Assignment #2 EE-2021A Organizational Behaviour

CECOS UNIVERSITY OF IT AND

EMERGING SCIENCE

Name Aqib Shah

Roll # CU-2219-2021
Class Code EE-2021A
Semester 4th
Department Electrical Engineering
Subject Organizational Behaviour
Dated 30th April, 2023
Submitted To Miss Ayesha

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Assignment #2 EE-2021A Organizational Behaviour

Assignment # 2
What role does communication play in an organization?
Introduction
Organization:
A group of people who interact with each other and use resources of
various kinds in order to attain a certain objectives or goals for a
success of organization.
Communication:
It is defined as a process by which information is exchanged between
individuals through a common system of symbols, signs, or behavior.
OR
Communication is simply the act of transferring information from one
place, person or group to another.
It may writing , speaking or emotion.
Communication is based on language ,if you don’t know about
language you don’t have to take communication effectively .
The transmission of the message from sender to recipient can be
affected by a huge range of things. These include our emotions, the
cultural situation, the medium used to communicate, and even our
location. The complexity is why good communication skills are
considered so desirable by employers around the world: accurate,
effective and unambiguous communication is actually extremely hard.

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Assignment #2 EE-2021A Organizational Behaviour

The Communication Process

A message or communication is sent by the sender through a
communication channel to a receiver, or to multiple receivers.
The sender must encode the message (the information being
conveyed) into a form that is appropriate to the communication
channel, and the receiver(s) then decodes the message to understand
its meaning and significance.
Misunderstanding can occur at any stage of the communication
process.
Effective communication involves minimising potential
misunderstanding and overcoming any barriers to communication at
each stage in the communication process.
An effective communicator understands their audience, chooses an
appropriate communication channel, hones their message to this
channel and encodes the message to reduce misunderstanding by the
receiver.
They will also seek out feedback from the receiver(s) as to how the
message is understood and attempt to correct any misunderstanding or
confusion as soon as possible.
Receivers can use techniques such as Clarification and Reflection as
effective ways to ensure that the message sent has been understood
correctly.

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Assignment #2 EE-2021A Organizational Behaviour

Flowchart of Communication:

Categories of Communication
The different categories of communication include:

✓ Spoken or Verbal Communication: which includes face-to-

face, telephone, radio or television and other media.

✓ Non-Verbal Communication: covering body language,

gestures, how we dress or act, where we stand, and even our
scent. There are many subtle ways that we communicate
(perhaps even unintentionally) with others. For example, the
tone of voice can give clues to mood or emotional state, whilst
hand signals or gestures can add to a spoken message.

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Assignment #2 EE-2021A Organizational Behaviour

✓ Written Communication: which includes letters, e-mails,

social media, books, magazines, the Internet and other media.
Until recent times, a relatively small number of writers and
publishers were very powerful when it came to communicating
the written word. Today, we can all write and publish our ideas
online, which has led to an explosion of information and
communication possibilities.
✓ Visualizations: graphs and charts, maps, logos and other
visualizations can all communicate messages
Role of Communication in an organization
Communication fulfills three main functions within an organization,
including coordination, transmission of information, and sharing
emotions and feelings. All these functions are vital to a successful
organization.
The coordination of effort within an organization helps people work
toward the same goals.
Transmitting information is a vital part of this process.
Sharing emotions and feelings bonds teams and unites people in
times of celebration and crisis.
The purpose of communication in the organization include
➢ Achieve coordinated action,
➢ Express feelings and emotion,
➢ Share information regarding organizational goals, task
directions, results of efforts, and decision making,
➢ Achieve effective control,
➢ Encourage employees’ participation in decision making,
and
➢ Create a good public image and reputation for the
organization.

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Assignment #2 EE-2021A Organizational Behaviour

Organizational communication is a system of networks linking the

three hierarchical levels (top management, middle management, and
employees) together in order to enhance productivity. The two major
types of communication channel within the organization are:
(i) formal communication, and
(ii) informal communication.
i) Formal communication consists of the official paths
recognized by the management. This communication follows
the established chain of command or line of authority. Formal
communication can be transmitted internally or externally.
Internal communication takes place within an organizational
framework to coordinate organizational resources. It conveys
information through letters, memos, circulars, etc, to employees. It is
divided into three broad parts consisting of
a) horizontal communication,
b) vertical communication, and
c) quasi-vertical communication.

a) Horizontal communication: It is also called lateral

communication. It is the transmission of message along the same
lateral or similar level in an organization. It occurs between team
members, between different teams and employees on the same or
similar level. The use of horizontal communication is on the
increase because of the interactive information technologies such
as e-mail and phone messages which greatly improve the
horizontal communication by making it possible to establish
learning communities and virtual teams of employees who work
together even at different locations.

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Assignment #2 EE-2021A Organizational Behaviour

b) Vertical communication: It is the organization communication

which involves two different movements, that is, from ‘up to
down’ and from ‘down to up’ along the organizational hierarchy.
It comprises downward and upward communication. Downward
communication refers to movement of information from the top
management to the lowest level of employees in the organization.
Upward communication is the pattern through which line manager
gets necessary feedback from the subordinate employees on
different issues being faced at the workplace.

c) Quasi-vertical communication: it is the type of pattern of

communication in which organized body of the employees called
labour union is also included in the process of communication
between the management and employees.

External communication, the organization disseminates information

and interacts with the immediate environmental elements such as
customers, suppliers, regulatory and local authorities, financial
institutions, and media etc. The effectiveness of this depends on how
perfectly internal communication is handled.
ii ) Informal communication is an official chain of command
which flows in any direction. It is mostly used when there are gaps in
or barriers to formal communication which disturb the employees
from getting the information they require or desire. Common sources
are rumour (an unofficial channel which transmits unreliable
information), grapevine (it carries more reliable and valuable
information and It can be single strand, gossip or cluster).

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Assignment #2 EE-2021A Organizational Behaviour

Conclusion
Conclusively, in the organization, the role of communication cannot
be overemphasized. It is the means by which people interact and
work with one another. Just like blood stream in people,
communication represents the bloodstream of organization. This
means that nothing can be achieved in the organization without
effective communication. Communication skills are important in all
organizational activities, including operation, marketing, supply
chain management, financial activities, and public-relations and so
on. Even though communication skills are very important for success
at the workplace, there are many employees who find that there is a
limit to their communication skills and that they seem to have
reached a stumbling block in their progress. They can sometimes
struggle to convey their thoughts and ideas in an accurate manner,
making it difficult to reach their full potential as a communicator, a
manager, and a leader of others.