Communication channels Essay

1. IntroductionReport subject is Formal and daily channels of communion in organizations. confabulation is an important part of management in any organization. An organization is created by people working together. confabulation becomes a requirement condition to match special(prenominal) individual coordinated action. It follows that all organizations must have effective formal methods, mechanisms and processes of intercourse, and suitcapable and effective means of making sure that what they wish to say is genic effectively (R.Pettinger, 2006).The aim of this report is to comp be and explain signifi fuckce of formal and informal channels of talk in organizations. The methods used are analysis, diagrams that describe forms and types of communication and reflection.2. Essentials of communicationCommunication is an exchange of training between cardinal or more people, providing mutual understanding. focusing specialist J.P.Louis believes that the person who speaks is res ponsible for successful communication. Communication happens when an idea that has arisen in human mind reachesa nonher persons consciousness in a way that ensures the understanding and use of it.Communication occurs when feedback is formed. If a person has not reached an understanding with a person whom he seeks to contact or pass on the information, it smoke be assumed that communication has not happened.3. Forms of communication3.1. Verbal communicationVerbal or oral communication is a way of communication, which provides exchange of verbal communication expressions (face to face conversations, telephone conversations, assort discussions). Research and experience shows that, despite the technological progress, people in organizations widely use direct verbal communication. It provides immediate feedback between sender and receiver it is real simple and requires no previous long-term preparation. Disadvantage of this communication is that it requires immediate perception. Verba l communication can be used, if the sent informationis addressed to some(prenominal) peopleis short in volumeis relatively simple in its content.Information receiver hears only one part of the conversation, translates it, then adds own judgment and avoids what the person does not want to hear. It may be something that does not fit in the system of knowledge, or something that is too disturbing to accommodate. Somehow the message gets change and the information recipient replies and comments.3.2. Non-verbal communicationWritten communication is a form of communication, which provides exchange of information in written expression. For example, rescripts, notices, articles and letters. The benefits as checking particulate details in the first place sending the information are considered and are very important for major decisions. Written information is often a rule (annual reports, conclusion on the fiscal situation) which can not be provided by verbal communication.Written commun ication is recommended in cases where the sent information is intensive in amountrelatively convoluted in its content.Written communication is a way of communication, which provides exchange of fixed information in a written form. This informations medium is documents. proportional table of the communication types is shown in Appendix 14. Communication types4.1. Formal communicationCommunication in the organization can be formal (official) and informal (unofficial). Formal communication theory are mostly written, although they may now also implicate formal presentations, newsletters, legal advisories, invitations, awards. Non-written formal communication devices are in-person communications in the forms of departmental meetings, telephone calls, conferences and special interviews.Formal communication depends on the organisational structure, thus it may be vertical and horizontal. The purposes of formal communication are to command, to instruct, and to finalize matters through th e application of regulations. Essential for charabancs is to think slightly the communication function in two directions. At first, it increases respect for a manager. Secondly, with a two way communication the manager is able to check staff understanding and also motivation and concerns. If it does not happen, then manager has to stay in un reliableness of what co-workers think and feel.After that it is difficult to direct and influence the results. Vertical communication means channelling the flow of information up and down (between the different levels of managers and subordinates) in consonance with the established organizational structure. There is a vertical communication, which is moving down, and one that is moving up. See Appendix 2. Downward communication directs information from a manager to subordinates. Analyzed communication can be divided into five categories Instructions and guidance.They are required to initiate action, to inform employees about their tasks and to determine the execution while The information is intended to increase individually or in departments to understand other organizational tasks Information about the organizations strategy, action and pattern events.It is important to form other ideas and activities and get some coherence of organizational practices Information about the execution, which is used to inform subordinates on how well they are operate Information about the organizations objectives to increase the understanding of the subordinate organizations purpose and character.Upward communication provides feedback channelling through which the sender returns to certain information. Such upward information can be divided into three categories Information about employees, their activities and problems Information about other group members, their activities and problems Information on what needs to be done and how to do it. Upward flow of information is understood as information for the highest levels to en sure control.The second formal (official) way of communication is horizontal communication. Its mission is to increase the coordination of the activities. Horizontal communication is the advancement of information flow aside, allowing the individual units to collaborate without the need to follow up and down the live communications. Horizontal communication is possible between middle-level managers, as well as between lower-level managers and staff.Therefore the individual units would be able to work together. In contrast, vertical communication exists between the different levels of managers and their subordinates according to established organizational structure. Horizontal communication has the meaning of information flow guiding one level within the structure.4.2. slack communication idle communication in the organization satisfies a variety of social and emotional needs and is not based on the positions within the organization. The purposes of informal communication are to e ducate through information sharing, to motivate through personal contacts, and to resolve conflicts through participation and friendship. It seeks to involve workers in organizational matters as a means of maintaining their enthusiasm, loyalty, and commitment.As a result, the communication is not managed or planned in any organized fashion. It is more relaxed and casual. Informal communication