Organisational Behaviour of DMG Company - Case Study Example

Organizational Behavior Name: Unit: Class: ID: Abstract This report looks at DMG Company which is facing communication problems within the staff and management. The problems in communication have affected the partners and customers putting the company in a bad situation. The report advises the company to improve on flow of communication, communication framework, modes of communication and communication network. This will help the company in solving the conflicts and misunderstanding that are being experienced. Contents Abstract 2 Contents 3 Introduction 4 Problems of communication 4 Poor communication framework 4 Poor flow of communication 5 Poor forms of communications 6 Poor communication networks 7 Recommendations 8 Learning Points 10 Conclusion 11 References 12 Introduction Communication is one of the factors of organizational behaviors that are practiced in group behavior. For the organization to succeed, communication acts as a vital pillar. In an organization communication is practiced both internally and externally. For the communication to be effective, the method used to relay it must be understood by communicating parties. In an organization, good communication helps the employees to work towards a common goal. Communication also acts in directing the employees toward attaining their plans. In an organization motivation and guidance of the employees is achieved appropriately if there is appropriate communication. Human resource management is an important aspect of communication. 1 The management uses communication to direct the human resources toward a common goal. Looking at DMG Company, there are communication barriers in all levels. The company’s staff can not communicate with the management. This has affected the company operations in a great way due to conflicts and misunderstandings. For communication to be present in an organization there must be flow of information in both formal and informal communication networks. This report will present findings from interaction with staff at DMG Company regarding communication in the organization.2 Problems of communication Poor communication framework Based on the employee’s responses during the interaction DMG company lacks a proper communication framework. The flow of communication is not taking any direction which leads to confusion and overload. In an organization, the problem associated with communication overload tends to burden the employees who may disregard the information. The company mode of communication lacks an appropriate channel which leads to grapevine and misinterpretations. This lead to the receiver of the information becoming confused as in most cases the information received is altered. The communication dispersed is in most cases unclear which leads to irrelevancy in the conveyed information. 3 Poor flow of communication Communication in an organization ought to take a defined direction of flow. The flow direction can be upward, vertical, downward or sideway. Upward communication goes from the lowest level in the organization to the highest. This is information that is relayed by those in the junior position to their seniors. The employees are able to express their opinions as well as their problems in this form of communication.4 Downward communication refers to flow of information from those at the top of management to those in junior positions. The company lacks this type of communication as there is no flow of information from the management to the staff. This form of communication helps in delegating duties as well as passing information to the staff regarding and changes. The main problem that the company has faced ion utilising this flow of communication is loss of information in the path. There is also a lot of misunderstanding that arises in the communication directions within the organization. The company lacks a system that can monitor whether the right information has been received at the bottom level. This mode of communication takes most of the company time in any organization. The other flow of information that is not available in the organization is sideward communication. This form of communication is also referred as lateral communication and is used among the employees who work in different areas. The company has been experiencing conflicts which has led to loss of lateral communication among the employees. This communication can be divided into two main branches. These branches are horizontal and lateral communication. Horizontal communication is carried out through the staffs that are at the same level of employment or working in the same department. Diagonal communication is practiced when people who are at different levels in an organization communicate. These are lacking in the organization.5 Poor forms of communications The organization is also experiencing breakdown in oral written and non-verbal communication. This is experienced at all levels where there is minimal utilization of forms of communication. The organization has underutilization forms of oral communication such as videos, phones and face to face communication. Most of the employees have not interacted with the top management orally for a long time. There are no conferences where employees can talk with the management orally. Oral communication has a high speed hence can have a direct impact through the conveyed message. There is also ease of getting feedback from the recipient than other forms of communication. The use of technology to effect oral communication acts to make it more efficient. Use of video conferencing is a mode of oral communication that has acted to make it more efficient. 