Organisational Communication – Theories and Principles [UGC NTA NET Political Science Notes]

Organisational communication refers to the systematic process of sharing information within an organisation. It includes the flow of messages among employees, management, and stakeholders. This communication can be both formal, such as through official memos, and informal, such as casual conversations among colleagues.

Key Theories of Organisational Communication

About key theories helps in grasping the nuances of organisational communication.

Classical Management Theory

This theory marks a structured hierarchy within organisations. It focuses on clear lines of authority and communication. Key figures include: – Henri Fayol – Advocated for administrative principles in management. – Max Weber – Introduced the concept of bureaucracy in organisations.

Human Relations Theory

This theory puts stress on the significance of social relationships in the workplace. Employee morale and motivation are central to this approach. Key figure: – Elton Mayo – Conducted the Hawthorne Studies, revealing the impact of social factors on productivity.

Systems Theory

This theory views organisations as open systems that interact with their environment. It emphasises the importance of feedback loops and interdependence among various parts of the organisation.

Cultural Theory

Cultural theory examines how the culture of an organisation shapes communication practices. Key figures include: – Edgar Schein – Studied organisational culture and its impact on behaviour. – Geert Hofstede – Analysed cultural dimensions affecting communication.

Critical Theory

Critical theory focuses on power dynamics and inequalities within communication. It challenges the status quo and seeks to understand how communication can perpetuate power imbalances. Key figure: – Jürgen Habermas – Explored the concept of communicative action and public discourse.

Postmodern Theory

This theory questions traditional narratives and embraces diversity. It marks multiple perspectives and the fluid nature of communication.

Principles of Organisational Communication

Effective organisational communication is guided by key principles.

Clarity

Messages must be clear and easily understood to avoid confusion.

Consistency

Communication should remain consistent across all levels and channels of the organisation.

Feedback

Encouraging two-way communication encourages responsiveness and engagement.

Timeliness

Information should be communicated promptly to ensure relevance.

Relevance

Messages should be pertinent to the audience and context, enhancing engagement.

Openness

Creating an environment where employees feel free to express ideas encourages a culture of trust.

Models of Organisational Communication

Several models illustrate the communication process within organisations.

Shannon-Weaver Model

This linear model identifies the sender, message, channel, receiver, and noise as key components of communication.

Berlo’s SMCR Model

This model focuses on the Source, Message, Channel, and Receiver, emphasising the effectiveness of each component.

Schramm’s Model

This model marks the importance of shared experiences between the sender and receiver, facilitating understanding.

Barnlund’s Transactional Model

This model views communication as a dynamic and continuous process, where all parties are simultaneously senders and receivers.

Types of Organisational Communication

Organisational communication can be classified into various types.

Formal Communication

Structured communication that follows official channels, such as reports and memos.

Informal Communication

Unofficial communication, often spontaneous, such as casual conversations or gossip.

Downward Communication

Information flows from higher to lower levels, such as directives from management.

Upward Communication

Information flows from lower to higher levels, such as feedback from employees.

Horizontal Communication

Information exchanged between peers or departments, facilitating collaboration.

Barriers to Effective Organisational Communication

Several barriers can hinder effective communication within organisations.

Physical Barriers

Geographic distance and office layout can impede communication flow.

Psychological Barriers

Prejudices, emotions, and attitudes can distort messages.

Language Barriers

Jargon, technical language, and language differences can lead to misunderstandings.

Cultural Barriers

Diverse cultural backgrounds and norms may affect communication styles.

Technological Barriers

Issues with communication tools and platforms can disrupt information exchange.

Importance of Organisational Communication

Effective organisational communication plays important role in various aspects.

Enhances Teamwork

Good communication encourages collaboration and teamwork among employees.

Facilitates Decision-Making

Clear communication aids in informed decision-making processes.

Improves Employee Morale

Effective communication increases job satisfaction and morale among employees.

Aids Conflict Resolution

Open communication channels help in resolving conflicts promptly.

Supports Organisational Change

Effective communication is essential for managing change and adaptation within organisations.

Trends in Organisational Communication

Several trends are shaping the landscape of organisational communication .

Digital Communication Tools

The increased use of emails and instant messaging has transformed communication practices.

Remote Communication

The rise of remote work has emphasised the importance of virtual communication.

Social Media

Organisations are increasingly using social media for internal and external communication.

Diversity and Inclusion

There is a growing focus on incorporating diverse perspectives in communication practices.

Role of Leadership in Organisational Communication

Leadership plays a very important role in shaping communication culture within organisations.

Setting the Tone

Leaders establish the norms for communication practices.

Modeling Transparency

Effective leaders demonstrate open and transparent communication.

Impact on Engagement

Leadership communication directly affects employee engagement and trust levels.

Evaluation of Organisational Communication

Regular evaluation of communication practices is essential for improvement.

Surveys and Feedback

Conducting surveys and gathering feedback helps assess communication effectiveness.

Monitoring Effectiveness

Organisations should monitor communication strategies and their impact on employee satisfaction.

Adjusting Strategies

Based on evaluation outcomes, organisations must adjust their communication strategies for better results.