LESSON 3 – ORGANIZATIONAL COMMUNICATION

INTRODUCTION

Communication within the organization is the lifeblood that makes all transactions
possible. Successful organizations are those that have well-established communication
system which allows all important information be disseminated quickly to all its areas of
concern. No matter how small or big an organization is, leaders or managers should
always bear in mind that excellent modes of communication is critical to the growth and
progress it hopes to achieve today and in the years to come.

At the end of this lesson, you will be able to:

1. Recognize the different organizational communication
2. Classify the types of organizational communication
3. Ascertain the ultimate goal of organizational communication

Let’s get started with Lesson # 3. Answer Activity # 1 below. Check the appropriate
spaces of the different modes of organizational communication that you knew of.

✓__ telephone ✓__ intercom ✓__ elevator

✓__ meetings ✓__ cafeteria ✓__ bulletin boards

✓__ vendo machine ___ unions ✓__ social gatherings

✓__ conferences ✓__ seminars ✓__ workshops

___ company publication ___ mass meetings ✓__ escalators

___ public relations activities ✓__ sales promo ✓__ advertisements

✓__ memorandums ✓__ sales reports ___ webinars

How did you find our activity? Easy isn’t it. Perfect!!!!! Now, let’s get ready to explore.
Are you excited to know more about organizational communication? Read the
paragraph below and encircle all words you can find that signifies organizational
communication. Do it now…………
ACTIVITY # 2

Everybody at Solid Rock Company is excited about the new product the
organization is going to launch. The Shuree Air Filter is the first of its kind in the
Philippine market. An air filter that can be placed at just about any part of the house and
all over the community, it can filter viruses, germs and other harmful pathogens that
cause infections and diseases. Backed by years of research, the management is quite
certain about the market acceptability of their product. Promotional activities have
gone underway. Advertising through TV and radio as well as social media have been
utilized. Print media via newspaper was also use to promote the product.
The president of the company called for an urgent conference among the
members of the board to ensure that the product launch would flow smoothly.
Memorandum was also sent to every department to make sure all personnel are aware
of the big event. Business correspondence were likewise dispatched to all possible
market of the product to explain its benefits. The company even hired additional sales
people who underwent extensive trainings and seminars to sell the products to other big
organizations through personal selling method. Indeed, no stone is left unturned to
make sure that the product would hit its mark.
And as an advance celebration for the success of this innovation, the company
held a social gathering among all members of the organization. This is some sort of a
thanksgiving event to celebrate their accomplishment.

Were you able to find all forms of organizational communication? Spectacular!!!

Well then, let’s take a look at the different forms of organizational communication on a
deeper perspective. Here goes…………
Organizational Communication can be UPWARD It can also be DOWNWARD
A kind of
communication
which
A kind of emanates from
communicatio those in higher
n which rank going
emanates down to those
from those in who are in
lower rank lower rank
going up to
those who are
in higher rank
 Or it can be LATERAL or OUTWARD

A kind of communication sent

outside the organization
A kind of communication from people
in the organization within the same
rank

To solidify your knowledge on the different forms of organizational communication, let

us get more acquainted with them by defining their concepts.

FORMAL MEETING INFORMAL REPORTS

A communication technique MEETING/DISCUSSION Which can be written or
with specific structure and A far less heavily oral are among the most
agenda each participant is planned than formal important instruments of
aware of, purpose of which meeting. Agenda may bringing information
is to achieve a certain goal. not be predetermined upward because they
Usually called by someone and discussion may provide invaluable data
in higher authority occur in impromptu which help management
manner. Can occur arrive at certain decisions.
even without a person in
authority
SUGGESTION SYSTEM UNIONS SUPERVISORY MEETING
This allows employees They represent workers’ This is used to let the
participation on how rights and interest. employees know the
businesses should be company plans, policies,
conducted within the and others from the
organization. member of the
management with whom
they are in direct contact.
MASS MEETING Very BULLETIN BOARDS- COMPANY
important announcement of These provide a simple PUBLICATIONS
the management can be means of supplying Newsletters, bulletins,
effectively made to a group information quickly so it magazines or journals are
of employees thru this can reach a wider examples of these. They
communication technique. audience in a short carry a broad range of
period of time. In information while
organizations, conveying the position of
employees are the company on important
encouraged to always issues.
read it.

