Analyzing Communication Dynamics in Organizational Frameworks

This essay delves into the critical role of communication within organizations, emphasizing its significance in determining an organization's performance. It explores the implementation of effective communication techniques, highlighting the role of human resource management in creating a conducive environment. The essay examines the importance of employee relationships and the impact of various communication methods, such as creating a receptive atmosphere and using simple language, on organizational success. It further analyzes factors influencing communication, including cultural diversity, emotional differences, and educational backgrounds. Additionally, the essay discusses communication's function as a management tool, tracing its evolution from a top-down to a more inclusive, employee-driven approach. Finally, it reviews different forms of corporate communication, including bulletin boards and electronic mail, and how technology has revolutionized communication channels. The essay provides a comprehensive overview of communication in organizations, emphasizing the need for open and effective communication strategies for organizational success.

Communication in an Organization
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Communication in an organization
Communication in an organization is one of the most fundamental parameters
that are set to determine the rate at which a given organization is capable of performing
various tasks within its boundaries. Currently, a good number of organizations have
been able to realize some of the importance that is brought about as a result of
adequate and reliable communication techniques (Scullion, Collings and Gunnigle
2016). To implement communication in a given organization, it entails quite some tasks
that need to be appropriately addressed to come up with the desired outcome that is
related to communication (Feldman and Rafaeli 2017). In addition to developing
appropriate communication techniques in an organization, Al Mehrzi and Singh( 2019)
postulates that adequate communication is capable of scaling up the operations within
an organization( See appendix A for benefits of communication) In most occasions, the
department of human resource management within various organizations is the ones
who are generally in charge of multiple communications within the boundaries of their
respective organizations (Ehnert 2017).
Moreover, appropriate implementation of human resource management
techniques is highly capable of creating a conducive communication environment within
a given organization thus scaling up most of its operations (Bondarouk, Trullen and
Valverde 2016). Communication is an issue that is not only one-sided and therefore if
an organization is prepared to encounter its benefits, but it should also be ready to
engage both the top management officials together with the employees (Wong and
Giessner 2018). They are the ones who are capable of determining the level of

communication being encountered within the boundaries of their respective
organizations.
Relations of various employees
The relationship that exists among multiple employees within a given organization
highly determines the level of communication being encountered within the
organization. In addition to be relationship existing between various employees, Swailes
and Blackburn (2018) states that appropriate and reliable relationship between the
employees in an organization is significant to quite a number of operations (See
Appendix B). A mostly appropriate and reliable connection capable of creating
brotherhood conditions within a given organization is known to have the capability of
scaling up various communication processes among different personalities (Guest
2019). The top management officials in an organization too should focus on their
relationship with every employee working within the organization, they should not
involve any conditions associated with discrimination, but instead, they should treat
everyone equal (Janssen 2017). As a result of this appropriate relation existing between
the top management officials and the employees, there will be an proper communication
between them most so during times of emergencies thus helping the entire organization
to come up with adequate strategies that will enable them to solve out various issues at
an early stage (Sharma, Sharma and Agarwal 2018). This means that the relations of
multiple employees should be a positive one to enable every employee of a given
organization to be able to understand one another through an adequate communication
thus helping in the elimination of various adverse outcomes (Liden and Graen 2016).

Appropriate ways of communication within an organization
There are quite some communication techniques within an organization that will help
every personality to appropriately understand what is taking place across various
sectors (Gilbert, Laschinger and Leiter 2018). The following are some of the adequate
and reliable methods of communication that can always be implemented within a given
organization;
 The creation of a receptive kind of atmosphere- To have effective communication
with a given team, there is the need to create a responsive sort of atmosphere
that is capable of accommodating every individual (Dotti Sani 2018). This will
further help to eliminate conditions that are associated with a tense environment
thus leading to an adequate delivery of the message that is being passed.
 Display of confidence and seriousness during the communication process- There
is the need to show various signs of calmness and faith during communication
times to make sure that your words are not taken for granted. When the team
members within the organization notice that there is a lack of seriousness during
the communication process, they will try as much as they can to disregard the
entire information (Moran 2018).
 Use of simple words- During communication processes, there is the need to
ensure that there is an implementation of simple words that can easily be
understood by everyone thereby avoiding conditions that are related to confusion
(Reece, B. and Reece 2018). To be effective in your communication with all the
team members, there is a need to use words that can be easily understood (Park
and Levy 2017).

