Organizational Form of Communication - Coursework Example

Organizational Form of Communication Communication is basically the transfer and understanding of meaning. It helps make connections between individuals, and can be immediate or face-to-face or delayed. This means that two or more individuals indulge in such a practice just to deliver the messages or thoughts that they deem important or necessary for the implementation of a proposed action (Bruckmann, 2009). Throughout a major part of our lives, the system of communication undergoes an intricate web of levels. While some indulge in the said practice of leadership, guidance, motivation, or transfer for information; communication is a very major and important component for emotional expression. Used in all such described varied methods, the levels that an organized communication must abide by, should be understood and evaluated so as to better analyze whether the said system has an overall advantage or a disadvantage for its fans. To better describe the concept of organizational communication, we must first understand what it stands for. Organizational communication basically stands for analysis and understanding what the method of transfer of this information relates to in the organizational color of the communication chain (Cahn, 1985). Organizational communication is the process through which organizations are created which results in shaping events and having shared realities. This development can be understood by a combination of communication process, encoding/decoding messages, assigning meaning and finding purpose. Organizational communication is goal-oriented, creative, supportive and evolutionary. Basically there are three types of organizations that exist in the communication world. First there is the ‘Chain’ type. This type of communication has its shares of advantages and disadvantages for it deals with the hierarchical flow of information alone. This means that there is limited or no communication between the members except for those that are directly above or below them. The information is delivered from top to bottom, signifying the concept of command and control in organizations that require and abide by direct orders of the seniors or team leads. (Richard, 2004) The second type of organizational communication is the ‘wheel’. This type of organization though set on similar lines as that of the ‘chain’ type, has its share of extreme and rather drastic measures that leads to no communication between any other employees except for the direct contact with the head. In this system, only one man rules and handles all possible situations. All different employees report back to him and he reports in return. The employees may or may not even know the existence of other fellow employees in this system; they are not required to communicate or converse for the professional prerequisite that there be minimal exchange of information and everyone directly corresponds to the orders given by the sole person in charge. The third form of organizational communication is the ‘All-Channel network’. This type of information exchange or continuity and establishment of communication are completely different from those described above. While in the ‘Chain’ type, one computed only to the person before and after him; in the ‘Wheel’ the individuals conversed and communicated only with the person in command and control, while in the ‘All-channel’ approach, we see that everyone is encouraged to converse with everyone. This type of communication involved group discussions and an extensive flow of information where everyone is aware of each other’s presence and suggestions or tips are entertained. In a communication system, we see that there is little control over the information transferred and this is, for some organizations at least, a cause for concern. If we speak solely on the terms of the methods described above, organizational communication indeed plays its part when it comes to handling situations in a better way. Different types of networks are established and practiced according to the need and requirement of the system. If a certain job involves strict monitoring by a certain high ranking individual, the ‘Wheel’ is undoubtly the best choice that the system has. By establishing the modes pertaining to the transfer of information and communication in such a pattern, we see that the one in-charge can handle and establish his share of control over the flow of information in a better manner. By restricting absolute communication between the different employees and having direct authority and control on each of them, he can easily succeed in monitoring the system in whatever way he likes. If we rate the system according to the speed of work done and the amount of reliance on it, we see that the system falls on extremely positive grounds. The flow of information to the direct authority is almost instant and this saves valuable time and energy. Also if we analyze the accuracy of the communication, we see that there is a minimal level of bias which establishes this system on positive grounds in said criterion. Due to the fact that there is no other person amidst the direct contact between the employee or the employer or the sender and the receiver, the information is impossible to lose. Only direct words are received by the receiver and the sender is assured that his facts and figures are related so as to be used in whatever measures. Now every system requires a specific central point to rotate around for working efficiently. The central point, the nucleus, must be able and knowledgeable. However, what is even more important is that the leader has direct contact with the employees of the rest of the system so he/she can govern it better. Only in this system, the leadership is crucially established as the leader can talk to every working individual and he can be judged or guided in a better way whenever necessary. The direct monitoring and check by the leader is also a major player in the fact that the employees are given little chance to grow tardy or worse, negligent. Ergo it is thus essential for the organization to work with this said system, if and when the organization requires said implications. Nonetheless, employee satisfaction is a factor that leads to negative impact on the system. As there is a direct and concrete check on the employee, we see that most of the employees feel rather offended and this leads to a low level of employee satisfaction. Also as they are not aware of other employees, they are not in a position to be compared or appreciated and given promotions accordingly. This gives them fewer incentives to work and causes problems in terms of monotony and discouragement. As compared to this network, we see that the networks of ‘All-channel’ communication and the ‘Chain’ networks have a somewhat better display of employee encouragement (Jennifer, 2009). The ‘All-channel’ communication has constant and elaborative communication between the employees. Thus, comparison and eventual promotion of the employees can be taken into account. It is a far better mode of transfer for this purpose however though accuracy and speed varies, there is no leadership establishment in the ‘All-channel’ network as we experience that more the communication between the employee, the less the accuracy. The speed is also diverse in terms of involvement and in between the different levels of communication. When however, direct contact is established, we see that the speed is at its maximum. The grapevine method on the other hand, is somewhat informal and the least organized of all systems. The systems that we have discussed till now are all organized, while the grapevine method is in complete disarray. It is when here is no leader, no absolute control of information between the different employees and irrefutably little motivation for the employees to establish themselves. This is due to the fact that as there is little or no leadership, we see that in a system that barely sees itself as an organized commitment, there is little or no incentive for anyone to work or prove themselves. However, it is perceived by most employees as being more believable and reliable than the formal methods of organization (McDaniel, 2009). As we see in its eventual implementation, we realize that it is largely used to serve the interests of particular individuals in the complete system. However, the ambiguity in the methods cannot be ignored. Suffice to say, both have their fair share of pitfalls however it is according to the organizational requirement that which system be chosen, established and abided by. Individuals in any given organization are controlled, governed and socialized through the communication process as human behaviors help shape and mould relationships as well as social events. Transmission of messages and sharing of information characterized by verbal and non-verbal modes affects organizational activities. It is a comprehensive process that allows for elements like decision-making, planning, controlling and coordinating effectively in a rapidly changing work environment. Human communication aids in constructing mutual realities as it includes the essential rudiments of the communication process including sources, receivers, encoding, decoding, mediums, channels, noise, competence, frame of reference, contextual meanings and its effect on a system. Similarly, organizations are dynamic social units that combine communication as well as technological functions while providing the right balance. The integrating activity of organizational communication is to perform a specific function and achieve intended objectives resourcefully by a synergistic effort that encompasses people and structures. Hartley, P. & Bruckmann, C. G. (2009) Buisness Communication. Great Britian: Routledge Cushman, D. P. & Cahn, D. D. (1985)Communication in interpersonal relationships. New York: State University of New York press. Richard, M. A. (2004) Employee Assistance Programs. USA: Thomas books Jennifer, G.(2009) Undestanding and Managing Organizational Behavior. India: Dorling Kindersley Gitman, L. J. & McDaniel, C. (2009) The future of Buisness. USA: South Western Cengage Learning. Read More