Organizational communication

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Welcome

Presentation on “ORGANIZATIONAL COMMUNICATION”

Course title : Development Communication and Information Management – Ag.Extn-502.

Course lecturer : Mr.V.P.Vejapar Asst.Prof. PO SSK,NAU.

Presenter M.B.Tengli M.Sc(Agri) Extn.Edu. Semester :I NMCA,NAU 2014-2015

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Outline

• Objectives • Introduction • Types of Communication in organization • Barriers to Organizational Communication • Types of Barriers• Reference

3M.B.Tengli M.Sc(Agri) Extn.Edu.,NMCA,NAU

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Objectives

• After going through this unit, the reader would be able to.

• Define organization and organizational communication.

• Explain the types of communication in an organization.

• Explain the barriers of Communication in an organization.


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Introduction

• Communication is the most vital ingredient of an organization. In fact, an organization cannot be conceived of without communication.

• An organization is a group of persons constituted to achieve certain specific objectives.

• The achievement of these objectives largely depends upon a proper Co-ordination and integration of human effort in an organization.

• The people working in an organization are interrelated, their activities are also interrelated because all activities are performed only to achieve the organizational objectives.

• The more effective the system of communication is, the better are the relations between the workers, and between workers and the management. 5

M.B.Tengli M.Sc(Agri) Extn.Edu.,NMCA,NAU

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Continued……

• Communication is the nervous system of an organization. • It keeps the member of the organization informed about the

internal and external happenings relevant to a task and of interest to the organization.

• It co-ordinates the efforts of the members towards achieving organizational objectives.

• It is the process of influencing the action of a person or a group.

• It is a process of meaningful interaction among human beings to initiate, execute, accomplish, or prevent certain actions.

• Communication is, thus, the life blood of an organization.


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Types of Communications in organization

• Communication in an organization carries innumerable kinds of messages which may be difficult to map out; but it may be possible to classify communications in regard to how to transmit, or who communicates to whom, or what kinds of relationships communication develops.


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Thus, Communication may be grouped on the following basis

Communication types

According to

organizational

According to

Direction of

communication

According to

Expression & Body

language

Formal communication


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Informal communication

Vertical

Lateral

Diagonal

Upward

Downward

Oral

Non-Verbal

Written

A) According to organizational structure

• 1. Formal communication: • Such communications are those communications, which are

associated with the formal organization structure. • The travel through the formal channels - Officially recognized

positions in the organization chart. • They are established mainly by the organization structure.

Formal communications are mostly in black and white. • We generally hear the phrase ‘ through proper channel”. It

explains the essence of formal channels. Such communications include orders, instructions, decisions or intensions etc., of the superior.


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• 2. Informal Communications: • Informal Communications are also known as “ Grapevine

Communications”. • They are free from all sorts of formalities, because they are

based on the informal relationship between the parties, such as friendship, membership of the same club or association or origin from the same place.

• Such communication include comments, suggestions of any other informal reaction also. They may be conveyed by a simple glance, gesture, nod, smile or mere silence too.


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B) According to Direction of Communication

• Vertical Communication: • Upward and downward flow of messages constitutes vertical

communication. • 1) down word communication • 2) Upward Communications: • Upward Communications are just reverse of the downward

Communications. It flows from the sub-ordinates to their superiors. Such communications include reactions and suggestions from workers, their grievance etc.

• Contents of the upward Communication are reports, reactions, suggestions, statements and proposals prepared for the submission to the boss etc.

• Upward Communication is considered to be a main source of motivation in employees. 11

M.B.Tengli M.Sc(Agri) Extn.Edu.,NMCA,NAU

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Lateral / Horizontal Communication:

• This type of communication refers to communication between various departments or units representing the same level, or people within the same or different departments, without having a superior – subordinate relationship viz., peer groups, friends and trainees.

• It flows between persons at the same hierarchical level. • The main object of this type of communication is to co-

ordinate the efforts of different departments performing different but related activities. Such communications may be oral or written.


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Diagonal Communication:

• In an organization, communication does not necessarily traverse along a stipulated path. While vertical and lateral forms for transmission of messages are important, there is yet another mode to be taken cognizance of. That is, the diagonal. In this type of communications, their is no direct path chalked out for information to travel.

• It could, at certain stage, take on the upward path, then a lateral direction and finally, move downward, or it could even skip certain stages.

• . It also helps in building relationships and binding ties between the superior and the subordinate.


