Organizational Verbal Communication - Essay Example

Organizational Verbal Communication Advantage It caters for the information needs of any given company. Formal channels of information sharing are required for any organization since there must be a clear structure of information flow, and the individuals responsible for such duties must be identified (Bonnye, Marilyn, & Laurence, 2007; Sathya & Bhagaban, 2009) Disadvantage This form of communication is very expensive and consumes a lot of time. For the information to reach the various sections of the organization, a lot of time is taken since it will pass through various levels, and facilities must also be put in place to facilitate the process (Sathya & Bhagaban, 2009). Internal verbal communication Advantage One disadvantage of internal verbal communication is that information passed may be incomplete, thus rendering it unreliable (Sathya & Bhagaban, 2009). Incompleteness of information may result from failure of the communicator to include important issues in the message, or may result from lack of good communication skills. Disadvantage One main advantage of internal verbal communication is that it is fast, and individual members or groups working within an organization can be reached easily with messages (Sathya & Bhagaban, 2009). Managers can employ this method of communication to communicate to a large group within a very short time, thus ending up saving a lot of time and other resources that could have been utilized if other forms of communication, such as written communication method, could have been used. Face-to-face communication Advantage Face-to-face communication is instantaneous. It is always used in situations such as meetings or in interviews where quick response and clarification is needed immediately, thus making it the most effective form of communication in such situations (Sathya & Bhagaban, 2009). Moreover, little time is also spent in passing information, and individuals can respond to each other or seek clarifications instantly. Disadvantage One main disadvantage of this form of communication is that it mostly relies on memory (Sathya & Bhagaban, 2009). When important information is required from somebody, maybe at the time he/she were not prepared to respond, they might give wrong information due to inability to remember some information. As such, the information shared in this manner end up being inaccurate and therefore unreliable. Telephone and voicemail Advantage Telephone and voicemail are forms of communication that makes it possible to pass and receive quick information that does not need to be written down. Telephone is very quick in case one wants to make inquiries, or when one wants to pass urgent information. Similarly, voicemails are used as a quick way of living information for those who cannot be reached, hence making it easy to reach such people without travelling (Robert, 2012). Disadvantage These two forms of communication cannot be used to discuss personal matters or crucial personal issues (Robert, 2012). It is because some personal issues can only be discussed and solved effectively through other forms of communication such as face-to-face mode of communication. Furthermore, there must be clarity in speech and voice for effective communication, and if these are not met then such crucial information may not reach the receiver well. Some important information such as addresses can be received in a very different way, making this form of communication unreliable especially when communication is not clear (Sathya & Bhagaban, 2009). Written Internal Communication Advantage Written communication is very advantageous in record keeping. It very efficient in providing records and references, and thus keeps track of the company’s communication processes. When quick reference is lacking in any organization, there might be great confusion within the organization, and this might hamper its major operations. As such, written internal communication is embraced by many organizations since it makes it easy to retrieve the information exchange (Sathya & Bhagaban, 2009). Disadvantage Internal written communication requires space for storing the important papers. It is a great challenge to most organizations since the papers sometimes get lost. The staff is also left with a hard task of handling the papers since the papers pile every day. It forces organizations to come up with proper file keeping practices so that they do not lose any important document. Best Forms of Communication for the Mentioned Scenarios When an employee comes to work late, and leaves food and drinks at the workstation: The best form of communication is the written method. Written communication conveys the message in a very serious manner since it portrays the seriousness of the matter and the concern that it has raised. It shows that the management team is seriously concerned and wants the situation changed. When you need to inform the employees about a special event: This is also one of the scenarios where written communication is applicable. It is because written communication will be a reliable way of passing such information, since the information passed through this mode of communication is deemed authentic and credible. When you hear from a friend that a client is about to sign a contract with one of your competitors: The best mode of communication in this scenario would be the Telephone. Telephone is one form of communication that offers a quick way of reaching people for the purposes of making inquiries and passing out urgent and crucial information to them. It would be very effective here since the client would be reached very quickly, and suggestions would be made to him/her or they may be given appointments if need be. When you have three bids on a piece of equipment and you require management decisions on purchasing The best mode of communication in this scenario is written communication. The individual should draft all the information he/she has about the purchase and present it before the management team for decision-making purposes. This is because such processes require close analysis and written details are necessary for such analysis. References Bonnye, E. S., Marilyn, S. S., & Laurence, P. S. (2007). Integrated business communication in a global marketplace. Hoboken, N.J. : Wiley ; Chichester : John Wiley. Robert, N. L. (2012). Management fundamentals : concepts, applications, skill development. Mason, Ohio : South-Western. Sathya, S. D., & Bhagaban, D. (2009). Business communication. New Delhi : PHI Learning. Read More