Organizational Communication Flashcards

Questions and Answers

What are affiliation needs?

Feeling loyal to an organization

A sense of belonging to an organization

Being treated in a friendly, caring manner

All of the above (correct)

What do self-esteem needs focus on?

Feeling good about oneself

Self-actualization needs involve strict control over decision-making.

False

What does McGregor's Theory Y assume about workers?

Workers are self-motivated and desire responsibility. Signup and view all the answers

Match the management styles to their descriptions:

Authority compliance management style = Privileges organization's interests and policies over employees Country club management style = Emphasizes employees' interests while ignoring organization Impoverished management style = Sacrifices both organization's and employees' interests Team management style = Maximizes both organization and employee interests Signup and view all the answers

What does the Managerial Grid Theory propose?

Five styles of management Signup and view all the answers

The Middle of the Road management style is a win-win scenario.

False Signup and view all the answers

What defines a Learning Organization?

Emphasizes mental flexibility and team learning Signup and view all the answers

Abraham Maslow's idea that proposes that humans are motivated by a number of basic needs is called the ______.

Hierarchy of Needs Signup and view all the answers

What is the key focus of the Human Relations Approach?

Importance of human needs in the workplace Signup and view all the answers

Rational-Legal Authority is based on an individual's personality.

False Signup and view all the answers

What does deviation-amplifying feedback do?

Serves to change system functioning Signup and view all the answers

What is the first scenario in classical approaches of organizational communication?

Machine-to-machine communication Signup and view all the answers

What does 'humans using machines' recognize?

Machines aid humans towards greater efficiency Signup and view all the answers

What does 'specialization' refer to in organizational communication?

Division of labor, where particular individuals are responsible for specific parts of a task. Signup and view all the answers

What is the definition of 'standardization'?

Consistency or uniformity associated with something such as a schedule or script. Signup and view all the answers

What is 'replaceability' in an organizational context?

Being substitutable with someone else having the same qualifications or abilities. Signup and view all the answers

Define 'predictability' in organizational communication.

Counting on a particular result or event to occur. Signup and view all the answers

What does the 'Theory of Classical Management' by Henri Fayol focus on?

It focuses on the principles and structure of effective organizational management. Signup and view all the answers

List the six principles of organizational structure as stated by Fayol.

<ol> <li>Scalar chain 2. Unity of command 3. Unity of direction 4. Division of labor 5. Order 6. Span of control.</li> </ol> Signup and view all the answers

What are the three principles of organizational power according to Fayol?

<ol> <li>Centralization 2. Authority and Responsibility 3. Discipline.</li> </ol> Signup and view all the answers

What are the remuneration principles outlined by Fayol?

<ol> <li>Remuneration of personnel 2. Equity 3. Tenure stability.</li> </ol> Signup and view all the answers

What does 'subordination of individual interest to general interest' mean?

The organization's interests should take precedence over individuals' interests. Signup and view all the answers

What are the three forms of authority outlined by Max Weber?

<ol> <li>Traditional authority 2. Charismatic authority 3. Rational-legal authority.</li> </ol> Signup and view all the answers

What is a critical aspect of Frederick Taylor's Theory of Scientific Management?

One best way to do a job determined through time and motion studies Signup and view all the answers

What historical period influenced the human relations approaches?

The Great Depression and World War II. Signup and view all the answers

What do Hawthorne studies reveal about the workplace?

They emphasize the important role of social psychological factors over purely economic conditions. Signup and view all the answers

What concept emphasizes love and friendship in organizational relationships?

Love/friendship should be a priority in all relationships. Signup and view all the answers

What does 'Belongingness/Identification' refer to?

The attachment organizational members feel towards their organization. Signup and view all the answers

What is Abraham Maslow's Hierarchy of Needs theory?

It proposes that organizational messages can address various human needs. Signup and view all the answers

What are physiological needs according to Maslow?

Basic needs such as food, water, shelter, clothing, and sleep. Signup and view all the answers

Study Notes

Machine-to-Machine Communication

Represents the ideal classical approach where machines efficiently exchange information, minimizing human involvement.
Emphasizes that machines are faster and less prone to error, allowing for more efficient task completion, often with robots taking over coordination tasks within organizations.

Humans Using Machines

Acknowledges that complete replacement of humans with machines is impractical; instead, machines enhance human efficiency.
Even in machine-to-machine scenarios, human involvement remains necessary for tasks like programming and communication.

