Organizational Communication

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ORGANISATIONAL COMMUNICATION 2

Introduction

Organizational communication is the way information is sent and also received among

the interrelated persons who are within a particular environment or are within a setting to achieve

an individual or a common goal or goals. The organizational communication is highly contextual

and has got some element of culture in it. The cultural aspect is due to the regulations of the

organization or the beliefs that the organization operates on. The modes of communication that

may be used in the following scenario where the company is facing closure due to uncontrollable

factors include formal communication, informal communication, downward communication,

upward communication, horizontal communication, oral or verbal communication and the

written communication. The rationale of this project is to show the influence of such processes

in the functions of a company. All this are in cooperated within the organizational

communication. Organizational communication depends on its structure, its culture, values and

the goals of the organization and its members. The primary objective of this paper is to

determine the impact of organization communication structures on the closure of a firm.

Considering the scenario, where the company is facing closure due to uncontrollable

factors. The organization may be facing a problem within its structure but various forms of

organizational communication may help it revive itself from the predicament. If the

company is facing closure due to a variety of independent factors which may result from the

communication of the members may be due to various factors. For the scenario above, the

organization has to restructure on how it handles its operations by adopting the best mode of

communication within its structure for better coordination of its activities. The communication

within the organization is the key to the success of the company. The method of communication

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between the superiors and the juniors determines the progress of the company and how the

company will get itself from the crisis of the closure.

The use of the formal expression which involves sending the information through the

official channel to the officially recognized positions in the organization's chart. The data must

undergo regulation to ensure that the information flows effortlessly, timely and accurately. It

will allow the management to obtain possible solutions to the situation at hand through a

proper channel without creating unnecessary attentions from the competitors. The mode of

communication eliminates any form of confusion in the messages sent from the top management

of the organization. Hence it will help the company handle the situation it is facing. The formal

communication majorly occurs under the following level departmental meetings, company news

bulletins, use of telephone calls, conferences within and outside the company and the exclusive

interview and the special purpose publication and the messages within the organization. Even

though formal communication has got its limitation which requires an address, it

dramatically obstructs free and a nonstop flow of information. It is the reason why the

organization has to use several modes of communication (Song et al., 2015).

According to the culture of the company, the formal method of communication will

ensure that information is accurate and well understood. Official mode of communication will

provide a constant flow of information within the organization and also increase trust

between the members of the company. It will encourage them to work together since it

brings the level leaders together and in turn, it creates a good relationship between the

higher ranks to the lower ranks hence team building in the organization. It creates a sense of

respect in the organization because the members of the organization coherently communicate

among themselves without raising conflicts. When the information is correct and accurate the

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external stakeholders together with the customers will begin to trust the organization since the

data passed in this manner will always be formal and to the point and also easy to understand.

The use of an informal mode of communication is essential for the organization. It is free

from all the formalities since it works in relationships that are not formal like friendship.

Individuals at the management level will also use the informal mode of dissemination of

information to the workers and other departmental heads about the closure threat to the

firm. The process of informal communication is essential. It plays a useful role in disseminating

specific information which in the all-purpose concern of the organization may not pass through

the official channels. The informal mode of communication plays a vital role in the operations of

a given interface. It offers consideration to the high and the higher-ups a clearer insight into what

the workers at the lower level think and also feel about the organization and the method of

leadership. At the same time, informal communication has got its challenges that directly affect

the flow of information within an organization. It gives the company a boost to restart from the

point of closure which may be a result of poor communication. It often passes distorted

information; it is easily misinterpreted, inaccurate and may also be half-truth facts. The

organization will gain from the relationship between the external stakeholders by

encouraging a platform for interactions. The members of the organization will be united and

will also build confidence in the organization from the structure in which the information faces

dismissal (Voinea et al., 2015).

