Organizational Communication - Research Paper Example

? Organizational Communication The memo would address the following concerns, to wit provide a definition of organizational communication; (2) explain how organizational communication can break down; (3) discuss the steps involved in restoring organizational communications; (4) explain what can help improve the client's existing organizational communication practices by including all relevant aspects of culture; and (5) discuss how the various dimensions of the client's communication must be aligned. Organizational Communication MEMO FOR : ALL CONCERNED RE : Organizational Communication DATE : February 25, 2011 Please be advised that the following issues are proffered to inform and apprise all concerned: (1) Definition of Organizational Communication As averred in Different Approaches to Organizations (n.d.), organizational communication is defined as “a study of the exchange of words and meanings in an organization as the people within and outside these establishments work towards accomplishing organizational objectives” (par. 3). Communication is the lifeblood of any organization. Communicating ideas and information makes action and coordination possible. Likewise, communication plays a major role in modifying behavior, effecting changes, and achieving goals. To perform well, organizations must foster effective communication. (2) How Organizational Communication Can Break Down Anything that can impede the flow of communication in the organization in any form and at any point is a barrier to organizational communication. Communication may fail due to certain reasons: physical barrier, social barriers and psychological barriers. Physical barriers include impediments in relation to distance, timing, efficiency of modes used like telephone, computer, telegraph, or other telecommunication amenities. Social barriers are manifested through differences between sender and receiver in the organization in terms of certain factors such as age, financial status, educational and family background, cultural orientation, race, gender, intellectual ability, religion, among others. Any or a combination of the factors may deter the flow or the understanding of messages that are sent and received. Finally, psychological barriers are considered affective mode that is the most difficult area to tackle in organizational communication. Envy, corporate jealousy, unpleasant feelings and emotions caused by insecurity, mistrust, and conflict should be given outlets for expression and those in charge should know how to manage these outbursts. (3) Steps Involved in Restoring Organizational Communications Binneman (2007) indicated that to restore organizational communications, the following steps must be followed: (1) determine the status of current organizational communications by determining the strengths and weaknesses of the ongoing process; (2) consider altering the approach in transforming organizational communications; (3) prioritize communication concerns and issues at all levels in the organization; (4) keep communication lines open; (5) implement strategies that focus on coaching and mentoring employees with identified communication dilemmas; (6) encourage communication across teams, divisions and departments; (7) build interactions, intercommunications and relationships among various stakeholders; (8) incorporate monitoring communication behavior through performance evaluation programs; (9) encourage the use and application of diverse communication tools; and (10) instill responsibility and accountability to each and every personnel. (4) Ways to Improve Existing Organizational Communication Practices Loftus (n.d.) presented ways to improve existing organizational communication practices through the following measures: (1) reinforce awareness of the organization’s mission; (2) enforce knowledge of personnel; (3) listen, recognize, and create a positive environment; (4) set standards and appropriate expectations; (4) maintain and ensure lines of communication are open and encourage feedback; (5) provide opportunities for growth and development in communication through training, coaching, attending seminars and conferences that focus on improving organizational communication. It is best to view organizational communication in terms of a configuration of interacting elements. Communication should be designed so that the various elements complement rather than negate each other. While the ultimate goal of communication is to share meanings, it is also to share them in order to arrive at the outcome for which communication is intended. Communication is intended to elicit action towards the achievement of certain goals. The sender must clarify the goals if action is to be possible at all. Effective communication depends much on the meanings perceived by each of the sharers of communication. Culture plays an important role in ensuring that the message relayed by the sending is the same message received. The aspects of culture that need to be considered in improving organizational communication understand both verbal and nonverbal symbols and cues. Diversity in language need to be taken into account, as well as nonverbal modes of communication: facial expression, gestures, posture, time, distance and even messages relayed by just remaining silent. If one or any element of culture is misunderstood, organizational communication would not be effectively improved. (5) How the Various Dimensions of the Client's Communication must be Aligned Daniels (n.d.) enumerated five dimensions of communication as “gender, race, age, disability and ethnicity” (par. 1). All dimensions must be aligned to ensure that organizations are able to achieve their objectives and at the same time, effectively inform various stakeholders, particularly clients on the products or services they intend to deliver. Gender, as a dimension in communication is crucial in terms of diversity in perspectives and points of view. As averred by Daniels (par. 2), “most people view women to be more likely to discuss problems and to seek out advice before making important decisions, whereas, men are more susceptible to make decisions without the consultation of others”. Race, ethnical background and cultural orientations affect the way people understand the messages that organizations want to relay. Organizations must evaluate the universality of the message to ensure that different peoples from diverse racial backgrounds understand communication patterns. The clarity of the language used for the message must be understood by people despite diversity in culture. The relevance of age should also be aligned in organizational communication to incorporate strategies depending on the identified target market. If organizations target the young generation, communication messages, advertisements and promotional campaigns must be attractive to that particular group to entice them to purchase their products or services. There are tendencies for organizational communication to neglect disabilities of people or clients in their corporate campaigns. As indicated by Daniels (par. 5), “the physically disabled are often patronized and avoided usually because of the visibility of their difficulties and also our lack of awareness on how to interact with them”. By recognizing this dimension, messages and communication strategies could be aligned to incorporate disabilities, as required. References Binneman, D. (2007). 10 Tips for Better Organizational Communication. Retrieved 25 February 2011. Daniels, J. (n.d.). Dimensions of Proper Business Communication. Retrieved 25 February 2011. Different Approaches to Organizations. (n.d.) Definition of Organizational Communication. Retrieved 25 February 2011. Loftus, J. (n.d.). How to Strengthen Your Organizational Communication Practice. Retrieved 25 February 2011. Read More