 Listening to the team members- This is one of the adequate approaches when it
comes to communication taking place within a given organization (Aasland et al.
2017). Discussion is usually intended to be some two way street, due to this,
there is no need for one to talk just because he or she is the leader of a given
organization, but instead, they should be ready to listen to every member of the
organization thereby encouraging them to open up thus providing appropriate
guidance most so during various future communication processes (Aasland,.
Factors influencing communication in an organization
There are quite some factors affecting communication within any given
organization; these factors tend to prevent the occurrence of various outcomes
within the organization thereby slowing down the rate at which the organization is
capable of meeting quite some objectives within the stipulated time frame (Clark and
Mayer 2016). Cultural diversity is one of the significant factors that are known to be
influencing business communication being experienced in quite some organizations.
When people originating from different backgrounds communicate within a given
work environment, there will be a higher chance of misunderstanding together with
the wrong interpretation of various messages that are likely to lead to troubling
situations within the organization itself (Burden 2017). Additionally, there are
emotional differences, emotions together with feelings attached to various parties
most so the ones who are involved in quite some communication processes,
adequately affect the nature of communication (DeCenzo, Robbins and Verhulst
2017). Past experiences also tend to influence discussion within a given

organization to a certain extent; the experience of a prior communication will be able
to actively determine the effectiveness of further communication that exists between
the sender of the message and the recipient.
Additionally, there is what is known as education and intellectual differences
(Tung 2018). Quite some differences associated with formal education together with
mental levels of a particular sender and the receiver of the message somehow
influences the meaning of communication that exists between them. If they have
similar qualifications in terms of education, there will be effective communication
between them since they are likely to have various perceptions directed towards the
same direction (Ward 2018).
Communication acting as a function of management
Historically speaking, for the last 15 decades, Americans management systems
operated as a strict “top down “when it comes to communication companies. Most of the
companies had their top owners as the final decisions makers especially when it comes
to make tough decision for the companies. This was particularly because of the “top
down” kind of ruling system. Perhaps I could say, most of the decisions could either fall
under the company’s owners or rather the senior management committees whom were
basically tasked with mandate of deciding strategic operations of the companies that
included the production and Marketing of the products. In their words I would say that
employees were just mere worker with no say or rather no amount when it came to
making decisions for the company. However, this kind of management system was
eventually hampered by the introduction of the labor unions. The basic function of the

labor union was basically to act as a voice for the mistreated worker who had no
absolute say in the company.
The pressure imposed by the labor union could eventually lead to the establishment
communication systems where employees could freely air out their thoughts or rather
grievances. This was particularly possible through the labor union which was of course
against the tough “to down” kind of management systems. Perhaps I could say that the
establishment of the labor union could have led to the establishment bottom up kind of
management system where everybody can have a say when need be. Actually, this
kind of freedom has of course changed the notion that employees are just mere workers
since their input to the companies have helped many companies revolutionize over
time.
In the current era, most companies do allow their employees to air out their mind when
need be. This has particularly helped the companies solve most of the internal
challenges that could have proved difficult to solve without the help of these employees.
In, fact most companies have even introduced what we call a rewarding system where
employees are rewarded for the positive input to the company. The incentives are of
course to encourage the employee to keep up the good work. Most often I would say
that some companies have even gone to the extent of increasing an employee’s salary
or rather shares when they make a big positive impact to the company. Alternatively,
bad habits such as employee harassment can also be reported to the company’s
management for necessary action. Addition to that, most modern companies have even
introduced regular meeting when every employee can speak their minds in regards to

how they feel about the company and what they would wish to be implemented or rather
changed for the betterment of the company.
Talking of management, the current systematic kind of management has changed the
way top manager operate their daily routines when carrying out their activities. For
instance, a top manager can actually rather not rely on the report submitted by the
subordinates but actually walk around the company doing what we call “management by
walking around”. This kind of management allows the top management to actually meet
with the employees and see what really happening around them.
Forms of corporate communication
Technology has indeed revolutionized the modern world, all aspects of the has been
touched or rather impacted by the technological advances and development. In this
regard, management has not been left behind as times can actually define how
management has changed over the years. Despite the fact that corporate
communication may have remained fairly constant over the years, there has been a
drastic change in the way management and employees keep in touch with each other.
Today different companies have assumed different methods of keeping in touch with
their employees; these methods could be in the form of circulating news later,
magazines or even bulletin boards. Some of the big of the big top notch companies
have even gone to the extent of using corporate-produced television shows or copy-only
messages transmitted by closed circuit television. Depending with size of the company,
some have even adopted a system of distributing electronic mail news later to their

