Importance of Organizational Communication

WHAT IS THE IMPORTANCE OF THE
COMMUNICATION?
 COMMUNICATION SKILLS.
 Being able to communicate
effectively is the most important of
all life skills.
 Communication is simply the act of
transferring information from one
place to another.

WHY IS COMMUNICATION IMPORTANT IN OUR
DAILY LIVES?
 It is no doubt that communication plays a vital role in
human life.
 It not only helps to facilitate the process of sharing
information and knowledge, but also helps people to
develop relationships with others.
 We should learn how to communicate effectively to
make our lives better because communication is the
foundation of all human relationship.

WHAT IS THE IMPORTANCE OF HAVING A GOOD
COMMUNICATION SKILLS?
 In todays competitive world, communication skills in
business are the most sought after quality of an
educated person.
 Reading, writing and listening carefully are the three
most important communication skills for students.
 It is also important to develop communication skills
in relationships.

WHAT ARE THE BEST COMMUNICATION SKILLS?
 Listening. Being a good listener is one of the best ways to be a
good communicator. ...
 Nonverbal Communication. Your body language, eye contact,
hand gestures, and tone all color the message you are trying
to
 Clarity and Concision.
 Friendliness
 Empathy
 Open-Mindedness
 Respect.

HOW DO YOU SAY YOU HAVE GOOD COMMUNICATION
SKILLS?
You have a good communication skills if you have the
following:
 Excellent written and verbal communication skills.
 Confident, articulate, and professional speaking abilities
(and experience)
 Empathic listener and persuasive speaker.
 Writing creative or factual.
 Speaking in public, to groups, or via electronic media.
 Excellent presentation and negotiation skills.

WHAT IS EFFECTIVE COMMUNICATION?
 Every time you want to communicate meaningfully,
you should first consider the two important
elements: the audience and the goal.
 You should clearly define both within the context of
your communication.
 The reason is that different audiences require
different approaches in order to get them to the
desired goals.

 The purpose of the communication is to get the
audience to the desired goal, where the goal can mean
to inform, persuade, explain, or to get the audience to
take action.
 Your goal could also be to make them laugh, cry, smile
or anything you want to achieve.
 But for scientific communication, this is generally not
the case.
 If you manage to bring your audience to the desired
goal, you can call that communication successful.

EXAMPLE: TWO AUDIENCES, TWO GOALS
 Imagine you are a climatologist trying to communicate your
research results to two different audiences:
 (1) your peer scientists, and (2) policy makers.
 In the first case, your goal is to present your research to scientists
who very well understand the science behind what you did. You
want to inform and convince them with your supporting data.
 In the case of policy makers, you want to persuade them to take
certain action which will protect the environment. They have only
vague knowledge on the science behind what you did and are more
interested in the implications of what you discovered.

EXAMPLE: TWO AUDIENCES, TWO GOALS
 Should the communication in both cases be the
same? Absolutely not.
 You will never be able to achieve both goals if you
use the same method of communication.
 It is even more likely that you’ll fail in both cases.
 This is why it is crucial to understand who exactly
your audience is and what your goals are before
you start preparing your communication.
 Your communication will be successful if your
audience reaches the goal you wanted.

EFFECTIVE COMMUNICATION
 Communication is effective if the audience
reaches the goal intuitively, effortlessly.
 This means that when they are absorbing
your communication, they don’t have to
think about the method you are using, but
only about the message.

WHY COMMUNICATION IS IMPORTANT TO THE
ORGANIZATION?
 WORKPLACE COMMUNICATION is very
important to companies because it allows
companies to be productive and operate
effectively.
 Employees can experience an increase in
morale, productivity and commitment if
they are able to communicate up and
down the communication chain in an
organization.

WHY EFFECTIVE COMMUNICATION IS IMPORTANT IN AN
ORGANIZATION?
 Effective communication is important for the
development of an organization.
 It is something which helps the managers to
perform the basic functions of management-
Planning, Organizing, Motivating and Controlling.
 Communication also helps in building people's
attitude.

