Organizational Communication | Characteristics of Organizational Communication | Principles of Management | BBA Notes
Characteristics of Organizational Communication
Even in small organizations, it is wrong to assume that all employees will have the same needs, interests, and desires when it comes to business communication. Effective business communication is segmented to meet the needs of specific audiences. Employees working in an administrative setting, for instance, will have different needs–and different access to information–than employees working in a manufacturing environment.
Generic business communication does not meet the needs of anyone. Effective business communication is specific. The more specific communication is, the more it meets the needs of its audience, says Lin Grensing-Pophal, author of “Marketing With the End in Mind”.
When information is inaccurate it loses its credibility. The sender of the information also loses credibility. Effective business communication is accurate in terms of the content conveyed and in terms of simple things that include grammar, spelling, and punctuation.
Employees need to know what is going on in their organizations–and in the external environment–that impacts them. Today's technology-driven environment makes it more challenging than ever before for businesses to communicate with employees in a timely manner, but it is critical for effective business communication, says Grensing-Pophal.
It cannot be assumed that a message has gotten across if it is sent just one time. Effective business communication occurs frequently to ensure that it has been received by all employees. Employees leave, new employees, join the company and employees transfer from one role to another, requiring new and updated information.
Effective business communication needs to be sent through a broad variety of channels to ensure that it is received by employees in different settings. Businesses, fortunately, have a variety of channels to choose from–from the traditional (print, bulletin boards, meetings) to the new-technology (email, blogs, social media sites).
Face-to-face communication is still the most effective, says Grensing-Pophal, and should be used whenever possible and practical. Of course, in very large organizations this can be challenging, but even then, alternatives may include videoconferencing or the use of webinars.
Employees need the opportunity to share their feedback, opinions, and thoughts with managers and employers. Effective business communication offers the opportunity for two-way communication to benefit employees and employers.