CONFERENCES- This type SEMINARS AND SOCIALS

of communication stresses WORKSHOPS These They provide an excellent
the doctrine of participative are held to upgrade the opportunity for solving
management. skills and knowledge of individual human relations
the workers so that they or interdepartmental
will improve in problems in an informal
performing their jobs, manner
and also to maximize
the human resources of
the company.

TELEPHONES AND ADVERTISING PUBLIC RELATIONS

INTERCOMS Paid form of non- a strategic communication
These means of personal communication process that builds
communication provide which aims to promote mutually beneficial
immediate feedback without an company’s product relationships between
the need for a face-to-face through mass media organizations and their
communication. These tools publics.
are also very useful for
upward and downward
communication.
PUBLICITY PERSONAL SELLING DIRECT MARKETING
A communication technique A face-to-face interaction Direct marketing is a
where a company gives out with a possible client promotional method that
information about a product intended to sell the involves presenting
through the media or press organization’s product. information about your
releases intended to build company, product, or
company image, and is service to your target
usually unpaid. customer without the use
of an advertising
middleman.
Flyers, leaflets, pamphlets,
brochures are examples of
this.

It’s easy to understand the different modes of organizational communication,

right? Let us foster your knowledge even further. Can you identify which of the
following forms of communication is UPWARD, DOWNWARD, LATERAL, OR
OUTWARD? Let’s try………
ACTIVITY # 3

Place the given forms of organizational communication into its proper place in the
matrix.

Formal meeting informal discussion reports unions

Suggestion system conferences seminars bulletin

boards

Telephone Public relations advertising intercoms

Activities

Publicities personal selling business letters memo

UPWARD Suggestion System DOWNWARD bulletin boards

Formal meeting memo
Informal discussions intercoms
Reports
Unions
LATERAL Conferences OUTWARD business letter
Telephones personal selling
Socials public relations activities
Seminars publicities
advertising

Great!!! Let us now seal your understanding on the different forms of organizational
communication. Finish the given sentences as you exhibit your valuable learning from
this lesson.

1. Organizational Communication plays a significant role in the smooth flow of daily

business activities. It gives us an organized flow of information, allowing for
smoother communication and faster transportation of data and instructions.

2. Upward Communication is very important because

it gives employees a platform to express their requirements, ideas, and feelings;
it allows them to express their concerns about their workplace, and report the
activities that occur in the workplace and the current state of their work or project.

3. Downward Communication is likewise essential because

It allows the higher ups to instruct their subordinates and give feedback on their
 work; It gives the employees a clear understanding of the message they receive.
It ensures the employees will behave in accord with the communicators’
expectations.

4. Lateral Communication helps employees within the same rank to

communicate with one another and cooperate with one another in an organized
manner, allowing the workplace to keep a feeling of unity between its employees.
This will allow the employees to work together in a more organized manner.

5. While Outward Communication is vital to give the company an idea of how their
customers feel about their product and to receive feedback on how to improve it
also allows them to further promote their product to a wider audience.

6. In summary, the different forms of organizational communication can

help in making communication more organized, and ensures that information and
instructions will reach the desired recipients and will be understood. It allows for
a smoother workflow and communication between the members of staff.

Cheers!!! You have completed Lesson 3 of this course. You did an amazing job. At
this moment, you may now jot down your reflection and meaningful learning that you
have achieved from studying this unit in the space provided. Then a short summary of
this lesson. After this, sail on to Lesson 4

My Reflections and Meaningful Learning are……………

Organizational Communication is needed by every business

and company in order to have a sense of unity and order when
communicating with one another. It assures that the
instructions given are heard by all and understood, it allows
better coordination within the employees for a more
productive workplace. It also gives opportunity for the
employees to express themselves to their higher ups and give
them their suggestions and ideas. Organizational
Communication also allows the organization to do business
with other organizations outside theirs easier. It helps relieve
confusion inside the organization and be more organized in
their activity.
 SHORT SUMMARY OF THE LESSON

Organizational Communication is the way the employees of an organization interact with

one another. It allows the smooth and quick dissemination to all the employees and assures
it will be understood. Organizational Communication can be upward, downward, lateral, and
outward. Upward communication is the type of communication where the employees send
a message to the higher ups, which allows them to have a platform to express themselves.
Downward communication is the kind of communication which emanates from the higher
ups to their employees, which is used for announcements, instructions, etc. Outward
communication is the communication between the organization and an entity outside the
organization, which can be used for partnerships or advertisements. Lateral communication
is the communication between employees of the same level.

