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Organizational Communication & Information
Technology
Chapter 4
What is communication?Communication is one of the basic functions of management in any organization and its
importance can hardly be overemphasized. It is a process of transmitting information, ideas,
thoughts, opinions and plans between various parts of an organization. Communications is
actually transferring details between two or more people. an interactive process of transmitting
some information through an appropriate channel by one party to another and getting a
feedback.
Transfer means the message was received in a form that can be interpreted by the receiver.
Understanding the message is not the same as the receiver agreeing with the message.
Why is communication important in management organization ? To collect relevant information in order to make effective decisions
To inform about the decisions made to the relevant parties for implementation
All the patterns, network, and systems of communications within an organization
Forms and Medium of communication
There are 3 forms of communication:
• Verbal communication
• Written communication
• Non-verbal communication
Functions ofCommunication
Four Functions of Communication
Control Motivation
EmotionalExpressionInformation
Functions of Communication Control
Formal and informal communications act to control individuals’ behaviors in organizations.
Motivation
Communications clarify for employees what is to done, how well they have done it, and what can be done to improve performance.
Emotional Expression
Social interaction in the form of work group communications provides a way for employees to express themselves.
Information
Individuals and work groups need information to make decisions or to do their work.
Communication can take place in four directions:
• Downwards (job instructions)
• Upwards (problems, feedback)
• Horizontal (coordinating, emotional/social support)
• Diagonal Communication
Communication Flows
Lateral
Diagonal
Downward
Upward
DownwardCommunications that flow from managers to employees to inform, direct, coordinate, and evaluate employees.
UpwardCommunications that flow from employees up to managers to keep them aware of employee needs and how things can be improved to create a climate of trust and respect.
Lateral (Horizontal) CommunicationCommunication that takes place among employees on the same level in the organization to save time and facilitate coordination.
Diagonal CommunicationCommunication that cuts across both work areas and organizational levels in the interest of efficiency and speed.
Information Technology
Benefits of Information Technology (IT) Increased ability to monitor individual and team performance
Better decision making based on more complete information
More collaboration and sharing of information
Greater accessibility to coworkers
Information Technology (cont’d)
Networked Computer Systems.
E-mail Instant messaging (IM) Blogs Wikis Voice-mail Fax machines Electronic Data Exchange
(EDI) Teleconferencing Videoconferencing Web conferencing
• Intranet
• Extranet
• Wireless (WIFI) capabilities
Types of Network Systems
• Removes the constraints of time and distance
• Provides for the sharing of information
• Integrates decision making and work
• Creates problems of constant accessibility to employees
How IT Affects Organization
Barriers to communication
• Perceptual barriers (different people understand things differently)
• Semantic barriers (people use different terminology & jargon)
• Serial transmission barriers (when the message is sent through several links)
• Information overload
• Lack of planning
• Emotional influences
• Poor communication skills
• Poor knowledge of the subject
• Hearing the message with preconceived ideas
How to improve communication?
2-way communication
Careful listening
Information sharing
Honesty & sincerity
Selection of appropriate channels
Planning communication in advance
Adjust message depending on receiver
Have face-to-face communication
Use direct, simple language
Thank you….!