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C) According to expression and body language

• According to way of expression, and body language, the communication may be oral or written and Non- Verbal.

• Oral or verbal communication: • In oral communications both parties to the process of

communication exchange their ideas through oral words either in face-to face communication or through any mechanical device such as telephone, etc.

• Example :Meetings and conferences, lectures and interviews are other media of such communications


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• .Written communication:

• They are communications on black and white.

• They include written words, graphs, diagrams, pictures etc.

• They may take the form of circulars, notes, manuals, reports, posters or memos etc.


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• Non-Verbal Communication:

• Non-Verbal Communication is an integral part of us and helps in communicating effectively.

• The way an individual positions himself, holds his hands, tilts his head, all transmit volumes about the individual.

• A receiver observes non-verbal communication 55% of the time, which is much more than listening merely to the words and the voice articulation.

• Lack of emphasis in this area is due to paucity of material and lack of expertise.


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Barriers to Organizational Communication

• When a communication is sent to the receiver, it must be effective and it is effective only when it has been understood by the receiver in the same sense in which the sender intended it. If it is not properly understood by the receiver, the very purpose of communication is lost and the communication proves ineffective.

• There may be so many obstructions in the way of its being effective.

• The message may not reach the receiver; there may be some flaws in encoding and decoding the message ; the channel used may be defective or there may be some noise in the channel, or the channel used may be wrong, there may also be personal problems.

• Thus, for various reasons, the message may not be received by the receiver as was intended by the sender.


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Types of Barriers

• Barriers, obstructions, and interruptions in communication may broadly be categorized into the following groups.

• However, this classification does not suggest that these categories are mutually exclusive.

• 1. External Barriers • 2. Emotional or Psychological Barriers• 3. Organizational Barriers • 4. Personal Barriers


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External Barriers :

• External barriers are those caused by factors other than organizational and personal factors.

• Such external barriers may be • (a) Semantic barriers.• (b) emotional or psychological barriers.


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Semantic Barriers

• These barriers are obstructions caused in the process of receiving or understanding a message during the process of encoding or decoding it into words and ideas.

• The linguistic capacity of the two parties may have some limitations, or the symbols used may be ambiguous.

• Symbols may have several meanings and, unless the context is known to the receiver, he is likely to take the meaning of the symbol according to his preconceived notion and misunderstand the communication.

• Symbols may be classified as language, picture, or action.


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Emotional or Psychological Barriers

• Personal or emotional or psychological barriers arise from motives, attitudes, judgment, sentiments, emotions, and social values of participants.

• These create a psychological distance that hinders the communication, or partly filters it out, or causes misinterpretation, thereby making the communication inadequate.


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• The following are some emotional barriers:

• 1. Premature evaluation• 2. Loss in transmission and retention• 3. Distrust of communicator• 4. Failure to communicate• 5. Undue reliance on the written word• 6. Inattention


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Organizational Barriers

• An organization is a deliberate creation of management for the attainment of certain specific objectives.

• The day-to-day functioning of the organization is regulated in such a way as to contribute to the attainment of these objectives in the most effective manner. For this purpose, a variety of official measures are adopted such as designing of the structure, arrangement of activities, formulation of various policies, rules and regulations, and procedures, laying down of norms of behaviour, instituting a reward and punishment system etc.

• All these variables markedly affect the organization's functioning.


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Major organizational barriers are:

• 1. Organization policy • 2. Organizational Rules and Regulations • 3. Status Relationship • 4. Complexity in Organisation Structure • 5. Organizational Facilities


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Personal Barriers

• As communication is basically an interpersonal process, many personal factors inherent in the two parties to communication, the sender and the receiver, influence the flow of communication and present many hurdles in the way of effective communication.

• 1.Because of their hierarchical position, they act as barriers in a number of ways as follows:

• A. Attitude of Superior• B. Fear of challenge to authority• C. Insistence on proper channel• D. Lack of confidence in subordinates• E. Ignoring communication


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2. Barriers Regarding subordinates

• There are certain factors with the subordinates, which adversely affect their participation in the communication process.

• Some factors like attitude, lacks of time, applicable to the superiors are also applicable here.

• Two more factors with the subordinates need special attention, which are responsible for blocking communication in the upward direction.

• 2.1. Unwillingness to communicate• 2.2. Lack of suitable incentive


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• Reference

• Communication the process and application

in Extension Education

– By, S.K.Acaharya & M.M. Adhikary

• Text book on Agricultural communication

-by A.S.SANDHU


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