For your hard work, here is your prize.

LESSON 4- MEDIA OF COMMUNICATION

INTRODUCTION

Media are the communication outlets or tools used to store and deliver
information or data. It is important for the message to be delivered to the desired
recipient through an establish medium otherwise, decoding on the part of the receiver
may not take place. This lesson will introduce you to the different media of
communication normally utilized in the workplace. While all are considered important, it
is essential to note that for every type of situation, there is a corresponding media
suitable to use in order to get the message across and attain the ultimate goal of
communication.

At the end of this lesson, you will be able to:

1. Enumerate the different media of communication

2. Classify the advantages and disadvantages of the different media of
communication
3. Apply the best media that would fit an organizational situation

To begin with, let us recall your previous knowledge about oral, written, and
visual communication. On the space provided, write OC for oral or verbal
communication, WC for written communication, and VC for visual communication. You
may start now………

_WC__1. Business Letters _OC__2. Telephone discourse

_OC__3. Project Proposals _VC__4. Graphs
_OC___5. Speeches _OC__6. Interview
_WC___7. Newsletters _WC__8. Emails
_VC___9. Visual Aids _VC__10. Illustrations
_WC__11. Fax messages _WC__12. Business Reports
_OC__13. Counselling sessions _OC__14. Face-to-face meetings
_OC_15. Webinars

Awesome!!! I’m proud of you. You did a great job in revisiting the concept of the
different media of communication normally used in an organization. Now is the time to
explore and fortify your appreciation on the different media of communication by
answering activity # 2.

ACTIVITY # 2

Refer to the group of sentences below the table. You can find in there the
different advantages and disadvantages of the different media of communication. Read
carefully and write them under the appropriate heading in the table. You can start
answering now.

ORAL COMMUNICATION

ADVANTAGES DISADVANTAGES
It gets immediate feedback If the organization is huge, there is the possibility
of inaccurate messages reaching its destination.
It can reach more audience in the shortest time Confused speech can create misunderstanding
possible

It enhances the meaning of intended information It lacks authenticity

It is more personal and informal

It is cost-saving

WRITTEN COMMUNICATION

ADVANTAGES DISADVANTAGES
It does not have to be delivered in a spur of the Sender does not receive immediate feedback.
moment

It provides a permanent record of the messages It may be difficult to compose especially if the
which can be used for future references. message is information-packed.
It enhances organizational image It is more expensive

Errors can be easily corrected It can be a disadvantage for the physically

challenged as well as the illiterates.
Sometimes, messages pay less attention to the
proper use of grammar and letter format, which
might show lack of professionalism in business
letter writing

VISUAL COMMUNICATION
 ADVANTAGES DISADVANTAGES
It can be useful even for illiterates or the Sometimes it is more complex and hard to
physically challenged understand if not supported by oral or written
communication.
Artful presentation can give more impact to the
audience

It is more conducive in promoting friendly relations

between parties.

ADVANTAGES
 It gets immediate feedback
 It does not have to be delivered in a spur of the moment
 It can reach more audience in the shortest time possible
 It enhances the meaning of intended information
 It can be useful even for illiterates or the physically challenged
 It is more personal and informal
 It is cost-saving
 It provides a permanent record of the messages which can be used for future
references.
 It enhances organizational image
 Artful presentation can give more impact to the audience
 Errors can be easily corrected
 It is more conducive in promoting friendly relations between parties.

DISADVANTAGES
 Sometimes it is more complex and hard to understand if not supported by oral or
written communication.
 Sender does not receive immediate feedback.
 It may be difficult to compose especially if the message is information-packed.
 If the organization is huge, there is the possibility of inaccurate messages
reaching its destination.
 Confused speech can create misunderstanding
 It lacks authenticity
 It is more expensive
 It can be a disadvantage for the physically challenged as well as the illiterates.
 Sometimes, messages pay less attention to the proper use of grammar and letter
format, which might show lack of professionalism in business letter writing.

