Channels of communication in an organization

Channels of communication in an organization

Abstract

The structure of ABC Company determines the way information flows in the company. In this paper, we have discussed communication channels with their advantages and disadvantages. According to this report, it can be noted that the channel that sender of the message selected determines if the message will reach the recipient effectively.

1.0 Introduction

Channels of communication refer to the means through which people communicate within a company. For the task to be assigned and completed, require communication. Circuit that is selected determines the way effective is communication (Williams, 2018). Therefore the company should put in different consideration channels because inappropriate channel may cause losses in the company since tasks will not be completed appropriately. ABC as a company should prioritize effective communication to ensure that the goals of the company are effectively achieved (Harvell, 2006). Therefore the company should consider different channels for different types of communication to ensure communication is done effectively.

1.1.1 Communication in the organization

Communication process in the organization should be carried through considerations of various factors that can act as a barrier to ensure communication is effective. Communication in the organization can either follow upward, downward or horizontal movement. Downward communication refers to the situation where the message is sent from seniors of the company to their juniors. Example of this communication is when the supervisor is giving instruction on the way tasks can be performed to the subordinate staff. The upward communication process is the situation when the message is sent from subordinate to managers of the company. Horizontal communication is the communication that takes place amongst the staff of the same level. An example of this process is when employees discuss how they will perform a specific task assigned to them (Reynolds, 2010).

1.1.3 Channels of communication

Channels of communication refer to the processes or procedures of delivering information from one person to another within the organization. This communication channels can be internal, external, formal or informal. Internal communication is the information that can be accessed by everyone in an organization despite your level in terms of management. External communication refers to the sharing of information about the company with outsiders. Example of this communication can be communication amongst customer and employee in the company. Both internal and external communication can be classified either under formal or informal communication, depending on the direction of communication in the company. In the report, we will be discussing these two types of channels of communication.

formal notification

Discussions that follow within official line of authority are communication that supports the legal channel. This communication involves either upward or downward forms of communication. An example of this communication is when employee report to operation manager the progress of the assigned duty in ABC company. The manager also can issue guidelines or instructions to the subordinate staff (Johnson et al., 1994). This is a formal communication that takes a downward movement.

Formal communication can follow two different directions. This direction can be upward and downward communication. A downward form of communication is where communication takes place from higher employee to lower-level employees. The directors of the company can pass information to the branch manager where he gives the information to other employees in the company. This type of communication can be initiated to perform various tasks.

Downward communication can take place to guide other employees on how they can accomplish the goals of the company and objectives (Liberman, 2010). This type of communication ensures that subordinate staff is given guidelines on the way they carry their duties. This type of communication provides that also strategies of achieving the company’s goals are elaborated to the juniors in the company.

Through this form of communication, employees can learn the way different tasks are performed in the company.  Management utilizes this opportunity to explain the way the task is related to the goal of the company. For the company to be productive, must have goals for the department and specific employees to ensure they meet the final target of the whole process. In this type of communication, management explains the achievement expected from the individual employee, therefore motivating them indirectly to achieve company goal.

Managers can use this type of communication to explain to employees the procedure of performing specific tasks in the company (S, 2015). Managers can also notify their employee’s practices within the company. This can comprise of different rules and regulations in the company. In the situation where production is carried in the company, the manager is obligated to explain procedures that should be carried in achieving the expected result. This will save the company from losses that can be experienced due to ignorance.

Formal communication can be downward when managers are giving remark on the performance. This can be a situation where the manager reacts to the way department in the company has been performing. The manager also can issue appraisal feedback of every employee in this type of communication. Managers can address the issue about the direction and the point where the company has reached in terms of the company goals and objective.

Despite these advantages of upward communication, it has some disadvantages. The type of communication is critical because the message can be miscommunicated. The message is passed from one person to another, which makes it prone to distortion.

Another direction that formal communication takes is an upward flow of the message. This kind of communication is from employee to the managers. This type of communication can help the manager to understand if the staff understood the letter sent to them. This form of communication also helps the manager to handle the problems of the employees within the institution. Employees can communicate with their seniors to explain the way the company can be advanced, to raise their disputes or when they are delivering accounting issues to their seniors.

