Organizational Communication

Communication is vital in today’s society, and the work force is no exception to this. Organizational communication is the “process through which organizations are created and in turn create and shape events. The process can be understood as a combination of process, people, messages, meaning, and purpose” (Shlockley-Zalabak, 2009). Communication is highly valued by employers; in fact organizations are hiring those with and education in communication. In today’s failing economy governments have offered extended benefits to laid off workers if they enroll in “training programs to improve their work skills” (Bradner, 2009).  Communication is highly valued and one article suggests that, “the value of communication is equal to the costs plus the efforts of what you're communicating to the power of perception” (Lorenzo, 2003). This theory suggests that the effectiveness of communication can be defined by the mathematical formula listed above, and provides studies that prove that successful communication leads to more success in the company. A lack of communication can hinder the company’s growth, because without proper transmission of ideas nothing can be achieved. Communication is certainly impacted by several factors, but one of the most important is building open work relationships.  Building positive relationships leads to a great foundation of communication for organizations.

Organizational communication is just as vital as the other forms of communication and also potentially the hardest to find success in. In a work environment there is always a hierarchy of people, a social ladder of sorts that is absolute and clear. People at the bottom of this ladder may find difficulty in communicating with those higher up. Most of the time I am an open book when I am around people, but when it comes to those I work with I tend to be pretty tight lipped. Some people go to work an empty shell, there simply to get the job done and get paid. Sharing who you are with these people can be scary, because they hold your livelihood in their hands. In my case, I will listen to my co-workers tell stories personal to them, but I do not tend to reciprocate that level of openness.

Communication channels must be explored and maximized efficiently in order for the company to thrive. Every channel of communication is important to an organization, success stems from complete communication, which means that every channel of communication should be implemented. Downward communication, which is a higher level employee communicating down to a lower level employee, is vital. Without proper downward communication new processes and important messages will not reach their intended targets. Supervisors are in charge of keeping their team on track, and must maintain constant communication to keep things running smoothly. Just the opposite, upward communication is just as key. In my life the upward communication can be a challenge because I am intimidated by my superiors. However, often time’s team members need to update their leader on processes or mistakes. Horizontal communication is something my company really expects from us, they ensure that we have enough downward communication and training to use the programs, but they intend that we be able to rely and depend on each other for assistance. It is important that companies promote strong bonds between their employees so that everybody can remain on the same page.

Every company seems to have its own grapevine, usually this is associated with gossip, but a grapevine can also be a vital way of going about getting the information needed. Sometimes it is not always clear who has the information needed, which in that case several channels are used at the same time. My company also employs a system of mentors, on the floor there are about thirty processors and we have two SME’s (subject matter experts) on the floor for assistance, they are there to help walk us through more difficult work. These people have become close, they’re someone to look up to and their willingness to help earns them respect. Communicating with them is easy. Personal networks and face to face communication are also means of transferring ideas. Each message has a distinct channel to be used for the best results. To determine the best channel, the effectiveness of each are weighted to come to the best result. According to the book, “research suggests that our attitude about the message and our willingness to have contact with the receiver significantly influence the channels we use for communication” (Shockley-Zalabak, 2009, 6.4.12)

Proper communication between supervisor and team member is important to maintaining a healthy work relationship. Having a negative relationship with your supervisor can be job threatening. People who get hung up on the trait approach can find leadership to be less than satisfactory, the trait approach suggests that it is “assumed that leaders possessed innate traits that made them effective; commonly referred to as the “great man” theory” (Shlockley-Zalabak, 2009). Sometimes it is not that your boss is a bad person, but that each have different styles of communication. For instance knowing how I like to work and function I would say that a manager who doesn’t care about their team would be a bad experience for me. I feel that I am a pretty versatile person in that I can adjust readily to those around me. I do know that there are certain ways in which I work best, but I like to be open minded to other methods as well. Following that up is the style approach which are “theories that attempt to identify a range of general approaches leaders use to achieve goals. The approaches are thought to be based on a leader’s assumptions about what motivates people to accomplish goals” (Shlockley-Zalabak, 2009). I would have to say that a style that I would be least likely to adequately conform to is a style that does not make me feel comfortable. For instance I was in a program of trying to learn a new method but the trainer made me feel very inferior and nothing he said stuck. The best approach for me is to learn in a non-pressured situation. I do not like to have people watching over my shoulder, a classroom setting is best practice for me. Learning on my own is also successful for me. Ensuring that a manager is aware of this approach as my strength is vital to maintaining a relationship and understanding between each other.

Understanding a culturally diverse environment helps promote positive communication. I cannot say that I have ever worked in a very culturally diverse environment myself but I’m aware that without a vast understanding, companies that are culturally diverse or deal overseas would never thrive. I have met several people though work that were from different countries, but they had been in the United States so long that they had become “Americanized.” I suppose possibly the biggest cultural difference I have personally experienced would be getting to know this woman I work with from Africa. She is very friendly and seems unaware of people’s personal space sometimes. This would fall under the term of self-discloser; however this trait has its pros and cons. Sometimes it is effective because she can open up communication easily and has no problem maintaining it. On the flipside there are times when she can be too friendly and invade your personal space, this has the opposite effect as before and has the other person shutting down in attempts to regain control of his or her own bubble of space. I have also worked with a Vietnamese woman who would sometimes dress in a more culturally traditional way. When I was new I felt a little intimidated by her when she dressed that way. I was afraid of saying something politically incorrect around her then because it was a brilliant reminder. However, as I got to know her this was not an issue. So at first it deterred my desire for communication, but once I was more aware of her and her background it didn’t have an affect besides drawing more respect from those around her.

