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Communication in Organisations

Communication in OB module

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13 views5 pages

Communication in Organisations

Communication in OB module

Uploaded by

Nathan Tran
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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5.

1 The Communication Process

Communication

The process of transmitting information and understanding from one person to another.
It involves a sender, a message, a medium, a receiver, and feedback.

Communication Channels

The mediums through which information is transmitted, including verbal, nonverbal,


written, and electronic channels.

The Communication Process Steps

1. Sender

The person who initiates the message.

2. Message

The information or idea being communicated.

3. Encoding

The process of converting the message into symbols or language.

4. Channel

The medium used to send the message (e.g. email, face-to-face conversation).

5. Receiver

The person for whom the message is intended.

6. Decoding

The process by which the receiver interprets the message.

7. Feedback

The receiver’s response to the message, which helps the sender gauge the eOectiveness
of the communication.

Example: In a team meeting, a project manager (sender) explains the next steps for a
project (message) using PowerPoint presentation (channel). Team members (receivers)
listen and ask questions (feedback) to clarify their understanding.

5.2 Types of Communication in Organisations

Verbal Communication

Communication using spoken words, either face-to-face or through technology (e.g.


phone calls, video conferencing).
Nonverbal Communication

Communication without words, including body language, facial expressions, gestures,


and tone of voice.

Written Communication

Communications using written words, such as emails, reports, memos, and social
media.

Formal Communication

Structured communication that follows the oOicial channels of the organisation, such
as meetings, oOicial emails, and reports.

Informal Communication

UnoOicial communication, often occurring naturally between employees (e.g. casual


conversations, gossip, and social interactions).

Each type of communication has its strengths and limitations. For example, verbal
communication is eOective for quick exchanges and clarifications, while written
communication is better for detailed or oOicial records.

Nonverbal cues play a significant role in how messages a perceived, often conveying
emotions and attitudes that words alone cannot express.

Example: A leader giving a speech at a company event uses verbal communication to


convey the organisation’s goals and nonverbal communication (e.g. confident posture,
eye contact) to reinforce the message’s importance.

5.3 Barriers to E@ective Communication

Physical Barriers

Environmental factors that impeded communication, such as noise, distance, or poor


technology.

Semantic Barriers

Misunderstandings that arise from the use of language, including jargon, ambiguity, or
diOerences in language proficiency.

Psychological Barriers

Emotional factors that aOect communication, such as stress, mistrust, or resistance to


change.

Cultural Barriers
DiOerences in cultural backgrounds can lead to misinterpretations, especially in global
or diverse workplaces.

Strategies to Overcome Barriers

• Active Listening

o Paying full attention to the speaker, providing feedback, and clarifying


misunderstandings.

• Simplifying Language

o Avoid using jargon and use clear, concise language.

• Providing Training

o OOering communication skills training to help employees improve their


ability to convey and interpret messages.

• Promoting Open Culture

o Encouraging a culture of openness and trust where employees feel


comfortable sharing ideas and feedback.

Example: In a multinational company, language diOerences lead to misunderstandings


during a virtual meeting. To overcome this, the team implements active listening
techniques and uses simpler language to ensure everyone understands the key points.

EOective Team Communication

Essential for collaboration, problem-solving, and decision-making in teams. It involves


clear, concise, and open exchanges of information among team members.

Feedback Loops

Continuous feedback within teams helps to refine processes, improve performance,


and foster learning.

Strategies for Improving Team Communication

• Regular Meetings

o Hold frequent team meets to discuss progress, address issues, and


ensure everyone is on track

• Collaborative Tools

o Using digital tools like project management software, instant messaging,


and video conferencing software to facilitate communication, especially
in remote teams.
• Encouraging Participation

o Creating an environment where all team members feel comfortable


sharing their ideas and opinions.

Example: A project team uses a combination of weekly meetings, a shared online


platform, and a group chat to keep everyone informed and aligned. This ensures that all
team members are on the same page and can contribute eOectively.

5.5 Organisational Communication Networks

Formal Networks

The oOicial channels of communication within an organisation, often depicted in


organisational charts. These include downward, upward, and horizontal
communication.

• Downward Communication

o Information flows from higher levels of management to lower levels (e.g.


policies, instructions).

• Upward Communication

o Information flows from lower levels of management to higher levels (e.g.


feedback, reports).

• Horizontal Communication

o Information flows between peers or departments at the same level (e.g.


collaboration between teams).

Understanding these networks helps in identifying how information is shared and where
communication bottlenecks might occur. Formal networks are important for
maintaining structure, while informal networks can be crucial for quickly spreading
information and fostering innovation.

Example: In a large corporation, formal communication occurs through oOicial memos


and reports, while informal communication happens through water cooler
conversations and internal chat groups. Both types of communication are essential for
the organisation’s functioning.

5.6 Summary and Key Takeaways

EOective communication is vital for organisational success, impacting everything from


teamwork to leadership. Understanding the communication process, types, and
barriers helps managers improve how information is shared within their teams and
across the organisation. Enhancing communication involves overcoming barriers,
promoting active listening, and leveraging both formal and informal networks.

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