Communication
in an Organisation
Communication
in an Organisation
1. Introduction
Every
organisation – whether it’s a small shop or a huge company – needs people to
share information clearly. Organisational
communication is how information flows between people at work: from
managers to staff, between teams, and even with customers.
Good
communication keeps everyone on the same page. When communication breaks down,
mistakes happen, people get confused, and the organisation suffers.
✨
Think of communication as the blood flowing through a body – without it,
nothing works properly.
2. Why Effective Communication Matters
Effective
communication is not just about talking or sending emails. It means making sure
the message is understood correctly by the person receiving it.
Benefits of Good Communication
•
Higher productivity
– When instructions are clear, people get work done faster and with fewer
mistakes.
•
Better teamwork
– People collaborate well when they can share ideas freely.
•
Happier employees
– Staff who feel heard and informed are more engaged and motivated.
•
Smoother change
management – When changes happen, clear communication helps everyone
adapt.
•
Fewer conflicts
– Misunderstandings cause arguments. Clear communication prevents them.
What Happens When Communication is Poor?
•
Projects get delayed because people don’t understand
what to do.
•
Employees feel left out, which lowers morale and
motivation.
•
Mistakes increase, costing the organisation time and
money.
•
Good employees leave because they feel undervalued.
📌
Real-Life Example: NASA Challenger Disaster (1986)
The
Space Shuttle Challenger exploded shortly after launch. Investigations found
that engineers had concerns about safety but these were not communicated
properly to decision-makers. This tragedy shows how poor communication can have
devastating consequences.
3. Communication Tools and Practices
Organisations
use many different tools and methods to communicate. Here are the most common
ones:
3.1 Email
•
What it is: Electronic
messages sent between people.
•
Why it’s useful: Fast,
creates a written record, and reaches people in different locations and time
zones.
•
Best for: Sharing
policies, updates, instructions, and formal communication.
3.2 Meetings
•
What they are: Face-to-face
or virtual gatherings where people discuss issues.
•
Why they’re useful: Allow
instant feedback, discussion, and decision-making.
•
Best for: Brainstorming,
project updates, problem-solving, and team building.
3.3 Memos
•
What they are: Short
written notes used for quick internal updates.
•
Why they’re useful: Quick
and direct – great for reminders and brief announcements.
•
Best for: Policy
changes, reminders, and short notices.
3.4 Intranets
•
What they are: Private
internal websites that only employees can access.
•
Why they’re useful: A
one-stop hub for company news, documents, HR forms, and resources.
•
Best for: Storing
important documents and keeping everyone informed.
3.5 Collaborative Tools
•
Examples: Slack,
Microsoft Teams, Google Workspace.
•
Why they’re useful: Instant
messaging, file sharing, and video calls all in one place.
•
Best for: Day-to-day
teamwork, especially for remote or global teams.
3.6 Open-Door Policy
This means
managers are approachable and available for staff to talk to at any time. It
builds trust and encourages people to
share ideas and raise concerns without fear.
📌
Real-Life Example: Google
Google
uses its own tools like Google Meet and Google Chat to keep employees connected
across the world. They also encourage open communication at all levels, which
has helped them become one of the most innovative companies.
4. Communication During Organisational Change
Change is a
normal part of business – new systems, new managers, new ways of working. But
people often resist change because they feel uncertain or scared. Good
communication helps manage this.
How to Get Employees On Board with Change
•
Be transparent
– Explain WHY the change is happening. People accept change better when they
understand the reason.
•
Be clear –
Use simple language. Avoid jargon. Make sure everyone understands what is
changing and how it affects them.
•
Use two-way
communication – Don’t just talk AT employees. Listen to their
concerns, answer questions, and involve them in the process.
•
Personalise the message
– Different departments have different concerns. Tailor your message to each
group.
•
Hold regular updates
– Town-hall meetings and Q&A sessions help keep everyone informed and
reduce anxiety.