Living in such a diverse cultural community means that we need to put forth even more effort into understanding each other and our differences. Communicating with people who are different can help gain understanding of the ever changing world. Being accepting of people who are not like I am, and enjoying them for that aids in my ability to connect to others. People need to realize that they should not judge based off of stereotypes and shallow first impressions. Getting to know someone can broaden your own perspective on life and break through the barriers of stereotypes. Sadly though, many times people fail discover new opportunities for growth due fears and close minded judgments. Many times large companies have institutions overseas, it is not uncommon for them to communicate electronically and in person. In these situations it has never been more important to have an understanding and respect for other cultures and their personal values. Often jobs require travel and sometimes that means out of the country, and in these scenarios employees need to be aware of expected customs and have a means of communication that will benefit both cultures.

Diminishing the negative effects of stereotypes can strengthen relationships which in turn would influence the quality of communication. I think most stereotypes have a negative connotation on the jobs they epitomize. For instance, the idea that the fast food career is for the poor, and uneducated or the idea that the “given groups of people are generally inferior” (Shlockley-Zalabak, 2009). Then there is the concept of fame as a career path, giving the idea that wealth and fame cause people to be conceited.  There are some positive prejudices, such as corporate offices being people of respect and high education. I try not to be too judgmental, but the overall affect of it is still there. I think having grown up in central phoenix I certainly have had certain stereotypes drilled into my being. It is important that I do not rely upon pre-judged interpretations of people. For instance, I live in Arizona which is on the border of Mexico; jobs such as landscaping, and fast food now have a negative connotation. These stereotypes are just generalizations. They never match every single person in that position. Because of todays down economy people with high education are being forced to settle with jobs that don’t require a high level of education. I think that fast food does match its stereotype for the most part depending on the position held because they do not require education to be employed. Often there are a lot of teenagers or high school drop outs working these jobs, but we must remember that not everyone falls into such a shallow categories.

It is important for people to develop a lush sense of personal constructs rather than relying upon prototypes and global categorizations. Just as important is not falling victim to chronically accessible constructs which, “are likely to color and bias our interpretation of others and their messages” (Trenholm, 2008, 52). It is vital to find depth and diversity in the people around us. Even two people who are very similar on the surface can and usually do have vast differences underneath it all. By digging for the depth in people I will be able to have more productive conversations with them, and develop a bond stronger than the surface bonds that can be created because society does not look past their initial judgment of others.

Using the Johari Window to explore relationships can help determine the communication level between co-workers. The Johari Window “is one of the most useful models describing the process of human interaction. A four paned "window," as illustrated above, divides personal awareness into four different types, as represented by its four quadrants: open, hidden, blind, and unknown. The lines dividing the four panes are like window shades, which can move as an interaction progresses” (Duen Hsi Yen, 1999). Quadrant one which is referred to as the open quadrant represents the things that one would know about themselves and others also know. Quadrant two known as the blind quadrant is what others know about you, but you do not know about yourself. The third quadrant is the hidden quadrant which represents what you know about yourself, and others do not.  The last quadrant the fourth hidden quadrant represents what you and others do not know. Companies should make their employees aware of this window, as it is an excellent source in understanding those around you and how opening up affects not only yourself, but also your peers.

I personally mapped out my relationship with one of my co-workers using the Johari Window and the results were enlightening. The girl I decided to analyze is my age, and someone who is very easy to talk to. While we have only been together for the past three months, I feel that we are disclosing our hidden information and opening up our open window at fast rate, we are still unsure of something about each other so full disclosure is impossible, but we have progressed rapidly along a line of trust which makes communication very easy between us. I am very comfortable with this relationship, I feel I have a strong trust for her and the information I disclose. I know she’ll take things the right way, so much to the fact that sometimes I have even been known to speak without thinking around her which is usually something I avoid at all costs with most people. More surprisingly I always felt that when it came to the work environment that I would have co-workers and not friends, I felt secure in my decision not to befriend anyone or indulge anyone to much in my hidden quadrant. However, that all changed with this new job and my new co-worker/friend. I appreciate the bond I have with this person, and am glad that I have someone who will be there for me in the workplace world, which can be nerve wrecking as your fate constantly lies in someone else’s hands. I would not change this relationship.

Organizations are a large family of relationships and ensuring that these affiliations remain strong for proper communication is vital. There are several means of entertaining this idea, however the most key area’s to stress have been listed. Communication channels are fundamental to an organizations success, ensuring the relationships between employees through these channels are necessary. Following that, it is also imperative to ensure that communication between team member and supervisor run smoothly in order to maintain a beneficial relationship. A Culturally diverse environment can be a stressor on relationships, but maximizing the understanding between cultures will provide for more efficient communication. Stereotypes can be damaging to the success of any company, and learning how to defuse predisposed judgments will lead to healthier relationships and more open communication. The Johari Window can be used by companies to explore the communication levels between employees, this activity can also be a skill builder towards strengthening these relationships. Organizational communication is critical to the success of any company; however, ensuring that the company understands the importance of the relationship of its employees they would find success.

                                                          Sources

Eric Bradner Capitol Bureau / (317) 631-7405 bradnere@courierpress.com.
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