GENERAL ELECTIVE

PSYCHOLOGY
ASSIGNMENT

TOPIC: COMMUNICATION IN ORGANIZATION

Made by -YUKTA JAIN

Roll Number- pol\20\8
 Course- B.A. (H) POLITICAL SCIENCE, IInd year
COMMUNICATION
The origin of the word “communication” is “communicare” or “communis” which
means “to impart”, “to participate”, “to share” or “to make common.” The sense of
sharing is inherent in the very origin and meaning of “communication.”
According to Keith Davis: Communication is a process of passing information and
understanding from one person to another and the other definition given by Peter Little:
Communication is a process by which information is transmitted between individuals
and / or organizations so that an understanding response results.
 COMMUNICATION IN ORGANIZATION
Organizational communication is the process by which activities of an organization
are collected and coordinated cause of both individuals and the organization. It is
also defined as the channels and forms of communication that occur within
organizations such as corporations, non-profit and governmental bodies. It includes
both communications within an organization and public-facing communication.
In simpler terms, it is the information flow that happens in an organization but the
flow of information has got a structure, direction and process.
The Process of Communication:
Communication is a two-way process involving the following elements: a sender, a
message, a medium, a channel, a receiver, a response and feedback. However, it is
not sufficient to have just all these elements; there should be cooperation and
understanding between the two parties involved. It is important to have a common
frame of reference or context for successful and meaningful communication, e.g. a
common language or common interpretation of a gesture.
Essentially communication involves the sender or the communicator and the
receiver. Both should necessarily share a mutually accepted code e.g. a common
language. The context in which the communication takes place is called the
“communication environment”.

The process of communication can be described in the following manner:

1. Developing an idea: The sender should perceive that he/she has some important
message to be conveyed to the receiver. The sender should have a clear idea
about what he/she wants to communicate to the receiver.
2. Encoding the message: The sender codifies the message. He/She selects
appropriate word, charts, or symbols in this step, to convey his/her idea as clearly
as possible .She/He also decides on the medium of transmission so that the words
and symbols constituting the message can be arranged in a suitable manner.
3. Transmitting the message: This step involves the transmission of the message
using an appropriate medium of communication such as memo, phone call or
personal interaction. While transmitting the message, the sender tries to ensure that
the timing of the message is right. The sender also takes care that the transmission
of the message doesn’t encounter any barriers or interference, which may impede
the flow of communication.
4. Reception of the message: In this step, the receiver, the person for whom the
message was intended, receives the message. If the message was communicated
orally, the receiver has to be a good listener to avoid loss of information during
transmission of the message.

5. Decoding the message: The message is decoded and understood by the receiver.
The receiver has to understand the message exactly as intended by the sender. The
communicator of a message can make the receiver listen to him, but understanding
has to be achieved by the receiver alone. This aspect of understanding is referred to
as “getting through” to a person.
6. Acceptance or rejection of the message: The receiver is free to accept or reject
the decoded message. The receiver can not only choose whether to accept a
message, he\she can also choose whether to accept the message in part. The
acceptance decision of the receiver is influenced by factors such as his perception
regarding the accuracy of the message, the authority of the sender, and the
implications of accepting the information.
7. Using the information: This step involves the use of the information by the
receiver. The receiver may use the information, discard it, or store it for future.
8. Giving feedback: Feedback occurs when the receiver sends back some response
to the sender or acknowledges receipt of the message. The communication loop is
complete only after feedback has been provided. Feedback is essential for finding
out whether the message has been properly received, decoded, accepted and used
by the receiver.

Types of Organizational Communication:

Organizational culture can be split up into the following four categories: 

 Formal and Informal Communication

 Directional Communication

 Internal and External Communication

 Oral and Written Communication

1.Formal and Informal Communication

Formal Communication

Formal communication is often used when communicating with customers and

clients, especially during an official press release. Formal communication
tends to follow a specific organizational structure, such as mass
communication in a carefully crafted email campaign or at a meeting. It may
be used in the following circumstances:

 Press releases
 Job offers
 Company-wide emails

 However, formal communications can sometimes feel stilted and impersonal.

