Communication Layout and Form

1. Introduction – Organisational CommunicationOrganisational communication happens at different levels and in different forms. Without communication a firm cannot operate.

Indeed communication skills are considered as a critical ability at work. In this respect it is important that both managers and employee select the best form communication, which is determined in line with the level of communication adopted. In this paper we will first define downwards, upwards and horizontal communication levels. We will then proceed by discussing the advantages and disadvantages of the main forms of communication present in an organisation.1.1 Levels of Formal Communication1.

1.1 Upward Communication Upward organisational communication comprises messages from employees to management at both operational and executive level. The opportunities for upward communication are highly dependent on organisational features and structures. Brewer J.

noted that higher upward flow of communication arises whenever management and staff work roles are distinguished professionally rather than bureaucratically. Brewer J. further precludes that the need for upward communication is high only when significant distinction between superior and subordinate roles is present, in which the manager tasks are remote from operational problems and separation exists between staff and management.This author was criticised for the latter statement because detractors contend that that it contradicts the first contention. In this respect, upward communication should not be solely regarded in terms of written reports, but should also include consultation between individuals at different hierarchical levels.

For example, a lecturer will utilise upward communication by discussing with the headmaster about problems he might encounter with some students.1.1.2 Downward Communication Downward organisational communication is the contrary of upward communication. In this style of communication, the message is arising from higher hierarchical levels like managers, while the recipients are at a lower level such as employees. Downward communication can arise in two different styles, in an authoritative system and a participative way.

Authoritative style of communication originates when higher level management are dictating tasks and procedures. The participative method entails discussions with subordinates about tasks requested. In this system upward and downward communication will probably arise. For example, functional budgets set by executive management are negotiated with operational managers in the participative scheme with the aim of reaching the optimal plan. During such negotiations top management will propose the functional budget leading to downward communication and departmental managers will provide a feedback on its applicability and desired amendments, thus generating upward communication too.

In communication it is always ideal that there is a two flow of messages from both parties.1.1.3 Horizontal Communication Such organisational communication is considered essential whenever the creation of routine and standardised instructions is complex and decisions ought to be made by staff close to the operation irrelevant of their rank. Horizontal communication arises within the same section or between separate departments at the same hierarchical level. This type of communication is useful in libraries and colleges because it supports coordination of decision making.

Brown W. elaborates further on the aforementioned points by stating that in order to have effective horizontal communication it is imperative that firm’s goals are clear and conversed properly to staff. This is done with the aim that staff knows to what they have to adhere in their decisions and thus ensures that effective choices are selected.1.

2 Forms of Communication The main types of communication mediums that one can use are classified under these main headings:• Written Communication – in the form of writing, like letter, memorandum and reports.• Visual Communication – messages that can seen, such as television, electronic mail, web-based communication, electronic references (the last one falls also under the next category).• Oral Communication – communication by speech like for example on telephone and radio.• Face to face communication – allows also non-verbal signals, akin to interviews, presentations, meetings and informal discussions. Upon identification we will now discuss the advantages and disadvantages of these forms of communication in the proceeding sub-sections.1.

2.1 Written Communication1.2.1.1 Advantages Written communication is considered as a valuable commodity due to its inherent advantages. Such communication can be easily stored, transmitted and retrieval of information can be allowed by providing permanent record of such data .

Nowadays, we are bombarded with information at work. Therefore it is easy that we forget some aspects of information received, thus requesting the importance of retrieval of information, which written data allows. Transfer of written communication is much easier than oral and face to face communication . For face to face communication to succeed one needs to find a suitable time both for the sender and receiver/s. A letter, report or memorandum can be prepared by the sender at his convenience and the receiver will read the message when he deems fit because it will be either in his tray or mail. Written communication also allows sufficient time for the preparer to choose the right words to convey the significance of the message appropriately.

Revision of such message is also applicable .1.2.1.

2 Disadvantages Even though one can carefully prepare a properly worded written message, this communication is considered as a slow form of communication . Indeed this method is undesirable when one needs to convey the note quickly. In addition, prompt feedback cannot be obtained from written communication . This therefore hinders evaluation of the effectiveness of the message sent and there is the risk that the information transmitted is not properly comprehended.

1.2.2 Visual Communication1.2.2.

1 Advantages Visual communication falls under asynchronous communication9, like written communication. In this respect, the advantages and disadvantages of both are very similar. Indeed, a relatively permanent record of information is provided. Storing, transmission and retrieval of such data is also applicable.

The message can be prepared and read at the sender/receiver(s) convenience. An additional benefit derived from electronic mail, which is not present in written communication is that the sender can note the date and time when the receiver read the electronic mail, and if the mail was not delivered successfully, he is notified through an electronic mail, which is quicker than in case of letters.1.2.2.2 Disadvantages Unlike written communication the only disadvantage present in this form is that there is no feedback from the receiver.

The problem of a slow medium of communication is diminished because the message can be displayed quickly. However, there is no control on the time spend by the receiver to read and decoy the message.1.2.3 Oral Communication1.

2.3.1 Advantage This type of communication, which is considered as synchronous communication, possesses the main benefit of allowing immediate feedback from the receiver10. Since both sender and receiver are present at the same time, the full communication model identified in Donnelly H. J. et al textbook can take place where encoding and feedback are provided by the receiver11.

Yet, such benefit does not apply to radio.1.2.3.2 Disadvantages The benefits of written communication discussed in sub-section1.2.

1.1 are the limitations of oral communication. Such communication cannot be stored and retrieved for later use. Thus there is the risk that the receiver forgets some important issues. There is also no proof that the communication took place. Therefore this is not a convenient form of communication for transmission of important data.

Also to note with respect to telephone is that a call sometimes is suitable for one person but not for the other party. There is also lack of time to think for the correct message, especially for the receiver, leading to inaccurate words being stated for the case, especially for people who lack verbal communication skills.1.2.4 Face to Face Communication1.2.

4.1 Advantage The advantage noted in oral communication is further enhanced in this form of communication. Sometimes on the telephone, receivers tend to convey a different message than is actually intended due to the position of the sender, particularly when he is a superior manager. With the help of face to face communication the probability of such possibility will decrease because the sender is facing the receiver and he can note his body language. Facial expressions, gestures, movement, positioning, posture, sounds and contact can provide valuable feedback to the sender of the message12.

1.2.4.2 Disadvantages The main problems of face to face communication are trying to find a suitable time for all the interested parties and the issue that certain questions might arose during the meeting, presentation and more, in which the sender is not prepared in.1.

3 Final Thought – Best form of communication Communication is a complex area in which there is no straight answer. Indeed some forms of communication are applicable for certain situations and not for others. Therefore the sender should evaluate and choose the appropriate medium in light of the information content, duration and urgency.