WHY GOOD COMMUNICATION IS IMPORTANT IN
BUSINESS?
 It is crucial to communicate effectively in
negotiations to ensure you achieve your
goals.
 Communication is also important within the
business.
 Effective communication can help to foster a
good working relationship between you and
your staff, which can in turn improve morale
and efficiency.

WHAT IS AN ORGANIZATIONAL COMMUNICATION?
 As a field, is the consideration, analysis, and
criticism of the role of communication in
organizational contexts.
 Its main function is to inform, persuade and
promote goodwill.
 Broadly speaking, it is people working together to
achieve individual or collective goals.
 The flow of communication could be either formal
or informal.

ORGANIZATIONAL FLOW OF COMMUNICATION

TWO TYPES OF COMMUNICATION
 Within a business, there are two types of
internal communication, formal and
informal.
 FORMAL COMMUNICATION spreads
through newsletters, manuals, emails,
memos, staff meetings, conferences and
official notices.
 It can flow both vertically and horizontally.

TYPES OF COMMUNICATION
 INFORMAL COMMUNICATION, on
the other hand, involves unsanctioned
informal communications between
organizational members and can flow
in any direction.
 It occurs through the grapevine, which
is generally word-of-mouth
communication.

 The main types of formal communication within a
business are:
 (1) downward where information moves from higher
management to subordinate employees,
 (2) upward where information moves from
employees to management and
 (3) horizontal where information is shared between
peers.

A. UPWARD COMMUNICATION
 From lower to higher levels of the organization (such as
communication initiated by subordinates with their superiors)
 TYPES OF MESSAGES:
 Performance on the job
 Job related problems
 Fellow employees and their problems
 Subordinates perceptions of organizational policies and practices
 Task and procedures

IMPORTANCE
 PROVIDING FEEDBACK: Whether directions
issues are understood by lower staff.
 OUTLET FOR PENT-UP EMOTIONS: Grievances
and problems addressed, solutions are developed
and employees feel better after having talks
about them.
 CONSTRUCTIVE SUGGESTION: These can be
secures for improvement of the organization.

METHODS
 OPEN-DOOR POLICY: Employees are given a feeling that
their view, suggestions are always welcome by superiors.
 COMPLAINTS AND SUGGESTION BOX: Are installed in
the company. Employees are encourage to drop in these
boxes.
 DIRECT CORRESPONDENCE: Write directly to superiors
or managers
 COUNSELING: Employees are encouraged to talk to their
superiors of their problems

LIMITATIONS
EMPLOYEES ARE RELUCTANT TO INITIATE UPWARD COMMUNICATION
as they feel it may:
 reflect their efficiency.
 Fear of disapproval from superiors
UPWARD DOCUMENTATION IS PRONE TO DISTORTION. Unpleasant
information is distorted more.
WORKERS/JUNIORS MAY IGNORE IMMEDIATE SUPERIORS AND
APPROACH HIGHER MANAGEMENT. IMMEDIATE SUPERIOR MAY FEEL:
 Bypassed
 Become suspicious of intentions

B. DOWNWARD COMMUNICATION
 From upper to lower (such as manager to employer or
to superior to subordinate)
 Instructions (orders, circulars, inter office memo, emails)
 Job rationales
 Procedure and practices (policy statements)
 Information, feedbacks and indoctrination

OBJECTIVES
 To give specific directions to subordinates about the
job entrusted.
 To explain organizational policies and procedures.
 To apprise the subordinates of their performance.
 To give the subordinates the rationale of the job so
that they understand the significance of the job in
relation to organizational goals.

LIMITATIONS
 UNDER COMMUNICATION
 Superior may talk little about the
job.
 Withholding of information.
 OVER COMMUNICATION
 Superior may talk too much
 Leaking of information
 DELAY
 Line of communication being
long.
 LOSS OF INFORMATION
 Unless written, it will not be
transmitted fully.
 Sometimes written
communication may not be fully
understood.
 DISTORTION
 Long lines of communication –
exaggerated or under-statement.