The downward communication is a mode of communication that often flows from the

superior of the company to the subordinates of the company. It will enable the company to

enhance the relationship between the superior and the subordinates. The downward

communication helps to create trust and honesty between the ranks in the company hence

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the company will be able to take control and correct the faults that are making it face

closure. It will ensure that the superiors always exercise their powers to achieve the desired

objectives of the company. The superiors may be engaged in issuing orders, instructions and

policy directions to the people at the lower positions in the company. There is the expectation for

the immediate execution of the job directive once the communication starts to flow. The element

of downward communication includes specific task directives, information about the company’s

procedure and its practices, feedback to the subordinate about their performance and the data of

an ideological character to inculcate a sense of mission and instruction of goals. Downward

communication can either be face to face, through written memos, rules and also job depiction.

The use of the top-down communication is practical since it creates unity between the people at

the lower levels of the organization and the upper level of the organization. The external

stakeholders, the customers, and the media will get trust in the company due to the

communication from the superiors to the juniors. The communication from the

management provides the external stakeholders with the updates of the performance and

progress of the firm thereby gaining their support towards the firm’s activities. It makes

them operate well, and they also get encouraged to work resulting in a positive outcome

hence building trust to the outsiders and even the consumers. It also creates team building

and unity within the organization (Dedahanov et al., 2015).

Another form of organizational communication is the upward communication. It involves

the movements of information from the people in the lower position in the company to the

people who are above them. It requires reaction, suggestions and the grievance from the staff.

The contents of this mode of communication are the reports, responses, proposal statements and

the application prepared for the submission to the boss. The upward method of communication is

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essential since it gives the management the viewpoint, the attitude, feelings and the morals of the

employees. It gives the company an insight into what is happening in the company to make

it face a closure hence it is able to handle the situation. It also provides a means of control.

It also gives the information and the dates for decisions making (Voinea et al., 2015).

Downward communication is also another mode that will be useful to the company if

well implemented. It allows the management to communicate to all the subordinate staff

about the closure issue facing the company. The limitations of the downward mode of

communication may affect the operation of the organization. An employee may not give

information that will change his or her position within the company. The employee may even

sort to pass the wrong information to impress his or her superiors. It flows in many forms, e.g.,

through the suggestion boxes, through the attitude and the good surveys, private lines, personal

contacts and the labor unions within the company. It is the most important form of

organizational communication for this company since it causes the movement of the

information between the external stakeholders, the consumers of the products of the good

and services of the company will get attracted because of the trust due to communication

by the company and also the members of the company. The external stakeholders get to

understand the firm’s challenges and offer the needed solutions. It will create a conducive

environment for the increase and enable the pickup of the company before it completely

collapses (Tourish & Robson, 2004).

Horizontal mode of organizational communication takes place between people who are in

the same level. The management uses horizontal mode of organizational communication

create a connection and coordination among the firm’s stakeholders towards reviving the

company from the brinks of closure. Communication between the functional managers or

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between the subordinate staffs who work under a familiar boss is an example of horizontal

transmission. Horizontal communication may be oral or written. Parallel mode of

communication meets the need of the people within the company since they get information that

they need from their peers without going to other levels within the organization. It is desirable

for the coordination and the addition of various organizational functions (Voinea et al., 2015). It

makes the members of the organization understand their expectations before they can instill the

purpose of the organization’s objective and vision in them. It creates unity and trust amongst the

subordinates since they consult each other directly. It also builds confidence between the

external stakeholders, the media and the customers of the company since they can relate

directly to the organization. It brings them back to the company due to the trust, and they

invest or purchase the company’s products

The oral or the verbal communication is when people communicate directly with each

other. Both parties exchange their ideas orally either face to face conversation or by use of a

phone or any electrical device, e.g., telephone. Oral communication is essential since the person

communicating can ask for explanations or questions and get an immediate response from the

person who is listening. It helps gauge the performance of the company. The management uses

this form of communication to directly inform the stakeholders that the company is about

to face closure due to uncontrollable factors. Verbal communication mostly occurs within the

meetings and the conferences, the lectures and also the interviews. The oral communication has

got an advantage that benefits the members of the company. It gives the subordinates a sense of

self-importance which is a motivating factor for them. It creates a mutual exchange of ideas

fact and also cooperation in the company. It also provides the superiors a chance to make a

quick appraisal of the actions of the subordinates and act on any message that is