Informal Communication

Informal communication, also known as “grapevine” communication, is equally

important, as it is the most common way internal organizational
communication occurs. Employees use informal communication to connect
with each other to:

 Meet face-to-face in team meetings

 Ask questions over messaging apps
 Share work via email
Many organizations favor informal over formal communication as it can help
employees feel more in control of their own workload.

2) Directional Communication

Organizational communication is directional. This means that the way we

communicate changes depending on the position of the person we’re talking
to. There are three types of directional communication: downward, upward,
and horizontal/lateral.

Directional Communication—Downward
Downward communication refers to an employee communicating with another
employee in a lower-ranking position. Downward communication is most
commonly used in an instructional sense, such as:

 A supervisor discussing work performance with a frontline employee

 The CEO sending a mass email about upcoming changes
In most workplaces, downward communicators will take place via email or
messages. However, they can also take place via video call or face-to-face.   

Directional Communication—Upward
Upward communication is the reversal of downward communication. It’s most
commonly used in the following workplace situations:

 A frontline employee asking a manager for advice or guidance on a task

 An employee giving feedback to a supervisor or manager 

Upward communication is effective because it can help build a more equal

workplace.

Directional Communication—Horizontal
Horizontal communication refers to the communication of employees on the
same hierarchical level. It might occur in the following situations:

 A team meeting to share ideas 

 An employee asking a colleague for advice or support

Horizontal communications often occur face-to-face. However, with more

companies working remotely, employees are needing to find fast and effective
ways to communicate through a screen. 

3) Internal and External Communication

Internal Communication
Internal communications focus on the way employees interact with one
another. This workplace communication may involve the following:
  Professional collaboration via numerous communication channels such
as video, email or live chat
 Employee training modules such as decision-making courses or two-
way reviews
 Messaging around an organization’s mission
 Interpersonal communications between management and employees

Internal communication focuses on employee engagement and employee

communication. Businesses need to ensure that employees can bond and
make effective professional connections.

External Communication
External communication applies to the way an organization communicates
with the outside world. This includes:

 Public relations announcements, for example by social media, TV, or

radio
 Marketing materials
 Branding of products or services
 Job posts and hiring, including LinkedIn adverts or recruitment drives

External communication is important for building a brand, as well as

maintaining strong customer relationships. There should be an overarching
tone to all external communication in order to show a cohesive organizational
image. It needs to fit with the organization’s mission, ethics, and industry.
4) Oral and Written Communication

Oral Communication
Oral (spoken) communication is important. It’s the way a person
communicates face-to-face to their colleagues, employees, or customers. An
employee may use oral communication in a one-to-one session, a small group
meeting, or in front of a large crowd of people. As such, oral communication
helps us to form stronger relationships and build trust. 

Written Communication
Written communication is also important when running a business. It occurs
via email, instant messages, and social media, and can be both formal and
informal. There are a number of benefits to written communication over oral
communication. For example, an employee has more time to think of their
response and ensure it adheres to the company guidelines. Written
communication is less impulsive and therefore can be more strategic.  
 IMPORTANCE OF COMMUNICATION IN
AN ORGANIZATION
Organizational communication is essential in building a business. The downfall of
an organization is often a result of ineffective communication. 

1) LEADERSHIP - The function of leading is important to enabling management in

an organization to issue instructions in a clear, specific manner so that workers
are able to follow them without difficulty.

2) INFORMATION FUNCTION - The information function serves to provide

knowledge to the individuals need for guidance in their actions. It also fulfills
worker’s desires for awareness of things that affect them.
3) INSTRUCTIVE FUNCTION - The command and instructive functions serve to
make the employee aware of his obligations to the formal organization and to
provide him with additional guidance on how to perform his duties
adequately.
4) MOTIVATION - Communication promotes motivation by informing and
clarifying the employees about the task to be done, the manner they are
performing the task, and how to improve their performance if it is not up to
the mark.
5) EMPLOYEE ENGAGEMENT- Good organizational communication can help
employees feel more engaged with their work and the business as a whole.
Strong communication also means employees will have a greater
understanding of the business and of their role within it.