employees. These form of communication channels have aided in the improvement of
the communication between the top management and their employees.
When it comes to communication channels, bulletin boards make the oldest kind of
corporate communication. They were particularly used for the passing announcement
particularly when extending the working hours or perhaps when there was an opening of
a new plant. Although it might seem as an old fashioned way of passing information, it
was basically the only best tool during the early days. Technology as it is said is indeed
the mother of all inventions. Today, most companies have adopted other mean of
communication s we have already discussed above, meanwhile some of the companies
merely use the bulletin boards to merely post legal requirement such as wage and hour
rates. Other companies try to make bulletin boards a force for employee recognition and
information. Even though the bulletin may have served well during the early day, they
also have their own challenges that included fading in the consciousness of employee
who rather get to see them on a regular occasion. This particularly led to employees
ignoring the bulletin boards unless the information was changed.
On the other hand, the newsletter and the magazines were basically used for the
various purposes that included passing management policies, announcement of new
products, answering question and providing employees with a reminder of what the
company is all about. Despite having a number of significance, the newsletter and the
magazines also had a number of challenges that included being slow and times
consuming. In some occasion, the intended communication would irrelevant with the
objectives of the company and thereby convey confused message. In order to minimize
this kind of situations, some corporation has gone an extra mile to use the closed-

circuits, satellites and videotape0based programs to conduct their operations.
Additional, due to the development of technology, most people today watch televisions
and thereby some corporation has developed television programs that convey their
information in a rather professional way. Through this method, these companies have
managed to grab the attention of their employees through the television program. Most
often, another advantage of the television programs is that it could be used to make an
emergency announcement within minutes rather than using some cumbersome
methods like writing newsletters and magazines.
Another modest version of communication is through sending e-nails. This particularly
because they are instantaneous and is always available to anyone with a computer
terminal. Basically one importance of the E-mail is that it could be used to pass
confidential message from one channel to another without compromise from a third
party. For instance, an employee may send an email to his/her CEO sharing a great
business idea that they have discovered while working in a particular environment. The
emails also offer the platform for passing out customer complains about the products or
poor services by the employees. Another important feature of the email is that it can
actually filter all the complaint message thereby making the sorting process way easier
that writing suggestions in a later. When it comes to its cons, the emails can be misused
for personal or trivial matters especially when the email is intended to be a group
distribution.
Apart from the other reliable means of communications like E-mail, there is also other
methods that business can actually use to get things done within the organization.
These include memos and reports. These are particularly used for the short terms

notices but act accordingly with the approval of the management. At times the reports
may be supplemented with live presentation to stress the information being passed to
the employees. However, the memos and report are only as important when the
information passed is actually readable to the employees. In this case, a memo from the
head of accounting outlining procedure changes may be useless to the CEO who has a
marketing background unless the memo plainly spells out why accounting changes will
improve the company's activities.
According to one author of the management books, he estimated that up to 70% of the
business communication between the managers may actually miss the mark because of
the following reasons that include bureaucratic language, pompous phrasing, technical
jargon and lastly incorrect conclusions. On the other hand, the company can be out of
control especially when dealing with informal method of communication such as rumor
and the company “grapevine.” In this case, the grapevine is the bottom-up kind of
communication where the employees try to sort their own challenges especially when
the management is not yet actively involved.
The absence of the management can result to the employees feeling their own voids
with guesses to comfort them. For instance, it may take effect as a result of loading-
dock being laid off because better production scheduling eliminates their jobs. This kind
of action may signal the second shift loaders that the company is in trouble. For, this
kind of action may result to much wire guesses like; a company receptionist may
conclude that the company is perhaps negotiating to buy out or perhaps bought out.
Since grapevine can be stopped that easily, the management should therefore take
action as fast as possible to stop the rumor from building to something that may spoil

the company’s reputations. In fact, the most effective way of dealing with kind of issue is
to approach the employees and assure them that the management is aware of the
ongoing rumors and that legitimate concern will be taken to addressed as soon as
possible. Subsequently, the company can also include the employees to air out
anything they have to say in one meeting where they can feel safe other approaching
them on individual basis. This way of dealing with grapevine gives employees the
confidence that the management believes in them and thereby convincing them would
be very difficult. Managing employees when they are together not only gives the
management a boost of control but also an added respect to the manager in charge of
the situation. In this regard, they employees will see a high stake in themselves which
can be a good boost to the company other than using some kind of old management
style.
Theories of communication
There are quite some arguments assisted with, and they can adequately define what is
entailed to have an adequate and reliable communication technique (Al Mehrzi and
Singh 2019). The first significant theory is known as Symbolic interactionism theory that
suggests that various principles entirely create the entire concept of self with the first
one being ‘meaning.' This principle clearly explains how we act towards different things
most so according to the whole of meaning that we apply to them. Secondly, there is the
principle of language that clearly states that a given individual can negotiate to mean
through the use of various symbols (Dewa, McDaid and Ettner 2017). Finally, there is
the principle of thought; this principle has the capability of modifying the interpretation of
a given group of individuals.