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transmitted. It will the superiors to avert conflicts and redesign as per the program as per

the need of time and the circumstances. It also brings friendly cooperation and the spirit of

teamwork. Oral communication has got various challenges including it does not support lengthy

discussions since there will be time wastage. It requires an accurate expression of the

information. It is inadequate where rules are needed. The spoken words may not be understood

or even heard clearly. The subordinates who lack experience may not follow the tone of the

manager or the manager’s facial expression. It creates unity and confidence between the workers

and the leaders in higher ranks. It builds trust between the external stakeholders, customers, and

the media to the company (Dedahanov et al., 2015).

The written communication includes words, diagrams, pictures, and graphs. In

determining when to use the written communication the company should consider the following,

the importance of the message, and its importance to the receiver and its impact on the functions

of the company. The company chooses to use this form of communication, well elaborate to

all members of the organization the issues causing the firm to face closure thus citing for

their actions. A written form of communication has got limitations, e.g., the receiver should be

able to read of which some employees may not be able to read and also write. The written

communication is also one of the modes that people trust as a medium of communication. By use

of the written form, the stakeholders and the customers will have trust in the company, and it will

attract them back to the company and pump in funds to rebuild the company. By use of written

form, the members of the organization creates trust in the leadership since they have the

sense of belonging and this will also motivate them. It will create unity within the

organization. It is appropriate since it reaches all the members of the organization. By use

of writing, it enters the members of the organization efficiently. It can be placed on the

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notice boards or sent as a memorandum. The external stakeholders, customer, and the

media get affected by this mode of communication within the organization. It

communicates to the external stakeholders the current state of the firm challenging them to

determine the appropriate methods to protect the firm from collapsing. The external effects

on the company will be affected by the way the foreign people will invite the idea of the method

of the passing of the information from the company to the external factors (Dedahanov et al.,

2015).

Conclusion

The mode of communication within an organization is fundamental, and it also

determines the success of the company. It is essential for the company to utilize the available

methods of communication to coordinates its members to work in achieving the goals of the

company. Upward type of interaction involves sending a message from the subordinate members

of the staff to the senior members of the team. It always refers to the flow of feedback about an

operation or issues arising from the usual activities which require the attention of the

management. Downward communication, on the other hand, refers to the transfer of information

from the top management down to the subordinate members of the organization. It is usually in

the form of instruction or response to a given concern on the activities of the administration.

Horizontal communication is different from both upward and downward communication, and it

takes place between people who are in the same level, e.g., two or more people who are all

subordinates and working on the same level within the organization. In most cases, it takes place

in the form of consultations between two different heads of departments. Finally, oral and written

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communication are the conventional concepts of forms of organizational communication. The

management can pass information to the workers orally through summons, calls or presentations

or written media such as memos and messages. Written communication is the most preferred

type of connection in an organization because it does not only communicate the intended

information effectively but also provides evidence for future reference.

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References

Dedahanov, A. T., Kim, C., & Rhee, J. (2015). Centralization and communication opportunities

as predictors of acquiescent or pro-social silence. Social Behavior and Personality: an

international journal, 43(3), 481-492.

Deetz, S. A., & Eger, E. K. (2014). Developing a meta-theoretical perspective for organizational

communication studies. The SAGE handbook of corporate communication: Advances in

theory, research, and methods, 27-48.

Song, X., Shi, W., Ma, Y., & Yang, C. (2015). Impact of informal networks on opinion dynamics

in the hierarchically formal organization. Physical A: Statistical Mechanics and its

Applications, 436, 916-924.

Tourish, D., & Robson, P. (2004). Critical upward feedback in organizations: Processes,

problems, and implications for communication management. Journal of Communication

Management, 8(2), 150-167.

Voinea, D. V., Busu, O. V., Opran, E. R., & Vladutescu, S. (2015). Embarrassments in

managerial communication. Polish Journal of Management Studies, 11.

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