CHAPTER 5

Organizational
Communication and
Power
THE BASIC NATURE OF COMMUNICATION

• For an organization to function, individuals and

groups must carefully coordinate their efforts
and activities.
• Communication has been referred to as "the
social glue ... that continues to keep
organizations tied together," and "the essence
of organizations.''
THE COMMUNICATION PROCESS AND ITS ROLE IN
ORGANIZATION

Formally, we define communication as the process by

which a person, group, or organization (the sender)
transmits some type of information (the message) to another
person, group, or organization (the receiver).
 A. The Encoding
Communication It is the sender's mission to transform the idea into a form that can be sent to and
understood by the receiver. This is what happens in the process of encoding –
Process translating an idea into a form, such as written or spoken language, that can be
recognized by a receiver.
It begins when a sender
Transmission Via Communication Channels
has an idea that he or she
After a message is encoded, it is ready to be transmitted over one or more channels of
wishes to send to a communication to reach the desired receiver.
receiver.
Decoding
Once a message is received, the recipient begins the process of decoding – that is,
converting the message back to the sender’s original form.

Feedback
Once a message has been decoded, the process of communication can continue if the
receiver responds with a message to the sender.

Noise
It is the factors that distort the clarity of messages that are encoded, transmitted, and
decoded in the communication process.
 B. Oral and Written Communication: the Power of Words

Verbal communication involves using words to share ideas, and it can be spoken (like talking face-to-face or on the
phone) or written (like in emails or letters). Written communication is good for routine and impersonal messages, while
non-routine messages are often better spoken. Writing has the advantage of creating a permanent record but lacks
immediate feedback. In the future, advanced technology like voice-recognizing computers may provide a new way to
combine the benefits of both forms of communication.

A Continuum of Verbal Media

- Organizations use various forms of verbal communication, ranging from "rich" interactions
with lots of information exchange (like face-to-face discussions) to "lean" forms that are
more one-way and involve less information (like flyers and bulletins). It highlights the
continuum of communication methods based on their interactivity and information content.
THE INFORMATION RICHNESS OF COMMUNICATION MEDIA

Communication media may be characterized

along a continuum ranging from highly rich,
interactive media to lean, static media

The Effectiveness of Verbal Media

- Matching the Medium and the Message. Given that people in organizations spend so much
of their time using both oral and written communication, it is helpful to analyze and
determine which is most effective
 FORMAL AND INFORMAL COMMUNICATION
1.) Formal Communication: Messages Directed Through Organizational Structure
• Organizations are often described in ways that dictate who may and
may not communicate with whom. The formally prescribed pattern of
interrelationships existing between the various units of an
organization is referred to as organizational structure.
• The organizational chart indicates the formal pattern of
communication within an organization – that is, which individuals are
required to communicate with each other. The types of messages that
tend to be communicated across different levels are identified here.
Downward Communication
Consists of instructions, directions and orders—generally,
messages that tell subordinates what they should be doing.
Upward Communication
Information flows from lower levels to higher levels within an
organization, such as messages from subordinates to their
supervisors. This may include suggestions for improvement, status
reports, reactions to work-related issues, and new ideas.
Horizontal Communication
It is the term used to identify messages that flow laterally, at the
same organizational level. Messages of this type are characterized
by efforts at coordination, attempts to work together.
STRATEGIES FOR IMPROVING ORGANIZATIONAL COMMUNICATION
1.) Encourage Open Feedback
In theory, it's simple: If accurate information is the key to effective communication, then organizations should encourage feedback since,
after all, feedback is a prime source of information. However, we say "in theory" because it is natural for workers to be afraid of the
repercussions they may face when being extremely open with their superiors.

360-degree feedback
- Formal systems in which people at all levels give feedback to others at different levels and receive feedback from them, as
well as outsiders—including customers and suppliers.

Suggestion systems
- Programs that invite employees to submit ideas about how something may be improved. Employees are generally
rewarded when their ideas are implemented.