C. HORIZONTAL COMMUNICATION
 Flow of messages across functions, areas at a
given level of an organization (this permits
people at the same level to communicate
directly)
 Facilitates problem solving
 Information sharing across different work
groups and task

LIMITATIONS
 Subordinates making
comments/Passing information
beyond their authority
 Harmful if subordinates do not inform
superiors of interdepartmental
activities

D. VERTICAL COMMUNICATION
 is the communication where information
or messages flows between or among
the subordinates and superiors of the
organizational.
 it occurs between hierarchically
positioned persons and can involve both
downward and
upward communication flows.

E. LATERAL COMMUNICATION
 is defined as the exchange, imparting or sharing of
information, ideas or feeling between people within a
community, peer groups, departments or units of an
organization who are at or about the same hierarchical level
as each other for the purpose of coordinating activities,
efforts or fulfilling a common purpose or goal. .
 It is also known as Crosswise or Diagonal Communication:
When information flows between or among the persons at
different level who have no direct reporting relationship with
each other, it is called diagonal or crosswise communication.

 Within a business environment,
informal communication is sometimes
called the grapevine and might be
observed occurring in conversations,
electronic mails, text messages and
phone calls between socializing
employees.

WHAT IS GRAPEVINE COMMUNICATION?
 When an organization does not follow any
prescribed of official rules or procedures of
the organization is called informal
communication.
 The basis of this communication is
spontaneous relationship among participants.
 It is generally word-of-mouth communication.

INTERPRET
 The information is given by the top
level management under the formal
system.
 It is easy for the employees to take
the explanation by informal system.
 So this system plays a vital role to
complete the work properly.

PRESENT GRIEVANCE
 Under the informal system the
employees disclose their needs,
sentiment and their emotions to
others authority without feeling any
hesitation.

ALTERNATE SYSTEM
 The management sometimes does not
able to reach all information by formal
system.
 Informal system covers the gap or
familiarity of formal system.

IMPROVED RELATIONSHIP
 Any problem between the workers and
the management can be solved by
informal system.
 So it makes good relationships among
the employees and the management.

INCREASE EFFICIENCY
 Under the informal system, the
employees discuss their problem
openly and they can solve it.
 For this, the work is done properly and
it develops the efficiency of the
employee.

PROVIDING RECOMMENDATION
 In this system the employees inform
their superior about their demands,
problem and the way to develop the
implementation system of the work.
 As a result it creates an opportunity to
send the recommendation to their
management.

FLEXIBILITY
 Informal communication is more
flexible than formal
communication because it is free
from all type of formalities.

RAPID COMMUNICATION
 Informal communication transmits
very fast.
 Especially misinformation or rumor
spread rapidly to others in the
organization.

IMPROVE INTERPERSONAL RELATIONSHIP
 Cooperation and coordination in
informal communication leads to
improve interpersonal relationship
which is very much essential to carry
out the business activity smoothly.

OTHERS
 Improve labor management relationship.
 Free flow of information. Remove mental distance.
 Evaluation of employees.
 Obtain immediate feedback.
 Reliving frustration.
 Increasing efficiency.
 Solution of problems and helping decision-making.
 Enhance mutual trust etc.

DISTORT MEANING
 Something the meaning and the
subject matter of the
information is distorted in this
system.

SPREAD RUMOR
 In this system, the misinformation or
rumor spread rapidly.
 The original information may be
transformed to wrong information.

MISUNDERSTANDING
 Under this system, generally, the
employees do not obey the formal
authorization system.
 So it creates the opportunity to
develop misunderstanding.

MAINTAINING SECRECY IS IMPOSSIBLE
 In informal communication system
maximum communication is made by
open discussion.
 So it is impossible to maintain the
secrecy of the information.

DIFFICULTY IN CONTROLLING
 Under informal communication
system no established rules or policy
is obeyed.
 So it is very much difficult to control
the information.

NON-COOPERATION
 Informal communication system
sometimes develops the adversary
culture among the employees.
 So they are not to be cooperative
with each other and their efficiency
may be reduced.

OTHERS
 Providing partial information.
 Not reliable.
 No documentary evidence.
 Damaging discipline.
 Contradicting to formal information
etc.

Importance of Organizational Communication

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Importance of Organizational Communication