Organizational Communication
I. To understand organizational communication, it's necessary to begin by understanding what an organization is.
A. Organizations have certain characteristics that make organizational communication a unique communication context.
In organizations members are interdependent.
The structure of organizations is hierarchical.
Organizations are linked to their environments.
Organizations depend on communication.
B. There are many reasons to communicate in organizations.
People in organizations use communication to coordinate efforts.
Poor communication can lead to organizational failure.
Communication skills are highly valued and rewarded in organizations.
C. Organizational discourse differs from discourse in other contexts.
Organizational communication is often formal and deferential.
Organizational communication contains specific genres like interviews, business letters, or memos.
Organizational communication behavior is culture specific.
II. Special care must be taken to manage group communication.
A. Communicators must learn how to use formal and informal channels effectively.
Formal channels follow the organization's chain of command. a. Downward flow, flow from superiors to subordinates, can inundate employees with unwanted information and can be inaccurate because of problems inherent in serial transmission. b. Upward communication, communication flowing from subordinate to superior, is often neglected and may be intentionally censored by subordinates who fear reprisals for mistakes or problems. c. Horizontal flow occurs between employees at the same level in the organization. It is often hampered by the fact that employees from different departments may see things differently from one another.
Informal channels are frequently used to bypass formal channels. a. The grapevine has been criticized as being inaccurate and rumor filled. In fact this is not the case. b. Network analysis is a method for mapping informal networks by identifying key network roles.
Organizations differ in terms of tight or loose coupling.
B. Effective organizational members know how to act professionally in the workplace.
Workplace relationships differ from other relationships in terms of choice and power.
Office romances can complicate organizational life. Although not considered as negative as they once were, they can disrupt work and cause problems.
Sexual harassment is a serious problem in organizations today.
III. Organizations develop their own cultures.
A. Entering an organization is like crossing into a new culture.
New members often experience surprise, a kind of culture shock caused by realizing that former roles and rules don't apply.
Organizations can help members fit in by linking newcomers with mentors, and avoiding sink-or-swim, learn-on-your-own philosophies.
B. Metaphors, stories, and rites can reveal a lot about organizational culture.
Metaphors, expressions that compare one thing to another, often give clues as to organizational identity.
Stories can be cautionary tales that encompass basic organizational values.
Rites and ceremonials are performances that act out organizational norms and values. a. They have both manifest and latent consequences. b. They play an important part in the creation and maintenance of strong organizational cultures.
IV. It is possible to become a more effective organizational communicator.
A. In order to become a member of an organization, prospective employees need to learn interview skills.
There are several steps in preparing for an interview. a. The first is to determine one's work-content, transferable, and self-management skills. b. The second is to research the organization. c. The third is to prepare a resume and cover letter that present background and qualifications in a brief, coherent way.
During the interview, prospective employees must determine what the interview is asking and must use answers to indicate qualifications and demonstrate knowledge.
Interviewees should decide ahead of time how to respond to inappropriate questions.
B. Technology is very important in the organizational context.
As telecommuting becomes more popular, employees must find ways to link with the organization and fit in to organizational cultures. a. The advantage to telecommuting is not having to be physically present in the workplace. b. Disadvantages include time management issues and problems in career visibility.
It is important to use media appropriately. Effective communicators are flexible, knowing when face-to-face interaction is called for and when mediated communication is best.
As new technologies are discovered, corresponding new codes of manners emerge.
V. Organizational communication calls for responsible behavior.
A. It's easy to blame someone else for unethical practices. Nevertheless, it's important to take responsibility for one's own actions.
B. Organizational cultures can be inhumane. When organizations encourage mutual trust and support, employees' quality of life is enhanced.
C. Responsible organizations encourage open communication and provide access to information.
D. When organizations limit membership, they diminish creativity and problem solving. Diversity should be encouraged.
E. Because organizations are linked to their environments, they need to consider the effects of their policies on stakeholders.