Corporate hotlines
- Telephone lines staffed by corporate officials ready to answer questions and listen to comments. These are particularly
useful during times when employees are likely to be full of questions because their organizations are undergoing change.
STRATEGIES FOR IMPROVING ORGANIZATIONAL COMMUNICATION
2.) Use Simple Language
Avoid overload Be a Good Listener
- Staying competitive in today's hectic world - Effective communication involves more than just
often requires doing many things at once— but presenting messages clearly. It also involves doing a good
without threatening the performance that job of comprehending others. Although most of us take
often results when communication channels listening for granted, effective listening is an important
are overloaded. Among these are the following. skill. When we speak of effective listening we are not
referring to the passive act of just taking in information
 Rely on gatekeepers that so often occurs. Rather, effective listening involves
 Practice queuing three important elements.
 Walk the talk  Being non-judgmental while taking in information from
others.
 Acknowledging speakers in ways that encourage them to
continue speaking.
 Attempting to advance the speaker's ideas to the next
step.
 POWER: HAVING AN IMPACT ON OTHERS
A. Tips for Improving Your Listening Skills
Being a good listener is an important skill that can enhance the effectiveness of communication in
organizations. Although it may be difficult to follow the suggestions outlined here, the benefits may be
worthwhile.

Influence That Comes with the Office: Position Power

A great deal of the power that people have in organizations comes from the posts they hold in those organizations. In other
words, they are able to influence others because of the formal power associated with their jobs. This is known as position
power
 Legitimate Power
 Reward Power
 Coercive Power
 Information Power
 Tips for Gaining Position Power - As you read these descriptions of the different sources of position power you
may have found yourself wondering what you could do to enhance your own position power where you are
working. If so, don't feel self-conscious about being "power hungry." On the contrary, you may find it comforting
to know that building a strong power base is an important first step toward becoming a successful leader.
 POWER: HAVING AN IMPACT ON OTHERS
A. Tips for Improving Your Listening Skills
Influence That Comes from the Individual: Personal Power
Thus far, we've discussed power based on an individual's position in an organization. Although this is an important
source of power, it is not the only one. People also derive power from their own unique qualities or characteristics. This
is known as personal power. There are four sources of personal power:
 Rational Persuasion
 Expert Power
 Referent Power
 Charisma
 Four Major Factors that Makes Individuals so Influential
1) Highly charismatic people have definite visions of the future of their organizations and how to bring them
to reality.
2) People with charisma tend to be excellent communicators.
3) Charismatic individuals inspire trust.
4) People with charisma make others feel good about themselves.
 POWER: HAVING AN IMPACT ON OTHERS
A. Tips for Improving Your Listening Skills
Organizational Politics: Possible Abuses of Power
People purposely influence others in ways that actually harm the organization, but that help them personally. Such acts are
known as organizational politics – behaviors that are not officially approved by an organization that people take to promote
their own self-interest at the expense of the organization's interest. Politically motivated acts often represent abuses of
power.

What Forms Do Organizational Politics Take?

 Restricting access to information - Although people don't always engage in outright lying and falsification, they may be
inclined to control others' access to information in ways that enhance their own power.
 Cultivating a favourable impression - People interested in being highly influential tend to go out of their way to engage in
some degree of image building – attempts to enhance the goodness of one's impressions on others.
 Developing a base of support - To successfully influence others, it is often useful to gain the support of others in the
organization.
 Blaming and attacking others - A commonly used political tactic involves finding a scapegoat— that is, someone to put
blame on for some failure or wrongdoing.
 Aligning with those more powerful - One of the most direct ways to gain power is by associating oneself with those that
are higher in power.
 POWER: HAVING AN IMPACT ON OTHERS
A. Tips for Improving Your Listening Skills

How Do You Deal with Organizational Politics?

Given how fundamental the desire and need for power appears to be among people, and how differences in power are
widespread in organizations, it seems safe to say that organizational politics is inevitable. And, as the effects of
organizational politics generally tend to be negative, this is not good news. Although it may be impossible to totally
eliminate organizational politics, it is important for managers to consider ways of minimizing the effects of political
behavior. Fortunately, several tactics have proven effective.

 Clarify job expectations

 Open the communication process
 Be a good role model
 Do not turn a blind eye to game players
THANK YOU!