Organizational communication occurs within a social system comprising interdependent groups striving to achieve shared goals. The organizational structure serves as the unit of analysis for organizational communication, encompassing physical, patterned, or procedural communication.
Key Facts
- Organizational communication occurs within a social system composed of interdependent groups working towards common goals.
- The organizational structure is the unit of analysis for organizational communication.
- The organizational context includes characteristics such as the structure, size, and formality of the organization.
- Internal communication within an organization can be influenced by the structure, whether it is flat or hierarchical, and the level of formality.
- In a flat organization, communication among all participants is encouraged, and employees have relatively equal communication access to each other and to the person in charge.
- In a hierarchical organization, there are more specific reporting and communication structures, with defined avenues of communication.
- The size of the organization can also impact communication, with larger organizations having more ways for communication to occur.
- The organizational context also includes sanctioned communication channels, such as planned emails, meetings, and impromptu discussions, as well as unsanctioned communication through the grapevine.
- External communication should reflect the professional image that the organization wants to project, and the level of formality in the organization can influence the formality of external communication.
Organizational Communication Characteristics
The organizational context encompasses various characteristics that influence communication within and outside the organization. These characteristics include:
- StructureOrganizations can have a flat structure, where communication among all participants is encouraged, or a hierarchical structure, with defined reporting and communication channels.
- SizeThe size of the organization can impact communication patterns, with larger organizations having more avenues for communication.
- FormalityThe level of formality in an organization can influence the formality of both internal and external communication.
Internal Communication
Internal communication within an organization can be influenced by the structure and formality of the organization. In a flat organization, communication is encouraged among all participants, and employees have relatively equal access to each other and to the person in charge. In a hierarchical organization, there are more specific reporting and communication structures, with defined avenues of communication.
The organizational context also includes sanctioned communication channels, such as planned emails, meetings, and impromptu discussions, as well as unsanctioned communication through the grapevine. Grapevine communication encompasses all communication that occurs outside the formal network, including natural employee interactions and communication that arises when the formal network lacks necessary information.
External Communication
Understanding the organizational context for internal communications is crucial for effectively managing communication variables in external communications. If the organization is relatively formal, then formality should be characteristic of external communication, using titles, formal language, and standard communication formats. If the organization is relatively informal, then external communication may use recipients’ first names, less formal wording, and creative formats. External communication should always reflect the professional image that the organization aims to project.
Conclusion
The organizational context plays a significant role in shaping communication within and outside an organization. Understanding the characteristics of the organizational context, such as structure, size, and formality, allows communicators to tailor their messages and strategies to achieve effective communication outcomes.
FAQs
What is organizational context?
Organizational context refers to the characteristics of an organization that influence communication within and outside the organization, such as its structure, size, and formality.
Why is organizational context important in communication?
Understanding the organizational context helps communicators tailor their messages and strategies to achieve effective communication outcomes.
What are some examples of organizational context?
Examples of organizational context include the structure (flat or hierarchical), size (small, medium, or large), and formality (formal or informal) of the organization.
How does organizational structure impact communication?
In a flat organizational structure, communication is encouraged among all participants, while in a hierarchical structure, there are more specific reporting and communication channels.
How does organizational size impact communication?
Larger organizations typically have more avenues for communication, such as more departments, teams, and employees.
How does organizational formality impact communication?
The level of formality in an organization influences the formality of both internal and external communication. Formal organizations tend to use more formal language and communication channels, while informal organizations may use more casual language and channels.
What is the difference between internal and external communication?
Internal communication occurs within the organization, while external communication occurs between the organization and external stakeholders, such as customers, suppliers, and the general public.
How can communicators adapt their messages to different organizational contexts?
Communicators can adapt their messages by considering the specific characteristics of the organizational context, such as the structure, size, and formality of the organization, as well as the target audience.