COM2601: Organisational Communication.

COM2601: Organisational Communication. DYNAMICS OF ORGANISATIONAL COMMUNICATION QUESTION 1 Define the concept “organisational communication” - Organistaional communication is defined as sending and receiving messages amongst linked individuals in a setting with the purpose of meeting individual and common goals. According to (Scott Poole et al, 1997) organisational communication is characterised by interdisciplinary approaches towards research and theoretical development and it borrows freely from management, sociology and psychology, information science and other related fields. Organisational communication is dependent on contextual and cultural meanings. These messages can be transmitted in written, face to face or mediated channels. In essence organisational communication helps us to the following: 1) accomplish tasks relating to specific tasks and responsibilities; 2) adapt to changes through individual and organisational goals; 3) ensure task completion through policy maintenance, regulations and procedures that support daily operations; 4) develop relationships where the morale within the organisation`s people is based on satisfaction and fulfilment. QUESTION 2 Discuss seven communication networks and the direction of communication within organisations and illustrate each network with practical examples – a. Internal communication network- communication within an organisation and its members e.g., memorandum b. External communication network- communication from organisation to external stakeholders e.g., newsletter or business report. c. Formal communication network- communication within an organisation e.g., emails d. Informal communication network/ grapevine- communication within members e.g., rumor mill e. Downward communication network- communication from upper level to lower-level employees an email from the CEO informing members of their annual bonuses. f. Upward communication network- communication from lower-level employees to upper management e.g., a sales agent pitching am idea to the sales manager how to market a new product. QUESTION 3 Identify and describe five networks as channels of communication and provide a practical example of how these networks are present in organisations - communication networks are patterns of the directions which information flows within an organisation , they are classified in two ways namely formal and informal networks. Formal networks follow a chain of authority chain and are based on task-related communications whereas Informal networks follow the grapevine method and are free to move in any direction, can skip authority lines and are based on fulfilling social needs. These are formal networks. a. The Chain network - in the chain network communication is both upward and downward chain through the hierarchy. Each person communicates only with the person directly below or above them in reporting relationships. A rigid chain of command is used e.g. a CEO delegating a task to a department head, then department head delegates to a supervisor in that fashion. b. Circuit network – in the circuit network people communicate in dialogue form both sending and interpreting messages. Communication flows in a circuit manner. Person A sends a message, person B listens and responds to person A in that manner until communication is finalised e.g., a department manager and a supervisor discussing a strategy to promote productivity. c. Star network – in the star network several people are involved in a form of a star shape. This network enables communication with each other within a group of people involved in the same process, it has no central point that controls the flow of communication all are free to communicate with no restriction e.g. A work group chat such as group. d. Wheel network - in this network all subordinates receive commands from one superior, this is a highly centralized type of communication network where each member receives instructions from a singly authority e.g. a commander directing soldiers on missions. e. Vertical network – the vertical network is usually between the superior and subordinate and vice versa. It is two-way communication; immediate feedback is possible in this network and serves as a formal network e.g. department head and supervisor exchanging emails. Question 4 Define the term “conflict in the organisation” and discuss the levels of organisational conflict. Provide examples from your knowledge, experience and observations. There are many definitions off what organisational conflict is, the peace and conflict research assume the following 1) conflicts are an expression of opposing interests, 2) Are characteristics for modern societies and 3) they are endemic amongst among modern societies. Organisational conflict is an expressed struggle between at least two interdependent parties who perceive incompatible goals, scarce resources, and interference from the other party in achieving their goals. S.R Robbins There are three main levels at which conflict occurs, the first level of conflict is individual level conflict is when two individuals are in confrontation with each, it may be called as inter-personal conflict and intra-individual conflict. This may be between two individuals of the same group, for example two colleagues arguing because of a certain rumor the other may have started whereas intra-individual conflict occurs arises within the individual and is considered psychological in nature due to goal and role conflicts. The second level comes at group conflict level, these refers to divergence and competition between two groups in the organisation I.e., management and staff. These conflicts can be intra-group or intergroup conflicts meaning they can happen between subgroups and different groups. For example, a group may have conflict because of different ideas or strategies to deal with an issue during a strategy meeting. The last one comes as conflict at the organisational level and can also be an intra-organisational or inter-organisational conflict, these are conflicts between organisations. Intra-oeganisational conflict can happen in two ways a) Horizontal conflict occurs when two functional groups at the same hierarchical level clash, this can happen due to shared resources, interdependency and goal conflicts. The other of this is b) Vertical conflict refers to conflict at different hierarchal levels such as superior and subordinates this happens due to communication breakdown such as unclear instructions given by the superior to subordinates on a particular task. Inter-organisational conflict happens between organisations within the same industry, this can happen due to unethical practices, for example, a conflict between organisation A and organisation B over similar ad campaigns for a product. QUESTION 5 According to Barker (2013:105), new communication technology constantly influences the functioning of an organisation and creates new opportunities to enhance organisational communication. Discuss the main effects of organisational communication technology on organisational communication and provide practical examplesOrganisational technology is defined as the sum total of manmade tools that improve or develop new ways to create new services offered by organizations to aid communication The impact of technology in today's organisation is undeniable as the world advances the relationship between technology and organisational communication is fast becoming inseparable. Like all advances and changes technology has its positives and negatives but if the negatives outweigh as they do in technology it becomes an asset to the growth of organisations. Organisational communication relies on systems that create documents, faster communication tools like email, facsimile, telephone lines all these tools can allow an organisation to function efficiently if utilized properly. Email, audio, computers, and phone lines these tools streamline communication within organisations thus aiding efficiency and production for example in an organisation that operates in an eleven-story building if the was urgent information a manager on the 10th floor wanted to communicate to a colleague on the 7th they would physically have to go down to that floor to deliver the message whereas with a phone or email the massage would be sent in five minutes saving time. Internet services allow organisations to communicate and receive information worldwide easily, enabling mass communication. Although these are the pros, they can over cons in that technology-based communications may have a negative effect on productivity if the systems are not understood. This also can have a negative impact in that they create communication overload, social isolation and a reduction of face-to-face interaction which can cause miscommunication that may result in organisational conflict.