Communication in an Organization

Introduction: Organizational Communication, in today’s organizations has not only become far more complex and varied but has become an important factor for overall organizational functioning and success. The way the organization communicates with its employees is reflected in morale, motivation and performance of the employees. 

Definition: Communication, derived from the Latin word “Communicare” which means, to share; is the process of transmitting information and understanding. Communication is the activity of conveying information through the exchange of thoughts, messages, or information, as by speech, visuals, signals, writing, or behavior. It is the meaningful exchange of information between two or a group of persons.

Role of communication in an organization:

Communication is organization has the following role:

• Helps in fostering motivation
• Aids in the function of control
• Provides information for making decisions
• Gives vent to one’s feeling
• Helps in the satisfaction of social needs

Types of communication:

Verbal communication:

Verbal communication contributes to 45% of our communication. It involves the use of language and meaning (oral or written). Verbal communication becomes effective through the choice of right words & emphasis of the same. There should be an optimum use of pauses, non-words and phrases because excessive use of these leads to distraction of the receiver.

Non-verbal communication:

Non verbal communication is the conscious and unconscious body movements in communication. Non verbal communications are those which are not expressed orally or in writing and include human elements associated with communication. These form an important and inevitable aspect of the total communication process because it compliments and substitutes verbal communication.

A good communicator should have the right posture, facial expression and body language that are in tune with the words spoken. Lack of co-ordination between verbal and nonverbal contents of communication would only confuse the receiver. So while communicating, care should be taken to ensure a proper blend between words and actions.

Forms of Communication:

Communication in organizations can be broadly classified into formal and informal communication.

Formal communication takes place through the system in organization. Formal communication is effected in upward (subordinate to superior), downward (superior to subordinate) and horizontal (between same levels) directions.

Informal communication (grapevine) in an organization is very active and powerful. Nature of communication through this medium is oral and the speed with which the message is spread through this network is tremendous. As a result, distortion at any stage cannot be identified. This is probably the reason why grapevine is said to be the medium for spreading of rumors or false message.

Internal and External Communication:

An organization has to communicate both internally and externally. As we learnt that communication is vital in every organization for fostering good culture. A brand of the organization can be built with through effective communication.

Internal Communication, in a business context, is the dialogic process between employees and employer, and employees and employees. A variety of channels can be used for internal communication like One-on-one meetings, team meetings, town halls, corporate news letter, quarterly/annual reports, and road shows

External Communication is the exchange of information and messages between an organization and other organizations, groups, or individuals outside its formal structure. The goals of external communication are to facilitate cooperation with groups such as suppliers, investors, and shareholders, and to present a favorable image of an organization and its products or services to potential and actual customers and to society at large. A variety of channels may be used for external communication face-to-face meetings, print or broadcast media, and electronic communication technologies such as the Internet. External communication includes the fields of PR, media relations, advertising, and marketing management.

Tips for making communication effective:

• Use concrete than abstract words wherever possible.
• The content has to be made meaningful to the receiver
• The message should be framed according to the capability of the receiver.
• There should be a proper blend of verbal and non-verbal communication
• Eye contact should be maintained
• Speak at a moderate rate
• Create rapport with the receiver
• Select appropriate channel
• Encourage listening & feedback
• Avoid communicating in extreme emotional states
• Make the message – Attractive, brief & clear