4 The company rarely uses written communication to communicate to the employees. This form of communication is tangible though it takes more time. The method also lacks a direct feedback from the recipient. This is a problem that has led to poor communication as there is no documented communication.4 Though there is some of nonverbal communication in the company, there have been unintended meaning due to misinterpretations. These occur due to the employees having negative perceptions originating from poor communication culture. Non- verbal communication is ignored by many companies. This is despite the fact that it acts as a supplement to other types of communication. Non verbal communication helps in affirming other communication methods.5 Poor communication networks The existing communication frameworks in the company are not working.DMG has channels of information flow that has failed to work due to negligence and under utilization. The formal small group network failed at DMG leading to informal communication. There are three types of formal group networks. These groups are circle, chain and wheel network. Each type of network has its own features which are unique to itself. The chain small group network follows the chain based type of command. The circle group of the network has the leader who is at the central position. The leader is fully responsible for conducting the organization communication within the group. The circle network has a lot of benefits due to the fact that it is open. This enables all the members of the group to have a joint communication method. The communication network that is in place should be based on what the organization aims to achieve. Using the wheel network in an organization enables fast communication and a high level of satisfaction.4 Informal communication is a form of communication that is hard to understand since it does not follow a particular method. This is also known as grapevine and forms a less important means of communication. The management is supposed to acknowledge the existence of grapevine and use it for the better of organization. This form of communication shows the employees feelings and stand. This form of communication develops where the organization has not fully exercised good communication. The employees may tend to use it than the official communication especially in cases where official communication is insufficient. The major problem of informal communication in an organization is the fact that it is tailored to fit those using it. This may lead to wrong information being channeled in the organization. DMG has been experiencing most of the communication being carried out informally by the employees. This puts the company in a precarious position.4 Recommendations One of the ways in which the company can solve the problem is by coming up with a communication plan. There are two types of communication plans that are used by organizations. One type of plan is the general plan while the other type is a specific plan. Coming up with a general plan will help in solving the problems associated with the everyday communication in the company while special plan helps in solving problems that occur in a special situation. Lack of a communication plans leads to failure of communication as has been experienced in the company. In the company, the right to have information must be followed for all employees. The company is breaking the rule by not providing adequate information through communication to the workers.5 The company at the moment faces a high conflict situation from the employees due to lack of information. To avoid or minimize the conflicts, the management has to look for ways in which they can communicate. The organization is experiencing vertical, horizontal and role based conflicts. Vertical conflicts arise from the when the management forces the employees to work without giving them time to explain themselves. Horizontal conflicts exist between the employees due to conflicts in ideas and resources utilization. Lack of proper understanding of the role given to the employees brings about role conflict. This type of conflict leads to misunderstanding between the workers and management. The company needs to work in strengthens its communication with the employees to solve these conflicts. Conflicts are solved through communication between the management and staff. There is a need for a speedy improvement ion communication.11 The company has to look for a mode of flow of communication in its operations. There is a need for all forms of communication flow to be enhanced. The most important mode of flow in communication is vertical. This mode will involve making sure that information flow from the management reaches the staff in the right manner. The management should utilize the hierarchical system in place to convey the message from the top to bottom efficiently.7 The organization should make sure that all forms of communication are used to pass information. Oral communication should be used in meetings to pass messages. There is also need to utilize memos and other forms of written communication in passing message. Memos and other forms of written communications are vital