IMD 235 Organizational Communication PDF

Topic10 - ORGANIZATIONAL IMD 235 - Communication Skills COMMUNICATION for Information Professional ORGANIZATIONAL COMMUNICATION Chapter objectives; After completing this unit, you should be able to: Understand the nature and types of organizations. Describe the characterist...

Topic10 - ORGANIZATIONAL IMD 235 - Communication Skills COMMUNICATION for Information Professional ORGANIZATIONAL COMMUNICATION Chapter objectives; After completing this unit, you should be able to: Understand the nature and types of organizations. Describe the characteristics of organizations Identify the types of organizational messages. Communicate more effectively in the organizational context. Prepared By : HAH 2 ORGANIZATIONAL COMMUNICATION Success at career or job will depend strongly on your mastery on the theories and skills of communication in workplace, a popular area of communication called organizational communication. Organizations Organizational Messages Communication channels in organizations Information overload Information isolation Organizational message competence Prepared By : HAH 3 ORGANIZATION Definition Organization is an organized group of people who work together to achieve compatible goals. Organized Organized refers to the fact that all organizations are structured in some way; rigidly structured & loosely structured. Group of people The number of individuals varies greatly from one organization to another – from three or four members working in close to thousands of members working in a variety of different cultures throughout the world. Working together Each person’s job is related and connected to the jobs of others within the organization. Compatible goals The goals that each person works for are not necessarily the same but they are compatible; e.g, one person may work to earn money but another may work to learn the business or to be close to someone he or she cares about. Regardless of the specific motivation, each person’s job contributes to the goal of the organization. Prepared By : HAH 4 ORGANIZATION The Importance Studying organization and organizational communication. Studying organization and organizational communication is important for variety of reasons; Employment The most reason is the vast majority of jobs are in organizations. Organization provide health and pension benefits, work space, continuing education and so on. Complexity Organization now days is increasing with activities such as mergers and collaboration. The increase of the organization size will increase the complexity. Thus, to function effectively within an organization, its crucial that you understand how organization work. Influence Organization exert major influence over public policy. Because of this, they exert significant influence on our lives; health care, our international reputation, our financial system and much more. Prepared By : HAH 5 ORGANIZATION Characteristics of organizations. The characteristics of organizations help us to understand deeper about the organization ; 1. Rules and regulations - some are formal (written rules) while others are informal (unwritten rules but are known by the workers nevertheless). 2. Division of labor - Organization have a clear division of labor and workers are increasingly specialized (who does what work). 3. Systems of rewards and consequences - used for motivation to enhance performance by implementing systems of rewards and punishments. 4. Organizational culture- cultural rules (eg; ritual, norms and written rules) are used to determine what verbal and nonverbal behavior is appropriate and inappropriate. Collectivist culture Individualist culture Prepared By : HAH 6 ORGANIZATIONAL MESSAGE Organizational communication refers to the process of sending and receiving verbal and nonverbal messages that convey meaning and that occur within an organizational context. Organizational communication is thus limited to messages occurring with the organization’s formal and informal groups. As an organization becomes larger and more complex; the member’s communication becomes highly complex. Prepared By : HAH 7 ORGANIZATIONAL MESSAGE Formal and informal communication Formal Communication Formal communication consists of messages that are sanctioned by the organization itself and are organizationally focused. Most often they follow the organizational chart and may be looked at in terms of their direction, whether upward, downward or lateral. Upward Communication Upward communication consists of messages sent from the lower levels of a hierarchy to the upper levels. This communication usually is concerned with job-related activities & problems. Vital for the growth of the organization by providing management with feedback on worker morale and possible sources of dissatisfaction and offers leaders the opportunity to acquire new ideas from workers. Support subordinates with a sense of belonging to and being a part of the organization. Downward Communication Downward communication consists of messages sent from the higher levels to the lower levels of the hierarchy. It include orders, explanations of procedures, goals and appraisals of workers. Lateral Communication Lateral communication refers to messages between equals – manager to manager, worker to worker. Such messages may move within the same subdivision or department or across division in the organization. This communication facilitates the sharing of insights, methods and problems. Builds morale and worker satisfaction, good relationships & meaningful communication between the worker. Prepared By : HAH 8 ORGANIZATIONAL MESSAGE Formal and informal communication Informal Organization Communication The grapevine- messages don’t follow any of the formal, hierarchical lines of communication established in an organization. Grapevine concern job-related issues in a more interpersonal setting. The grapevine is most likely to be used when (Crampton, Hodge & Mishra, 1998); The issues are considered important to the workers There is ambiguity or uncertainty about what an organization is going to do. The situation is perceived as threatening or insecure an anxiety may be running high. Suggestion for dealing with the inevitable office grapevine; Understand grapevine purposes Treat grapevine information as tentative Repeat with discretion Tap into the grapevine Assume your messages will be repeated Prepared By : HAH 9 ORGANIZATIONAL MESSAGE Communication Channels & Communication Networks Communication Channels Communication Networks All organizations use the same Comm. networks is a configurations of communication channels but the size of the channels through which messages pass from organization may change the methods that are one person to another. used for communication; The 5 types of networks are defined by the - face to face such as interpersonal exchange of messages which may be communication, small group meetings & public presentations transmitted face to face or via telephone, email, intranet, teleconferencing, informal - via ICT such as instant messaging, blogs, memos or formal reports. interactive websites & video conferencing. 1. Circle All channels are potentially useful in any 2. Wheel given situation are chosen on the basis of 3. Y what’s best for the specific task being addressed. 4. Chain 5. All-Channel or Star Pattern Prepared By : HAH 10 ORGANIZATIONAL MESSAGE Information Overload and Message Isolation Information Overload Information Isolation Information overload- condition in which a Message isolation- situation that exists when worker has to deal with an excessive amount a worker is given little or no information. of information. It may occur when; Linked to health problems in more than one- Formal messages are not sent to certain people third of managers. Some people are excluded from informal gossip Absorbs an enormous amount of time and grapevine messages. Workers are at remote locations or work at Avoid Information Overload; home Think before passing on messages. Worker difficult to work with Use the messages as they come to you. Someone is isolated because of prejudice Organize your messages Info isolation makes it difficult for the worker Get rid of extra copies. to do the job assigned, deprives the Periodically take inventory of the messages you organization of potentially useful input from receive regularly. the worker and generally crates an unhappy and unmotivated worker. Prepared By : HAH 11 ORGANIZATIONAL MESSAGE Organizational message competence a variety of behaviors that enhance ability to communicate effectively in organizations. Organizational Message Competence 1. Listen actively, empathically, critically, & 6. Avoid various –isms in depth 7. Help manage conflict 2. Apologize when you make an error 8. Understand communication flow 3. Avoid contributing to information 9. Treat all your messages as if they were overload. being graded. 4. Use the grapevine 5. Demonstrate communication skills of leadership Prepared By : HAH 12  Prepared By : HAH THANK YOU