Regional Department of Defense Resources Management Studies,
Brasov, Romania Organizational communication, both internal and external, affects organizational efficiency and effectiveness and consequently, the objectives of the organization. Communication is one the elements of the organizational life which is taken for granted and most of the times overlooked. It is pervasive and inherent in all activities thus, it cannot be analyzed in isolation, but in an organizational context. A well structured communication system will impact the performance of the organization through the quantity, but mostly the quality of the information it transports. Information should be clear, concise, specific, open, multi-directional.
strategies, goals, objectives. 1. ORGANIZATIONALSTRATEGY sender, transmitted and then decoded AND COMMUNICATION by the receiver will influence the results of the action it triggers. Effectiveness and efficiency are There has been done a lot two basic management concepts, of research work in the field of which determine the analysis of organizational communication what and how needs to be done by aiming to discover and develop the organization in order to attain the methods to use this process to desired objectives. Now, a question improve performance. arises: Why some organizations The interest in communication is seem to be more effective than others not a new thing, but it has remained and attain performance quicker? of interest ever since the second The answer could be an appropriate half of the 20th century when it organizational system composed of became more of interest. In 1973 multiple elements working smoothly Mintzberg in his work “The Nature together and all connected through of Managerial Work” [1] analyzed good communication. the presence of interpersonal Summing up and simplifying definitions, communication appears communication in the managerial to be a process in which a sender will activity. Other recent studies state send a message to a receiver through that organizational efficiency a communication channel. The involves the usage of communication message will be decoded, analyzed instruments in order to create sense, and then acted upon in accordance develop loyalty, explain vision and with the information received and build a common purpose. understood from it. Therefore, the Organizational communication, way the information is encoded by the both internal and external affects the organizational efficiency and one. Multinational organizations effectiveness and consequently, are a specific case, combining the the objectives of the organization. elements of the founders and those Communication is one the elements pertaining to the nations constituting of the organizational life which, the staff, all of them adapted to the unfortunately, is taken for granted local characteristics. and most of the times overlooked. A well structured communication It is pervasive and inherent in all system will impact the performance activities thus, it cannot be analyzed of the organization through the as an isolated sub-system of a larger quantity, but mostly the quality of the system, but in an organizational information it transports therefore, context. It runs through every information should be clear, concise, department and it feeds the specific, open, multi-directional. activity inside the organization. We can break down organizational William Scott provides one of the communication into two main most comprehensive definitions elements: operational communication which says that “organizational which includes every message that communication is a process is used to communicate about work which involves the transmission related aspects in order to comply and accurate replication of ideas with work procedures and to achieve ensured by feedback for the organizational objectives (what helps purpose of eliciting actions which the entire organization operate) and will accomplish organizational personal communication which goals.” [2] comprises discussions among the Organizational communication individuals which are not related to the shares information as well as organizes achievement of organizational goals. relations among the speakers, it is an Operational communication exchange of information with the covers: orders and instructions, internal and external environment dialogues about work-related aspects; thus influencing the functioning of work documents. It is the central part the organization. of the organizational communication Every organization has its since the work activity is based on specific style of communication the information it carries. which is shaped by the domain and Communication is more than an scale of activity and mostly, by the exchange of information, it is one of specifics of their organizational the most efficient and refined tools culture. However, there are common for controlling and channeling the communication elements among work environment towards the right the organizations, but results are direction. Rules and regulations just always influenced by the specific establish the general framework, but elements, i.e. certain conduct rules the fine tuning requires more subtle that must be respected in a Japanese keys. However, for the purpose organization as opposed to those of imposing certain direction, from an American or middle-eastern transparency and lack of ambiguity are not always the purpose of Ricky W. Griffin touches this organizational communication. issue and he defines effective Communication used for communication as “the process of controlling implies that there are also sending a message in such a way some secondary objectives which are that the message received is as not always stated openly. These hidden close in meaning as possible to the agendas surface whenever there is a message intended” [5]. According personal or less officially stated gain to Terry and Franklin, “effective targeted. Therefore, communication communication involves the most is not always objective and fair play, accurate sending and receiving of its principles are not obeyed as long information, full comprehension as this approach suits the individual of the message by both parties purpose best. and appropriate action taken upon Modern management relies a lot completion of the information on communication and openness. exchange.” According to Luthans and Larsen Unfortunately, sometimes managers spend between 60 and effective communication is 80% of their time communicating [3] considered time consuming and it which represents a very big amount is replaced by an efficient style of of time devoted to communication- communication. Well, what might based activities. It can be concluded look like a gain for the short term, but that “the purpose of managerial in many cases it proves to be more of communication in any organization a loss on the long term. is to achieve correct and effective Efficient communication information, both vertically and represents the fast delivery of the horizontally, in order to accomplish message with the purpose of being in good conditions the internal and decoded and