1.2.2 Informal channel of communication

It is the type of communication that can take different flows of communication. It can take horizontal, upward and downwards. Most of the institutions discourage this type of communication. It is the communication if not controlled can lead to gossip and spread of false news in the company. This develops in a situation where employees take time to converse with their workmate in their offices. Informal communication carries both positive and negative in the business.

Concerning the positive impact, communication speed is increased when compared to formal communication. Information can be shared faster in the entire company since this type of communication is not limited by formal barriers. The sender of the message can get feedback faster than informal communication. This type of communication gives a sense of satisfaction to employees. Due to their unregulated communication employees, closeness can grow.

The negative impact of informal communication is that it is of low credibility. The message cannot be trusted in the way formal communication can be trusted. Informal communication can cause a crisis in the business. This is because a rumor can spread easily in the company.

1.3 Ways in which a company can use communication channels effectively.

All businesses succeed due to effective communication that is employed in the company. ABC Company to be more productive, it must invest heavily in communication. Effective communication can be improved in the company by plastering basic skills. This skill includes speaking and listening. When employees can carefully pay attention to what is addressed to them, they provide immediate and accurate feedback.

The company should ensure that there are frequent meetings with the employees.  These meetings help the company to figure out the progress and addresses the way changes in the company has affected employees. This can give employees an opportunity to air their issues. This can save the company from the crisis that arises due to miscommunication since manager in the company can clarify information which could not be clear.

A message issued to employees should be clear and brief. Communication offered to a large group like that of ABC Company employees need to be clear and brief. Messenger should be selective in the words that he or she uses because miscommunication can bring a big harm to the business (Chand, 2018). For example, when a manager issues new policies in the company, he or she should be clear on which department the policy applies or else the entire company might take everything has changed.

The company should make use of technology. Communications done through current technology are more effective and faster. You can communicate with the entire working team in the company using social media in a few minutes despite where you are.  The manager can carry video conferencing which also save time and money (Joseph, 2018).

2.0 Recommendation and conclusion

Recommendations

• Employees of the company should be properly oriented that they understand the way the company works to avoid distortion of the message.
• The frequent meeting between management and employees can enhance effective communication.
• The company should choose multiple channels in communicating a similar message to ensure that instructions are well understood.

Reviewing of work should be regularly so that management can be updated.

Conclusion

The way the organization is structured determine if the message can flow effectively. As we have discussed there are two major channels of communication which are informal and formal. Each channel is used with the aim of accomplishing a certain task. A communication channel that is chosen determines if the communication will flow downwards, upwards or horizontally.

References

Chand, S. (2018). Channels of Business Communication: Formal and Informal Channels. [online] Your Article Library. Available at: http://www.yourarticlelibrary.com/business-communication/channels-of-business-communication-formal-and-informal-channels/27647 [Accessed 23 Sep. 2018].

Harvell, L. (2006). Effective Communication: A Comparison of Tools for Organizations. Review of Communication, 6(1-2), pp.141-143.

Johnson, J., Donohue, W., Atkin, C. and Johnson, S. (1994). Differences Between Formal and Informal Communication Channels. Journal of Business Communication, 31(2), pp.111-122.

Joseph, C. (2018). Ways to Ensure Effective Communication. [online] Smallbusiness.chron.com. Available at: https://smallbusiness.chron.com/ways-ensure-effective-communication-3184.html [Accessed 23 Sep. 2018].

Liberman, C. (2010). Communication and organizational knowledge: Contemporary issues for theory and practice. Journal of Communication, 60(4), pp.E16-E18.

Reynolds, C. (2010). Introduction to business architecture. Boston, Mass.: Course Technology PTR, p.chapter 6.

S, S. (2015). Difference Between Formal and Informal Communication (with Example and Comparison Chart) – Key Differences. [online] Key Differences. Available at: https://keydifferences.com/difference-between-formal-and-informal-communication.html [Accessed 23 Sep. 2018].

Williams, O. (2018). What Are Communication Channels Within an Organization?. [online] Smallbusiness.chron.com. Available at: https://smallbusiness.chron.com/communication-channels-within-organization-61447.html [Accessed 22 Sep. 2018].