How Communication Counts in an Organization

The basic reason for any kind of communication is to get some manner or form of action.

In the context of a business enterprise, the action desired is usually related, either directly or indirectly to the efficient performance of duties and responsibilities. This does not mean that the action wanted must necessarily be only in the form of exclusive physical action. Alternatively, the action resulting from a communication can be in the form of an attitudinal response such as accepting an idea, or a willingness not to behave in a particular way.

Although some form of response is the basic objective of communication, in the context of a business organization, it must be recognized that the type or kind of response desired by the management from its subordinates may not always materialize. One of the fundamental reasons why people sometimes fail to respond properly is because of various barriers to effective communication.

The two most frequently used methods of communications are spoken and written words. Oral communication takes place primarily in a face-to-face situation. It is the most favored method of transmitting information, principally because it is more personal in nature and it more conveniently allows the transmitter to determine if the receiver understands and accepts what has been communicated to. In addition to this, it possesses the advantages of being the fastest form of communication allowing both parties to participate in the situation and share their opinions and feelings; the advantages of which are most important to motivation and practice of human relations. More over, it takes place in most cases, in an informal and cordial atmosphere.

Written communication, although considerably less personal and participative in nature than oral transmission, is an essential part of any organization. In every business organization, the most frequently used and relied upon dimension of communication is the downward direction. This refers to the process of communicating from the top of the organization down through various levels to the bottom of the organization.

An equally important dimension of information transmission is that of upward communication. This helps employees not only to receive communication but also to use their capacity to respond to the management. It is the only dimension of communication through which employees can convey to their superiors their actions, attitudes and opinions about a multitude of subjects of vital concern to the effective operation of the organization. It is also the only means by which the management can determine if the information it has transmitted has been received, understood and accepted and if proper action has been taken or not.

A third dimension of communication for effective operation of any business is the horizontal communication which in effect is transmitting and receiving information between departments or people of the same level in an organization. Communications of this nature are absolutely essential for the success of any firm, for without it the activities of various functions such as production, sales, personnel, purchases, and finance cannot be possibly coordinated.