11.2 Types of Communications in Organizations

Communication in organizations is multifaceted, encompassing oral, written, and nonverbal forms. Each type serves unique purposes, from face-to-face meetings to email memos, and nonverbal cues like body language. Understanding these forms is crucial for effective workplace interactions.

Social influences and organizational design significantly impact communication. Power dynamics, group norms, and perception biases shape interactions, while organizational structure and communication networks determine information flow. Recognizing these factors helps navigate workplace communication challenges.

Types of Communication in Organizations

Types of organizational communication

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• Oral communication involves spoken words and can take various forms
  • Face-to-face conversations allow for immediate feedback and nonverbal cues (team meetings, one-on-one discussions)
  • Telephone calls enable remote communication but lack visual cues (conference calls, customer support)
  • Video conferencing combines visual and auditory elements for virtual meetings (Zoom, Skype)
  • Presentations and speeches are used to convey information to larger audiences (company-wide updates, training sessions)
• Written communication relies on the written word to convey messages
  • Emails are a common form of digital written communication in the workplace (internal memos, client correspondence)
  • Memos are brief, formal documents used for internal communication (policy updates, announcements)
  • Reports provide detailed information on specific topics (financial reports, project status updates)
  • Policies and procedures outline rules and guidelines for employees to follow (employee handbook, standard operating procedures)
  • Instant messaging and chat platforms allow for quick, informal written exchanges (Slack, Microsoft Teams)
• Nonverbal communication includes body language, tone of voice, and other cues that convey meaning beyond words
  • Body language encompasses various physical cues
    • Facial expressions convey emotions and reactions (smiling, frowning)
    • Gestures emphasize points or convey attitudes (nodding, crossing arms)
    • Posture reflects confidence, interest, or disengagement (leaning forward, slouching)
  • Tone of voice can alter the meaning of spoken words (sarcasm, enthusiasm)
  • Physical appearance influences perceptions and credibility (professional attire, grooming)
  • Personal space reflects comfort levels and cultural norms (standing too close, maintaining distance)
  • Eye contact indicates engagement, honesty, or discomfort (maintaining eye contact, averting gaze)

Social influences on workplace communication

• Social influences shape how individuals interact and communicate in the workplace
  • Power dynamics impact communication patterns and behaviors
    • Hierarchical relationships create differences in status and influence (manager-subordinate interactions)
    • Formal authority grants certain individuals the power to direct others (executives, supervisors)
  • Group norms and expectations establish unwritten rules for communication (using specific jargon, adhering to meeting etiquette)
  • Organizational culture sets the tone for communication styles and values (open-door policies, emphasis on teamwork)
• Perception plays a significant role in interpersonal communication
  • Stereotyping and bias can distort perceptions and lead to misunderstandings
    • Unconscious bias operates outside of conscious awareness (assuming competence based on gender or race)
    • Halo effect occurs when positive impressions in one area influence overall perceptions (attractive individuals perceived as more competent)
    • Horn effect is the opposite, where negative impressions color overall judgments (one mistake taints overall performance evaluations)
  • Attribution errors involve misinterpreting the causes of behavior
    • Fundamental attribution error overemphasizes personal factors and underestimates situational influences (attributing a missed deadline solely to laziness)
    • Self-serving bias leads individuals to take credit for successes and blame external factors for failures (claiming sole responsibility for a project's success)
  • Selective perception filters information based on preexisting beliefs and expectations
    • Confirmation bias seeks information that confirms existing beliefs while ignoring contradictory evidence (only considering data that supports one's position)
    • Perceptual defense blocks out threatening or uncomfortable information (ignoring constructive criticism)
• Social influences and perception can hinder effective communication in various ways
  • Misinterpretation of messages occurs when perceptions distort intended meanings (reading sarcasm into a neutral email)
  • Communication barriers arise from biases, stereotypes, and power imbalances (hesitating to speak up in meetings due to perceived lack of authority)
  • Reduced trust and collaboration result from misunderstandings and flawed perceptions (avoiding teamwork with colleagues perceived as difficult)

Impact of design on communication

• Organizational structure shapes communication patterns and effectiveness
  • Centralization vs. decentralization affects information flow and decision-making
    • Decision-making authority is concentrated at higher levels in centralized structures (top-down directives)
    • Information flow is more restricted in centralized organizations (limited access to strategic insights)
  • Formalization establishes standardized procedures and rules for communication
    • Standardized procedures ensure consistency but may limit flexibility (strict email protocols)
    • Flexibility and adaptability are reduced in highly formalized environments (difficulty adjusting to rapid changes)
  • Hierarchical levels impact vertical and horizontal communication
    • Vertical communication flows up and down the chain of command (progress reports to supervisors)
    • Horizontal communication occurs across departments and teams at similar levels (cross-functional collaboration)
• Communication networks determine the paths and channels for information sharing
  • Formal networks are officially recognized and follow prescribed channels
    • Chain of command outlines reporting relationships and authority lines (employee → manager → director)
    • Prescribed channels are designated for specific types of communication (submitting expense reports through the finance department)
  • Informal networks emerge outside of official channels and are based on social relationships
    • Grapevine refers to the informal spread of information through social interactions (rumors, gossip)
    • Social relationships facilitate information sharing and collaboration beyond formal structures (friendships, shared interests)
• Organizational design choices impact communication effectiveness in several ways
  • Speed and accuracy of information sharing are influenced by structure and networks (faster dissemination in flatter organizations)
  • Employee engagement and participation are affected by communication channels and norms (open-door policies encourage input)
  • Coordination and collaboration across departments depend on effective horizontal communication (cross-functional teams, matrix structures)
  • Adaptability to change requires flexible communication processes (agile methodologies, rapid feedback loops)

Communication Systems and Technology

• Communication channels are the mediums through which information is transmitted within an organization
  • Traditional channels include face-to-face meetings, phone calls, and written memos
  • Digital channels encompass email, instant messaging, and video conferencing platforms
• Feedback loops are essential for effective communication and continuous improvement
  • They allow for two-way communication and help ensure messages are understood correctly
  • Regular feedback sessions and surveys can identify communication issues and areas for improvement
• Communication technology plays a crucial role in modern organizational communication
  • It enables real-time collaboration and information sharing across geographical boundaries
  • Examples include project management software, company intranets, and enterprise social networks