Optimizing Workplace Communication Flows

Organizational Communication Fundamentals

Defining Organizational Communication

Organizational communication operates within a complex, open system, both influencing and being influenced by its environment.

It encompasses messages, their flow, purpose, direction, and the means employed. It also involves people, their attitudes, feelings, relationships, and skills.

Essentially, organizational communication is the flow of messages within a network of relationships.

Understanding Communication Flows

Communication flows within an organization are produced through various networks:

• Formal Networks

  These follow the paths traced by the roles defined in the organizational structure.

• Informal Networks

  These emerge spontaneously within the organization, without planning and outside official channels.

Downward Communication

Downward communication is the most frequently studied dimension. Formal authority, tradition, and prestige are evident in downward communications. This includes messages flowing from higher hierarchical levels to subordinate employees.

Types of Downward Communication:

• Work Instructions: Specific tasks.
• Work Rationale: Explaining how tasks relate to other organizational activities.
• Procedures and Practices: Policies, rules, regulations, benefits, etc.
• Feedback: Praise for individual work.
• Goal Indoctrination: Motivating employees regarding the mission, vision, and objectives.

Challenges in Downward Communication:

• Over-reliance on Technology: Distribution methods that rely on technological support instead of personal contacts can be problematic.
• Message Overload: Employees become burdened and may discard information.
• Information Timeliness: Weighing the consequences of providing certain information at a given time (e.g., personal problems within teams).
• Filtering: Excess links in the network and mistrust between supervisors and employees tend to hinder or misinterpret communication.

Upward Communication

Upward communication flows from subordinates to superiors, including questions, suggestions, and raising concerns.

Effective upward communication fosters a perception of genuine interest in employees, reducing pressure and stress in interpersonal relationships. Methods include suggestion boxes, informal meetings, and open-door policies.

Horizontal Communication

Horizontal communication involves the lateral exchange of messages. It occurs between individuals at similar levels within the organization.

Messages relate to tasks or human factors, such as coordination, information sharing, problem-solving, or conflict resolution.