Communicating Like Machines

Involves adopting impersonal and standardized communication methods, similar to machines.
Example: A CEO routinely asking department heads for updates at the start of meetings reflects a machine-like communication style.

Specialization

Refers to the division of labor where tasks are broken down, assigning individuals to specific responsibilities to prevent redundant efforts.

Standardization

Indicates consistency and uniformity in processes, schedules, or scripts across an organization.

Replaceability

Describes the ability for any organizational member to be substituted by another with similar skills or qualifications.

Predictability

Involves anticipating specific outcomes, such as expected productivity from a task performed in a certain manner.

Theory of Classical Management by Henri Fayol

Central to organizational theory, focusing on structure, power, and reward principles in management.

Scalar Chain

Suggests a strict vertical hierarchy for organization communication, emphasizing upward and downward information flow.

Unity of Command

Stipulates that an employee should receive instructions from only one direct supervisor to avoid confusion.

Unity of Direction

Recommends grouping similar goal-oriented activities under a single supervisor for efficiency.

Division of Labor

Proposes that specialization allows employees to focus on fewer tasks for better productivity.

Order

Advocates for a defined position within the organization for each employee and task.

Span of Control

Managers should oversee a limited number of employees, ideally 20-30 for entry-level and around six for upper-level management roles.

Centralization

Indicates that central management control over decision-making enhances organizational effectiveness while acknowledging that size and management characteristics influence centralization levels.

Authority and Responsibility

Affirms that authority comes from both position and personal qualities, requiring equal responsibility to accompany authority.

Discipline

Emphasizes that all members must adhere to the rules and the supervisor's authority for organizational order.

Remuneration of Personnel

Asserts that employees should receive fair compensation, which is essential for motivation and performance.

Equity

Emphasizes just and fair treatment among employees in all aspects of organizational behavior.

Tenure Stability

Highlights the need for sufficient job security for optimal employee performance, noting that too much stability could be detrimental.

Subordination of Individual Interest to General Interest

Encourages prioritizing organizational goals over personal interests for effective operation.

Initiative

Suggests that managers should empower employees to contribute positively to organizational interests.

Esprit de Corps

Strongly advocates unity and camaraderie among employees, promoting collective well-being.

Max Weber's Theory of Bureaucracy

Bureaucracies operate as closed systems, emphasizing the importance of rationally established rules for smooth functioning and authority structures.

Frederick Taylor's Theory of Scientific Management

Promotes the notion of finding the most efficient method to perform jobs, based on time and motion studies.

One Best Way

Asserts that the most efficient way to perform a job can be identified and standardized for all workers.

Proper Selection of Workers

Advocates for objective criteria in hiring and assigning roles, ensuring scientific selection and task allocation.

Training of Workers

Highlights the necessity of training to maximize the efficiency established through scientific selection methods.

Inherent Differences Between Management and Workers

Discusses management's elite status and how this manifests in verbal titles and non-verbal cues, establishing a clear hierarchical structure.

Historical Background of Human Relations Approaches

Influenced by significant events including the Great Depression, the rise of labor unions, World War II, and findings from the Hawthorne Studies.

The Great Depression

Resulted in a surplus of labor and abusive employer practices due to the lack of job opportunities for workers.

Rise of Effective Labor Unions

Emerged from poor treatment of workers, leading to collective pushback for better conditions.

World War II

Improved working conditions as demand for labor increased, shifting power back towards employees.

Hawthorne Studies

Researched social-psychological factors in the workplace, showing relationships and social support can impact productivity more than physical conditions.

Illumination Studies

Found that physical working conditions, like light levels, were less important than the social-psychological environment.

Relay Assembly Test Room Studies

Revealed that team bonding among workers was more vital for productivity than material or economic factors.

Interview Program Studies

Uncovered that employees valued respect and treatment from management over economic concerns.

Bank Wiring Room Studies

Reinforced that informal communication and peer support improve productivity beyond formal structures.

Love/Friendship in Organizations

Stresses the importance of prioritizing caring relationships among organizational members.

Belongingness/Identification

Highlights the need for employees to feel attached to their organization similarly to family bonds.

Relationships Between Adults and Children in Organizations

Proposes that management-employee dynamics should resemble family relationships, underscoring trust and care that can easily falter.

Abraham Maslow's Hierarchy of Needs Theory

Shows how organizational communication can address each of the five levels of human needs: physiological, safety, affiliation, esteem, and self-actualization.

Physiological Needs

Addressed primarily through adequate wages, vital for survival and job retention.