as they can be documented. Technology based methods of writing should also be put to use. These involve emails and fax which makes communication easier and efficient.8 The rise of informal communication in the organization should be kept to a minimum. The company should work hard to make sure that the right type of small group formal communication is used. By increasing formal communication, informal communication will decrease. Informal communication can be used positively to enhance the company by the management. This is important where there are both formal and informal communications. The company crisis that is at the moment can only be solved through the use of the right communication methods.9 Feedback is an essential tool in determining the staff performance and content in the company. The company should encourage feedback from the employees to encourage communication. This should be done on issues regarding employees’ delegated duties as well as means of determining where the company should improve.10 Learning Points Communication is a factor of organizational behavior that is important for company success. Lack of communication can lead to failure of the company. To effect communication in the right manner in an organization, the management has to make sure that they follow the right channel. Vertical, horizontal and lateral communication should always be present in the organization. These methods of organization flow make sure the information reaches all the recipients. Formal communication leads to contentment among the employees. The company must have a good network of formal communication to avoid the rise of informal communication. In instances where informal communication surpasses formal communication, there are rumors which can lead to crisis. The conflict arising from lack of communication can only be solved by improving on communication.6 Conclusion From the employees’ responses, there is a total communication failure in DMG Company. This is a situation that has led to the current crisis being experienced at the company. The staff has lost communication with the management which has lead to the current conflict. The conflict that has been brought by communication has led to partners and customers being affected. For the company to remain in business, it must act to make sure that communication is improved. The company must make sure that all channels of communications are being used. Formal communications and using the right flow of communication must be practiced at DMG. This will make sure that the employees are able to communicate with management with ease. Informal communication will reduce and the conflicts will be solved. Relationship building within the organization will make it possible to manage the conflicts that are currently facing the company. 1. Turner, Paul. Organisational Communication, (Jaico Pub. House. Mumbai, 2004) 2. Jones, Gareth. Essentials of contemporary management, (New York, NY: McGraw-Hill, 2011). 3. Canary, H. Communication and organizational knowledge: Contemporary issues for theory and practice, (Florence, KY: Taylor & Francis, 2011). 4. Tourish, Dennis., Auditing organizational communication: A handbook of research, theory, and practice, (New York, NY: Routledge, 2010). 5. Harris, Thomas. & Nelson, Mark, Applied organizational communication: Theory and practice in a global environment, (New York: Lawrence Erlbaum, 2008). 6. De Certeau, Michel., The practice of everyday life. (Trans. S. F. Rendall. Los Angeles, CA: University of California Press, 2002.) 7. Preston, Paul, ‘Nonverbal communication: Do you really say what you mean?’ (Journal of Healthcare Management, 50. No.2 (2005), 83-88). 8. Ivancevich, John, & Matteson Michael., Organizational Behavior and Management, (McGraw-Hill, 2002). 9. Keyton, Joann, Communication and organizational culture: A key to understanding work experiences. (Thousand Oaks, CA: Sage, 2011). 10. Rahim, Abdul, ‘Toward theory of managing organizational conflict’, (TheInternational Journal of Conflict Management, 13.3, (2002), 206-235). 11. Robbins, Stephen, Organizational Behavior, (Prentice Hall, New Jersy, 2003). References Canary, Robert. Communication and organizational knowledge: Contemporary issues for theory and practice. Florence, KY: Taylor & Francis, 2011. De Certeau, Michel. The practice of everyday life. Trans. S. F. Rendall. Los Angeles, CA: University of California Press, 2002. Harris, Thomas. & Nelson, Mark. Applied organizational communication: Theory and practice in a global environment. New York: Lawrence Erlbaum, 2008. Ivancevich, John. & Matteson Michael. Organizational Behavior and Management, McGraw- Hill, 2002. Jones, Gareth. Essentials of contemporary management. New York, NY: McGraw-Hill, 2011. Keyton, Joann. Communication and organizational culture: A key to understanding work experiences. Thousand Oaks, CA: Sage, 2011. Preston, Paul. ‘Nonverbal communication: Do you really say what you mean?’ Journal of Healthcare Management, 50. No.2 (2005), 83-88. Rahim, Abdur. ‘Toward theory of managing organizational conflict’, TheInternational Journal of Conflict Management, 13.3, (2002), 206-235. Robbins, Stephen. Organizational Behavior, 1, Prentice Hall, New Jersy, 2003. Tourish, Dennis. Auditing organizational communication: A handbook of research, theory, and practice. New York, NY: Routledge, 2010. Turner, Paul. Organisational Communication. Jaico Pub. House. Mumbai, 2004. Read More