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Organizational Communication & Information Technology Chapter 4

Organizational communication & information technology

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Page 1: Organizational communication & information technology

Organizational Communication & Information

Technology

Chapter 4

Page 2: Organizational communication & information technology

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.

Page 3: Organizational communication & information technology

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

Page 4: Organizational communication & information technology

Functions ofCommunication

Four Functions of Communication

Control Motivation

EmotionalExpressionInformation

Page 5: Organizational communication & information technology

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.

Page 6: Organizational communication & information technology

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

Page 7: Organizational communication & information technology

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.

Page 8: Organizational communication & information technology

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

Page 9: Organizational communication & information technology

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

Page 10: Organizational communication & information technology

• 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

Page 11: Organizational communication & information technology

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

Page 12: Organizational communication & information technology

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

Page 13: Organizational communication & information technology

Thank you….!