Safety/Security Needs

Encompasses both physical safety and psychological comfort regarding future job security within the organization.

Affiliation Needs

Involves feelings of loyalty and caring treatment from the organization.

Self-Esteem Needs

Split into extrinsic (external validation) and intrinsic (self-fulfillment) dimensions affecting individuals’ feelings of self-worth.

Self-Actualization Needs

Focuses on creating a flexible, empowering environment for individuals to realize their potential.

McGregor's Theory X and Theory Y

Two contrasting views of employee motivation; Theory X views workers negatively, necessitating strict management, while Theory Y sees them positively, allowing for a more flexible workplace.### Managerial Grid Theory
Proposes five management styles: three non-teamwork/low-teamwork and two teamwork-oriented.

Non-Teamwork/Low-Teamwork Styles

Authority Compliance Management Style: Prioritizes organization over employees, creating a win-lose scenario where management's interests rule.
Country Club Management Style: Focuses on employee satisfaction at the cost of organizational priorities, leading to a win-lose scenario benefiting employees.
Impoverished Management Style: Neglects both organizational and employee interests, with managers prioritizing personal interests.

Teamwork-Oriented Styles

Middle of the Road Management Style: Compromises between organization and employee interests, resulting in a win-some/lose-some situation with negotiated solutions.
Team Management Style: Maximizes interests of both organization and employees, fostering a win-win scenario with collaborative solutions.

System IV Theory

Outlines four management styles:
- Exploitive Authoritative Style (System I)
- Benevolent Authoritative Style (System II)
- Consultative Style (System III)
- Participative Organization Style (System IV)

Non-Teamwork Scenarios

Exploitive Authoritative Style (System I): Management controls decision-making using threats; no employee input.
Benevolent Authoritative Style (System II): Similar control as System I but uses self-esteem appeals and financial incentives.

Teamwork Scenarios

Consultative Style: Employees have advisory roles in decision-making while management retains final authority.
Participative Organization Style: Employees have significant input in decisions; accountability shared between management and employees.

Organizational Theories

Machine Metaphor: Organizations viewed as specialized, standardized, and predictable entities.
Prescriptive Theory: Provides specific guidance on optimal organizational management.
Theory of Classical Management: Emphasizes structure and rules, positioning employees to work toward organizational goals.

Key Concepts in Management

Elements of Management: Planning, organizing, command, coordination, control.
Theory of Bureaucracy: Advocates for a defined hierarchy and centralized decision-making.
Division of Labor: Assigning employees to specialized tasks to enhance efficiency.

Authority Types

Traditional Authority: Derived from long-standing beliefs about power within a hierarchy.
Charismatic Authority: Based on an individual’s personality and ability to engage followers.
Rational-Legal Authority: Grounded in rational rule application, expertise-based.

Scientific Management

Theory of Scientific Management: Focuses on distinguishable roles of managers and employees and controlling work process.
Time and Motion Studies: Aimed at discovering time-efficient task completion methods.

Communication Types

Task-Related Communication: Discusses job specifics and processes.
Innovation-Related Communication: Explores new ideas within the organization.
Maintenance-Related Communication: Focuses on social topics to maintain relationships.

Feedback Mechanisms

Deviation-Reducing Feedback: Helps maintain steady organizational functioning.
Deviation-Amplifying Feedback: Information that prompts changes in system functioning.

Organizational Systems and Properties

Systems Metaphor: Organizations as complex entities thriving through environmental interaction.
Interdependence: Components relying on each other for effective functioning.
Permeable Boundaries: Ability of components to let information flow in and out.

Holism and Equifinality

Holism: Suggests that systems are greater than the sum of their parts.
Equifinality: Acknowledges that diverse paths can lead to the same outcome.

Human Relations and Employee Involvement

Human Relations Approach: Emphasizes fulfilling human needs in organizations.
Employee Involvement: Encourages participative processes to boost commitment and productivity.

Learning Organizations

Encourage mental flexibility, team learning, and shared vision.

Key Terms

Knowledge Management: Utilizing intellectual assets for knowledge exchange and creation.
Strength & Symmetry: Attributes of network links and their relationships.
Sensemaking: A process of understanding within an organization amidst uncertainty.

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Description

Explore key concepts in organizational communication with these flashcards. This set covers important terms, including machine-to-machine communication, showcasing the efficiency of machines in information exchange. Ideal for students wanting to strengthen their understanding of communication theories.