acted upon the way it was external requests according to the intended. So, efficient communication managerial and organizational offers only the necessary information objectives” [4]. in the shortest period of time while effective communication maintains 2. COMMUNICATION all the details of the message. AND ORGANIZATIONAL This communication form PERFORMANCE might not transmit the message comprehensively and the way it Professional communicators build was meant. The receiver might need their messages taking into account more information for the task of the their effectiveness. Communication message to be performed effectively. effectiveness signifies that the Effective communication message delivered is understood takes time because it takes into exactly the way it was meant, without consideration the receiver. It is a any alteration, trying to overcome two-way process, it allows time all the barriers and filters that could for understanding and clarification hinder it. of information. Its purpose is to motivate the receiver to act as good as communication. Traditionally, it is possible. Communication efficiency considered that a superior should is not always the best approach. Not not provide clarifications, detailed alwaying time for clarification and information to a subordinate. validation leads to confusions and Well, it can be true if we see this reluctance to act. from the point of view on “need to Organizational performance know basis”, but we should never depends on an effective assume that our interlocutor can communication system. Performing read minds. Sufficient and detailed management functions and information is necessary for the good attributions efficiently and accomplishment of tasks; coordinating these functions with • insufficient feedback one another requires communication. vertically and horizontally is another Thus, communication is link between problem. It is never enough to say all the elements needed to obtain something went wrong, there should organizational success. Efficiency always be provided an argumentation in an organization does not imply for the point of view and, as much as efficiency in communication. possible, attempts should be made to There are several factors that could identify the causes and solutions to affect success in an organization from the problem together with the people the point of view of communication: • poor intra and involved in the matter. interdepartmental communication The individuals involved in which can lead to shortcuts or the communication process must erred results in the work process. be interested and sensitive enough Therefore, a good information flow to recognize the constraints of the would improve the activity. Proper situation and adapt their message action requires enough and relevant and manner of conveyance to the information from the main people specificity of the situation. Such a involved in the activity and through requirement is necessary to render the official channels. Both the quantity intended meaning otherwise, some and quality of the information of the messages appear ambiguous. matter; Strategic ambiguity is a common • scarcity of information about form of strategic control. Strategic the activities which are conducted in ambiguity describes the ways the organization under the guise of people deliberately communicate not being relevant for the entire staff. ambiguously to accomplish their Such mentality is also damaging goals under certain circumstances. since it can induce the sensation Strategic ambiguity is used when of worthlessness from the part of contrary goals are targeted and those who are not participant in the reaching them openly is not easy or sharing of information; advisable. The notion of strategic • mentality is also another ambiguity was first mentioned by issue when dealing with poor James G. March and Johan P. Olsen and later elaborated by Eric M. well as possible to accomplish their Eisenberg. Strategic ambiguity is objectives. Controlling the activity defined as a “strategy for suspending provides people the right direction rational imperatives toward and feed back for their work. consistency [that helps organization] Exposing emotions give people a explore alternative ideas of possible sense of unity and loyalty both for purposes and alternative concepts of good and bad moments. All these behavioural consistency” [7]. three aspects are characteristics of Strategic ambiguity is used when effective communication, efficieent contrary goals are targeted and reaching communication will reduce the them openly is not easy or advisable. amount of time and appearently But then, strategic ambiguity is speed things up, but it will never questionable because the same words create a positive work environment may mean different things to different for the long-run. people under the same circumstances No great organization can perform or their meaning can be easily reversed well without a good communication when the need appears. system. Communication unites Although its usage can be the individuals and makes success justified for higher organizational possible, but effective communication purposes from our point of view, it is is the only way to achieve stable and not advisable except for very specific long term performance. and highly sensitive situations. Such uncertain manner of communication REFERENCES leads to distrust, confusions even conflict. Clarity of purpose and [1] Mintzberg, H. (1973). The Nature of clarity of communication will always Managerial Work. New York: Harper & Row; bring better results for the long run, [2] Shalini Verma (2015), Business strategic ambiguity might produce the Communication: Essential Starategies desired result for the moment, but it for 21st Century Managers, 2nd edition, should never be seen as a permanent Vikas Publishing House PVT LTD; communication strategy. [3] Hargie, O. & Tourish, D. (1993) Assessing the effectivesness of 3. CONCLUSIONS communication in organizations: the communication audit approach, Health Communication satisfies three Services Management Research, Vol.6, main functions within an organization: No.4, p.276-285; transmitting information, controlling [4] Niculae, T., Gherghiţă I., Gherghiţă activities, and exposing emotions D. (2006) Comunicarea organizaţională and creating loyalty towards the şi managementul situaţiilor de criză. organization. All these functions Bucharest, Ministry of Interior are necessary for a successful Publishing House; organization. Information flow is [5] Ricky G. Griffin (2013), vital for the individuals working Management 11th edition, South there to perform their activities as Western Cengage Learning, p 535; [6] Terry R. George, Franklin G. Stephen 2nd edition, Bergen: Universitetforlaget, (1994), Principles Of Management, A I T p.77; B S Publishers & Distributors; [8] Eisenberg, E. M. (2007). Strategic ambiguities: essays on communication, [7] March, J. G., & Olsen, J. P. (1976), organization, and idorganization. Ambiguity and Choice in Organizations, Thousand Oaks: Sage Publications. 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