Were you able to analyze the advantages and disadvantages of which media
communication? Well then, YOU are a winner!!! Very Good
 Now, we shall fasten your comprehension on the different concepts of the
media of communication. Read on.

Oral communication describes any type of interaction that makes use of spoken
words. It is still vital and integral part of the business world, especially in era dubbed as
the information age.
It is also the process of expressing information or ideas by word of the mouth.

Written Communication involves any type of message that makes use of the
written word. It is said to be the most important and most effective mode of business
communication.

Meanwhile, Visual Communication means relaying information through graphical

representation. It is a system of communication using visual elements. Example of visual
elements are maps, signs, symbols, logos, drawings, illustrations, graphs, and alike.

Now let us elaborate your learning even further. Try to research on the concepts of
some of the different media of communication use in organizations. Number 1 is done
for you.

1. Face-to-face meeting
A face-to-face meeting is one where all the participants are physically in
the same place. In other words, a face-to-face meeting is what everyone used to
just call "a meeting" before the advent of conference calls and web conferencing.
Now, meetings can be characterized as face-to-face (with everyone co-located),
virtual (with most all participants joining from separate locations), or hybrid (some
participants co-located, others joining from different locations).
2. Telephone Discourse
A telephone discourse is a kind of meeting where the two participants are
using a telephone to communicate with one another from a long distance.

3. Videocall
A videocall is a kind of meeting where the two participants have a phone
call over by the internet with the use of a webcam and a microphone. It utilizes a
device such as a computer, smartphone, and tablet to connect to the internet and
communicate through there.

4. Teleconference
Teleconference is the live meeting among several persons from one place
to another linked with a telecommunication system. Though due to the heavy
costs, it’s usually limited to audio links.

5. Interview
An interview is a structured conversation between two people, where one
of the party asks questions while the other answers them. The person asking
questions is called the “interviewer” while the person who provides answers is
called the “interviewee,” it is used to find out if someone is qualified for a job.

6. Business Proposals
A business proposal is a document used by organizations to persuade
potential customers into buying their goods or service; it can either be formally
solicited, informally solicited, and unsolicited.

7. Memorandum
A memorandum is a written message that may be used in a business
office, it’s a record of a transaction or contract, such as a policy memo,
memorandum of understanding, agreement, etcetera; it’s typically by firms for
internal communication, while letters are for external.

8. E-mails
E-mail is a type of written letter that is sent through the internet instead of
traditional means, it’s a message that may contain text, files, images, or other
attachments; it uses electronic devices instead of pen and paper to be sent.

9. Visual Aids
Visual aids is a type of communication that uses images, such as graphs,
photographs, video clips, etcetera, to convey information.

10. Graphs
A graph is a kind of visual communication that can be defined as a
pictorial representation or a diagram that represents data or values in an
organized manner, it usual point is to represent the relationship between two or
more things.
Are you through with your research? Wow, that’s amazing!!! You have definitely
broaden your knowledge on the different media of communication use in organizations.
You’re on your way to Lesson 5. Here is your reward.
Onwards to Lesson 5, but do not leave without posting your meaningful reflection
and a short summary of Lesson 4. Go! Go! Go!

SHORT SUMMARY OF THE LESSON

There are multiple media of communication with their own advantages, purposes, and disadvantages; the
medias of communication is required in order to effectively communicate with one another, using the
appropriate medium will allow information to be easily understood and received. Verbal communication is
the exchange of information with the use of spoken language, it assures a quick response and is a lot more
informal and personal; however it lacks authenticity and will be useless to those who are deaf. Written
communication is any type of message that makes use of written words, such as emails and letter; written
communication can be easily recorded and reaches people from a distance quickly, it automatically
provides a reference and a record, however it may be difficult to compose and a feedback is not
guaranteed to arrive immediately if at all. Visual communication is the expression of ideas and information
with the use of imagery and it also gives an opportunity for the disabled to receive information, however it
is very cost-heavy and not everyone can understand the information without being provided any of the
other two forms of communication.

MY MEANINGFUL REFLECTION

There are a large variety of different media that can be used for communication, with each their own
function and purpose. It makes communication easier and a lot understandable, which allows
information to be smoothly relayed from one party to another. Each media of communication has its
advantage and disadvantage, which requires us to choose the most appropriate medium for the
situation.