📌
Real-Life Example: Microsoft
When
CEO Satya Nadella led major changes at Microsoft, he focused on open
communication. He explained the reasons behind the changes and how they would
benefit everyone. This approach helped employees accept and support the new
direction.
5. Communication Barriers and How to Fix Them
Sometimes, even
when we try to communicate well, things go wrong. These problems are called
communication barriers.
Common Barriers
Language
Barriers
In
international organisations, not everyone speaks the same language fluently.
Words and phrases can be misunderstood.
Cultural
Differences
People from
different cultures communicate differently. Some are direct; others are
indirect. This can lead to misunderstandings.
Hierarchical
Barriers
Junior staff
may feel afraid to speak up to senior managers, or managers may use technical
language that others don’t understand.
Physical
Barriers
Teams in
different buildings, cities, or countries may struggle to communicate
effectively.
Emotional
Barriers
Stress, anger,
or lack of trust can stop people from communicating openly.
Solutions to Communication Barriers
Barrier | Solution |
Language | Offer language courses; use simple, clear words; avoid |
Cultural | Provide cultural sensitivity training; be open-minded and |
Hierarchical | Encourage an open-door policy; create safe spaces for |
Physical | Use video calls, chat tools, and shared platforms to stay |
Emotional | Practice active listening; build trust through regular |
✨
Active listening means fully focusing on what the speaker is saying – not
just hearing the words, but understanding the meaning behind them.
6. Planning and Improving Communication
Organisations
should regularly review and improve how they communicate. Here is a simple
step-by-step approach:
Step-by-Step Communication Improvement Plan
1.
Identify the problems – Use surveys, feedback
sessions, and observation to find out what’s not working.
2.
Set clear goals – Decide what you want to
achieve (e.g., fewer misunderstandings, faster project delivery).
3.
Introduce new tools – Invest in a unified
platform (e.g., Slack, Teams) that brings communication together.
4.
Train your people – Run workshops on
communication skills, conflict resolution, and active listening.
5.
Get regular feedback – Hold feedback sessions
and send surveys to check if things are improving.
6.
Monitor and adjust – Track results (e.g., fewer
delays, higher satisfaction) and keep making improvements.
📌
Real-Life Example: XYZ Corp
XYZ
Corp hired consultants to analyse their communication problems. They found
language barriers, ineffective meetings, and a lack of open dialogue. They
introduced Slack, ran regular training sessions, and set up feedback systems.
The result? Fewer project delays, better teamwork, and happier employees.
7. Video Resources
Watch these
short videos to deepen your understanding:
🎥 What is
Organisational Communication? 2.0 (Matthew Koschmann) – https://www.youtube.com/watch?v=Jl116ud7T_U
A clear,
animated explanation of what organisational communication really means and why
it matters.
🎥 What is
Organisational Communication? (Full Version) – https://www.youtube.com/watch?v=e5oXygLGMuY
A deeper dive
into how communication shapes organisations – great for understanding the
bigger picture.
🎥 Communication
Barriers in the Workplace – https://www.youtube.com/watch?v=slq1nAhZuqE
A practical
look at what stops good communication and how to overcome it.
8. Quick Summary
Key Takeaways to Remember:
Key Takeaways to Remember:
✓
Organisational communication is how information flows
within a company – it’s essential for success.
✓
Good communication boosts productivity, teamwork, and
employee satisfaction.
✓
Poor communication leads to mistakes, conflicts, low
morale, and staff turnover.
✓
Common tools include email, meetings, memos, intranets,
and collaborative platforms.
✓
During change, be transparent, clear, and use two-way
communication.
✓
Barriers include language, culture, hierarchy, physical
distance, and emotions.
✓
Solutions include active listening, feedback, training,
and using the right technology.
✓
Always review and improve your communication plan –
it’s an ongoing process.
Remember: Communication is a two-way
street.
It’s
as much about listening as it is about speaking.