of an organization are collected and coordinated toreach the goals of both individuals and the organization” “In simple terms it is the information flow thathappens in an organization but the flow of information has got astructure , direction and process.” IIPM SS 11-13 i(A2) 5
  6. 6. What kind of information flow happen in an organization? AndInformation flow happens between whom? IIPM SS 11-13 i(A2) 6
  7. 7. Types of business communication1. Internal communication: This is the communication that takes place within an organization. In addition to the usual face to face, telephone, fax or mail; modern organizations may use technology to communicate internally. Technology may be used for e-mails or a linked internal communication.2. External communication: Communication between the organization and those outside the organization. The communicate with other businesses can be through telephone, fax ,internet etc. IIPM SS 11-13 i(A2) 7
  8. 8. External communication Internal• Letters communication• Fax• Direct mail • Team briefing• Internet • Notices• Video • Reports• Telephones • Memos• Advertising • Face to face• websites • E-mail IIPM SS 11-13 i(A2) 8
  9. 9. Influencers Investors Potential Employees EmployeesCustomers Competitors Prospects Partners Press/Analysts IIPM SS 11-13 i(A2) 9
  10. 10. The communication looks fairly simple IIPM SS 11-13 i(A2) 10
  11. 11. Influencers Investors Potential Employees EmployeesCustomers Competitors Prospects Partners Press/Analysts IIPM SS 11-13 i(A2) 11
  12. 12. Now how complicated does it look ? IIPM SS 11-13 i(A2) 12
  13. 13. The Communication Process ? IIPM SS 11-13 i(A2) 13
  14. 14. IIPM SS 11-13 i(A2) 14
  15. 15. Types of communication in an organization. Formal Communication  Chain of command  Written word  Representative system Informal Communication  Gossips  Grape vine talks  Chit chats IIPM SS 11-13 i(A2) 15
  16. 16. The Structure and mode of organizational communication• Horizontal / Lateral Communication The exchanges between and among agencies and personnel on the same level of the organization chart. Horizontal communication aims at: – Task coordination: (Inter Personal & Departmental) – Problem solving: (Discussion & Brainstorming) – Information sharing: (Inter Personal & Departmental) – Conflict resolution: (Inter Personal & Departmental)• Vertical Communication » Upward Communication » Downward Communication• Diagonal Communication IIPM SS 11-13 i(A2) 16
  17. 17. Upward communication Upward communication -the process whereby theideas, feelings, and perceptions of lower-level employee arecommunicated to those at higher levels in the organization.Functions:• It provides management with needed information for decision making• It helps employees relieve the pressures and frustrations of the work situation.• It enhances employees’ sense of participation in the enterprise.• It serves as a measure of the effectiveness of downward communication. IIPM SS 11-13 i(A2) 17
  18. 18. Downward communication Such communication is initiated by the organization’supper management and then filters downward through the “chain ofcommand”.• People are limited as to the amount of information they can effectively absorb and react to.• Therefore, management must, of necessity, restrict what it communicates to subordinates.• Organization implies some restriction of communication. Without restrictions on communication, any organizational member could be buried under an avalanche of incoming messages from all the other members. IIPM SS 11-13 i(A2) 18
  19. 19. Diagonal Communication• This occurs when communication occurs between workers in a different section of the organization where one worker is on a higher level.• For example diagonal communication will occur when a department manager converses with an employee in another department.• It allows cross communication between departments IIPM SS 11-13 i(A2) 19
  20. 20. IIPM SS 11-13 i(A2) 20
  21. 21. Importance and advantages of communication in an organization• Help individuals to understand and pursue organizational objectives.• Cover every management function.• Organizational culture depends on communications.• Improve both organizational and individual performance• Better the communication better the performance IIPM SS 11-13 i(A2) 21
  22. 22. Modern era – Boundary less organizations Organization in which there are no barriers toinformation flow ideas and information move to where they are mostneeded. In this modern era people have the facility to work intheir home and report it their superiors, there are employees whoreport to their superiors in another country• Concept promoted and implemented by General Electric ( Jack Welch) IIPM SS 11-13 i(A2) 22
  23. 23. Designing communication mechanism for an organization• An organization can be structured in many different ways, depending on their objectives. The structure of an organization will determine the ways in which it operates, performs and communicates.• Communication in an organization also depends on the leadership style.• Classical organizations supported information flow only through the chain of command, but this leads to the missing of information during the flow.• There are organizations in which every official communication should be in a written form, especially in a bureaucratic set up.• Organizations should keep a track of the communication between employees IIPM SS 11-13 i(A2) 23
  24. 24. Contd..,• One single method of communication process might not work well for an organization.• So it will be better to have a communication process which is structured – vertical along with horizontal communication.• The system should flexible where in decisions are to be made fast, or when the organization is facing problems – that is diagonal and by-pass communication should be allowed in important situations.• As proposed by Jack Welch information should flow to where it is needed and not to unnecessary designations. IIPM SS 11-13 i(A2) 24
  25. 25. Communication helping growth of an organization1. Conservative and structured The communication process should be vertical for aconservative and structured organization. Horizontal communication can beallowed for better coordination between different departments. Relationship of an organization with its customers isvery important, so the employees should be properly trained for the process.Better the communication better the performance of any company. Better communication helps in better interpersonalrelationships, less conflicts, better understanding, solving problems and helpsdiscussions which can lead to new ideas which will help the organization growbetter. IIPM SS 11-13 i(A2) 25
  26. 26. 2. Multinational company• In a multinational company an employee might have to report to his superior who might be from another country or to a superior who might be in another country.• So there will be cultural differences across the different units and subsidiaries of the same organization in different countries.• Horizontal communication should be allowed between the units of the organization in different countries to keep a track on the work and its progress.• Employees must be trained properly to communicate keeping in mind the cultural differences in different countries.• The information should be allowed to reach where it is necessary. IIPM SS 11-13 i(A2) 26
  27. 27. Contd..,• Due to the fact that there is no single communication mechanism that is best fit in managing large and complex organization, a number of communication mechanisms are put into practice so that the MNC can efficiently communicate. IIPM SS 11-13 i(A2) 27
  28. 28. THANK YOU IIPM SS 11-13 i(A2) 28