The organizational communication facilitated in the office helps the employees in achieving their goals within a given period. In the same way, it is also needed for employees to know what is expected from them. The clear and well developed communication skills of the supervisor will definitely help in delivering messages. However, all these efforts will be put to waste if the right application of organizational communication is not determined and clarified.
Why is there a Need for Organizational Communication?
People may come to believe that the means of communication they have for their entire organization is enough and that the basic way of sending and receiving information would be enough. But, little do people know that without a well determined organizational communication, there will surely be conflicts of interests and received information. Although these situations are dreaded and avoided by many organizations, conflicts due to miscommunication are obvious and constant occurrences, regardless of the size and nature of the organization.
Organizational communication is needed in any group of individuals to ensure that the right information is delivered in the correct manner and in time. Imagine having to listen to three different people talk about one thing without discussing the limitations and expectations. This will certainly result to three different interpretations given to people, thus, creating conflict and confusion. In order to avoid all these, even in small companies and beginning enterprises, all sorts of organizations must be able to create an organizational communication plan that all members can refer to at all times.
Means of Communication in Organizations
Various means of organizational communication can be used in companies, businesses, corporations, and enterprises. These should be determined for the organization to define how it work and which would suit each type of information best. Because the world recognizes the contribution of technology in all industries nowadays, memorandums and other formal letters are being sent through the Internet. This is not just a time saver but also contributes to achieving a paperless organizational communication. Another means of organizational communication is through announcements from department heads or supervisors. With a specific person to say the information, it will be made very clear. Some organizations also ensure the communication is efficient through official announcements during an assembly or meeting. Of course, official letters being sent around for members of the organizations to read are also very popular in all industries.
Organizational Communication Planning and Facilitation
In terms of efficiency and clarity in the delivery of the information from and within the organization, the planning of the organizational communication must be prepared and emphasized. There should be a checklist of the usual information and letters that are being sent out to people in and outside the organization. In knowing these, particular means of communication can be assigned to each. An example of this is the use of formal letter and public announcement for changes in products or services being offered by the organization or salary concerns.
Another example for organizational communication planning is using email as a tool to send instructions to people especially for last minute changes in a project or activity. The person who will be in charge of creating the communication for each type of information must also be specified. It must be someone who has knowledge in business communication to ensure the capability to provide what the information to be communicated calls for like in written or spoken language.
With complete structure of the organizational communication plan, it can already be facilitated by letting the members know how it works. This will help these people determine who to go to in case they have questions and inquiries regarding a certain letter, information, or memorandum. In employing the communication theory and well planned organizational communication strategy, conflicts and confusion will never be a problem again.