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ORGANIZATONAL BEHAVIOR

COMMUNICATION IN AN ORGANIZATION

Presented By:

Amit Kumar

Anas.O.M

Shwetha. J

Srinivas Reddy

Titto.K.S

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What is communication?

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• The imparting or interchange of thoughts, opinions, or information by speech, writing, or signs.

• Something imparted, interchanged, or transmitted

• A document or message imparting news, views,  information etc.

"Any act by which one person gives to or receives from another person information about that person's needs, desires, perceptions, knowledge, or affective states. Communication may be intentional or unintentional, may involve conventional or unconventional signals, may take linguistic or nonlinguistic forms, and may occur through spoken or other modes."

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What is organizational communication?

And

How is it different from usual communication?

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“Organizational communication is the process by which activities of an organization are collected and coordinated to reach the goals of both individuals and the organization”

“In simple terms it is the information flow that happens in an organization but the flow of information has got a structure , direction and process.”

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What kind of information flow happen in an organization?

And

Information flow happens between whom?

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Types of business communication

1. Internal communication: This is the communication that takes place within an organization. In addition to the usual face to face, telephone, fax or mail; modern organizations may use technology to communicate internally. Technology may be used for e-mails or a linked internal communication.

2. External communication: Communication between the organization and those outside the organization. The communicate with other businesses can be through telephone, fax ,internet etc.

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External communication

• Letters• Fax• Direct mail• Internet• Video• Telephones• Advertising• websites

Internal communication

• Team briefing• Notices• Reports• Memos• Face to face • E-mail

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Investors

Customers

Prospects

Press/AnalystsPartners

Employees

Potential Employees

Influencers

Competitors

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The communication looks fairly simple

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Investors

Customers

Prospects

Press/AnalystsPartners

Employees

Potential Employees

Influencers

Competitors

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Now how complicated does it look ?

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The Communication Process ?

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Types of communication in an organization.

Formal CommunicationChain of commandWritten wordRepresentative system

Informal CommunicationGossipsGrape vine talksChit chats

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The Structure and mode of organizational communication

• Horizontal / Lateral Communication

The exchanges between and among agencies and personnel on the same level of the organization chart.

Horizontal communication aims at:

– Task coordination: (Inter Personal & Departmental)– Problem solving: (Discussion & Brainstorming) – Information sharing: (Inter Personal & Departmental)– Conflict resolution: (Inter Personal & Departmental)

• Vertical Communication

» Upward Communication» Downward Communication

• Diagonal Communication

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Upward communication

Upward communication -the process whereby the ideas, feelings, and perceptions of lower-level employee are communicated to those at higher levels in the organization.

Functions:

• It provides management with needed information for decision making

• It helps employees relieve the pressures and frustrations of the work situation.

• It enhances employees’ sense of participation in the enterprise.• It serves as a measure of the effectiveness of downward

communication.

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Downward communication

Such communication is initiated by the organization’s upper management and then filters downward through the “chain of command”.

• People are limited as to the amount of information they can effectively absorb and react to.

• Therefore, management must, of necessity, restrict what it communicates to subordinates.

• Organization implies some restriction of communication. Without restrictions on communication, any organizational member could be buried under an avalanche of incoming messages from all the other members.

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Diagonal Communication

• This occurs when communication occurs between workers in a different section of the organization where one worker is on a higher level.

• For example diagonal communication will occur when a department manager converses with an employee in another department.

 • It allows cross communication between departments

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Importance and advantages of communication in an organization

• Help individuals to understand and pursue organizational objectives.

• Cover every management function.

• Organizational culture depends on communications.

• Improve both organizational and individual performance

• Better the communication better the performance

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Modern era – Boundary less organizations

Organization in which there are no barriers to information flow ideas and information move to where they are most needed.

In this modern era people have the facility to work in their home and report it their superiors, there are employees who report to their superiors in another country

• Concept promoted and implemented by General Electric ( Jack Welch)

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Designing communication mechanism for an organization

• An organization can be structured in many different ways, depending on their objectives. The structure of an organization will determine the ways in which it operates, performs and communicates.

• Communication in an organization also depends on the leadership style.

• Classical organizations supported information flow only through the chain of command, but this leads to the missing of information during the flow.

• There are organizations in which every official communication should be in a written form, especially in a bureaucratic set up.

• Organizations should keep a track of the communication between employees

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Contd..,

• One single method of communication process might not work well for an organization.

• So it will be better to have a communication process which is structured – vertical along with horizontal communication.

• The system should flexible where in decisions are to be made fast, or when the organization is facing problems – that is diagonal and by-pass communication should be allowed in important situations.

• As proposed by Jack Welch information should flow to where it is needed and not to unnecessary designations.

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Communication helping growth of an organization

1. Conservative and structured

The communication process should be vertical for a conservative and structured organization. Horizontal communication can be allowed for better coordination between different departments.

Relationship of an organization with its customers is very important, so the employees should be properly trained for the process. Better the communication better the performance of any company.

Better communication helps in better interpersonal relationships, less conflicts, better understanding, solving problems and helps discussions which can lead to new ideas which will help the organization grow better.

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2. Multinational company

• In a multinational company an employee might have to report to his superior who might be from another country or to a superior who might be in another country.

• So there will be cultural differences across the different units and subsidiaries of the same organization in different countries.

• Horizontal communication should be allowed between the units of the organization in different countries to keep a track on the work and its progress.

• Employees must be trained properly to communicate keeping in mind the cultural differences in different countries.

• The information should be allowed to reach where it is necessary.

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Contd..,

• Due to the fact that there is no single communication mechanism that is best fit in managing large and complex organization, a number of communication mechanisms are put into practice so that the MNC can efficiently communicate.

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THANK YOU