is seen on a person-to-person basis, in a face-to-face manner. Other ways to communicate in an informal manner may include texting, post-it notes, an informal visit to another person, or a quick and spontaneous meeting.One of the informal communication channel type is called grapevine. The use of the organizational grapevine as an informal communication channel often results when employees feel threatened, vulnerable, or when the organization is experiencing change and when communication from management is restricted and not forthcoming. Informal communication also may take a non-verbal form a s facial expressions, sign language, and manner of dress.When used with thought and planning, however, there are several(prenominal) advantages of grapevine communication. It can spread information quickly passim an organizationserve a social purposereduce stress and anxietycan be used to identify problems or lack of satisfaction in the organization Informal communication is used to help people feel more relaxed. This can be seen in an interview situation where an interviewer makes a little small talk to help get clients to relax, feel welcome and open up verbally. The use of informal language is far more prevalent in society than the use of formal language. Advantages and disadvantages of formal/informal communication are displayed in Appendix 3.5. Examples of effective formal communication channelsFormal presentations this could be an update of the organizations performance in the previous period of time. An designate for this is an annual staff meeting in hotel Cumberland. On a set day all the staff were gathered in a meeting get on with everyone present from all levels, twain managers and workers. In the meeting high level managers from departments were effectively presenting materials about last the organizations last years performance, achieved goals, needs for modifyment and future plans using graphs, diagrams and presentation software.Newsletters these are newspapers, magazines, online visions which provide the information about the organizations current standings, performance and products being developed. This can be seen in many electronic manufacturing companies, for example, Apple, Sony, LG, and Samsung. Sony has designed a newsletter for staff that keeps information up to date and involves staff in caller-ups function. Awards wealthy organizations award best workers ineach department every year, some of them organize banquets for award events in luxury banqueting halls. late the organization FIFA organized notable banqueting event in Gr osvenor square Marriott banqueting hall. Awards are meant to motivate workers to work harder and increase their performance.6. Examples of effective informal communication channelsTexting is very common and quick method of informal communication between staff and management. It is quick and easy way to assign the next order of work or any changes and updates. Evidence for this is All purpose cleaning organizations manager who communicates with co-workers in friendly and relaxed manner sending messages about work projects or even feedback from customers. Quick and spontaneous meetings are frequent in public sector where good customer service is essential.The company Sainsburys regularly gather staff to discuss important daily matters to increase productivity and improve customer satisfaction. After work activities are very necessary to get to know each other better, share experience, thoughts and new ideas in personal and work relevant matter. Example for this is St. Pancras Renaissa nce Hotel where everyone after work united an all staff barbecue in their casual look in a free and unrestricted environment which was fun and memorable experience.7. ConclusionManagement functions can not be realized without communication. Correct choice of communication approach is an important condition for the organizations productivity. Access to human resource communication is the most effective approach to the organization to enhance productivity. Employee concerns are not only heard but also are used to improve the organizations activities. The main point for effective communication creation is a two-way communication and the development of various communication channels.It is recommended to use both formal and informal communication styles. People who have learned and know how to use their knowledge in the art of communication achieve better results. In other words, those are people who can communicate with anyone in a way to attractattention to their personality and ideas . An effective organization consists of employees who are able to interact and follow a talented leader, so they need to communicate with each other to succeed in their performance.8. RecommendationsEffective communication is essential throughout the economy, government and military organizations, business, customer service or family, wherever people come into mutual contact. Communication between people form opinions of each another. all over time, the gained and practiced types and quality of communication determine productivity of communication and the basis for successful cooperation. Communication is at its most effective when it is delivered face to face, allowing for discussions and questions (R.Pettinger, 2006).There are several options for improving the efficiency of communication which are divided into the improvement of information transmission and reception period provision of repeating information and locomote it to the sender improving the organizational structure .One of the ways to improve the transmission and reception is to avoid extensive, imaginative descriptions. It is important to formulate information laconically and specifically, so that words do not loose their importance. It should be noted that the repetition and returning(a) information to the sender is an effective way of improving communication. Information returning to the sender improves both the sender and the recipients communication skills.One of the key ways to improve communication is related to the organizational structure. It is important to ensure a clear flow of information, as well as the correct allocation of duties and responsibilities. It is stated that it is desirable to have minimal communication channel space to minimize the probability of distortion. References1. Pettinger, R. (2006). Introduction to Management 4th edition. Basingstoke MacMillan. 2. Buchanan, D & Huczynski, A. (2007). Organisational Behaviour. An Introductory text. 6th edition. Harlow Pear son. 3. Boddy, D. (2008). Management an Introduction. 4th edition. Harlow Prentice Hall. 4. ForaudsI. Vadtjs un vadana. (2002). R Kamene. 5. Pavlovia A., Praude V.(2003). Menedments. R Latvijas Uzmjdarbbas un menedmenta akadmija Rgas Komercskolas Tlmcbas nodaa. 6. Ruskule S., Ivans U. (2004 ).Vadana. Jelgava LLU EF. Appendix 1Communication between peopleCommunication formsAdvantagesDisadvantagesVerbalPromotes exchange of informationIs not always precise and cautiously thought out.Simple in use.It is not possible to use regular entries.Non-verbalTends to be more precise and carefully thought out.Does not contribute to the exchange of information.Is used in regular records of performance.Difficult and sometimes time-consuming.Appendix 2Communication types in organizationsAppendix 3