6) PUBLIC RELATION- When a customer hears something negative, it reduces the

credibility of the business and can drive them away. Having effective internal
and external communication can reduce the chances of such negativity and, if
a problem does arise, deal with it well.
7) REDUCING MISUNDERSTANDINGS- Organizational communication ensures
that all organizational members are on the same page. This reduces the
likelihood of any miscommunications or misunderstandings.
8) PERFORMANCE – It improves both organizational and individual performance.
9) SOCIALIZING - Communication also helps in socializing. In today’s life the only
presence of another individual fosters communication. It is also said that one
cannot survive without communication.
10) CONTROLLING PROCESS- Communication also assists in controlling process. It
helps controlling organizational member’s behaviour in various ways.
Employee must comply with organizational policies, perform their job role
efficiently and communicate any work problem and grievance to their
superiors. Thus, communication helps in controlling function of management.
 BARRIERS TO EFFECTIVE
COMMUNICATION IN ORGANIZATION

1. Noise: Noise is the first and foremost barrier to communication. It

means “interference that occurs in a signal and prevents you from
hearing sounds properly.” It also encompasses many other factors that
may exist at the end of sender as well as that of the receiver. We must
therefore keep in mind that communication is always likely to be spoilt
by ‘noise’ that stands for so many things.
2. Lack of Planning: Communication is not a casual affair.
Unfortunately many people take it lightly. The result is that the message
to be sent across may not be carefully planned. There are innumerable
examples of people who would give an ill-planned, long-winding lecture
while a short presentation with tables or graphs would be sufficient.
Such an event would turn into one of miscommunication or mal-
communication. 
3. Cultural Barriers: Cultural differences often come up as
communication barriers. We have to be especially careful in this regard
as now we have to operate in international environment. The same
category of words, phrases, symbols, actions, colours mean different
things to people of different countries or different cultural backgrounds.
For example- In the North American States a sign of ‘O’ made with the
forefinger and thumb stands for ‘OK’ while in the Southern States it is
construed as obscenity.
4. Wrong Assumptions: Quite often we act on assumptions, without
caring to seek clarification for them. We should make all possible efforts
to maintain our goodwill and not act impulsively on assumptions.
5. Socio-psychological Barriers: The attitudes and opinions, place in
society and status-consciousness arising from one’s position in the
hierarchical structure of the organisation, one’s relations with peers,
seniors, juniors and family background—all these deeply affect one’s
ability to communicate both as a sender and receiver.
6. Emotions: Emotions play a very important role in our life. Both
encoding and decoding of messages are influenced by our emotions. A
message received when we are emotionally worked up will have a
different meaning for us than when we are calm and composed. Anger is
the worst emotion and enemy of communication.
7. Information Overload: Unchecked inflow of information very often
becomes another barrier to communication. It may stifle the senior
executive or bore and frustrate him. When people are bogged down with
too much information they are likely to make errors. They may also
delay processing or responding to information/message at least for
some time. And delay may become a habit, causing serious
communication problems.
8. Poor Listening: Poor listening may lead to serious communication
problems. Too many people are interested in talking, and mostly talking
about themselves. Everybody knows about the importance of listening,
but very few actually practice patient, active and empathic listening.
That is why so many communication problems crop up. Poor listening
accounts for incomplete information and also poor retention. 

9. Offensive Style of Communication: It is quite obvious that

offensive style of communication leads to communication breakdown. It
is a rather sensitive point. If a manager sends a message in such a way
that the workers/ juniors become defensive their relations get strained
and communication suffers. Hence it is absolutely necessary for the
management to adopt a persuasive style of communication.
10.Loss by Transmission: Communication often suffers or gets diluted
when messages pass on from person to person in a series of
transmissions. They get diluted on the way. Special care has to be taken
that the intended message reaches the person concerned.

REFERENCES
 https://www.ringcentral.com/us/en/blog/a-guide-to-organizational-
communication/
 https://www.geektonight.com/organisational-communication/
 http://publications.anveshanaindia.com/wp-
content/uploads/2016/09/ENHANCING-COMMUNICATION-FOR-
ORGANIZATIONAL-EFFECTIVENESS.pdf
 https://www.slideshare.net/ak_amitkumar/communication-in-an-organization-
11023630
 https://www.yourarticlelibrary.com/business-communication/essential-types-of-
organizational-communication-with-diagram/25812