2.6 Communication

Question 1

What is Communication?

Answer 1

involves the transfer of information. This can take place directly between people or different organizations

Question 2

What is Feedback?

Answer 2

receiving a response from the target of the communication. If understood, then an action occurs based on the request of the communication.

Question 2

Formal Communication

Answer 2

• Uses official channels to transfer information on behalf of an organization, such as goals or policies. This information often follows a chain of command (2.2) going from managers to subordinates.
• may also go from the business to its various stakeholders (1.4) outside the company

Question 2

what is an example of formal communication

Answer 2

Weekly meetings about a particular business function or a Company’s Annual Financial Report.

Question 3

Informal Communication

Answer 3

Takes place outside of official channels and the formal structure of a business. Informal communication is rapid but often inaccurate so it is important to make sure important information and changes are communicated promptly using formal methods of communication.

Question 3

Example of informal Communication

Answer 3

Gossip among staff, or employee-to-employee emails.

Question 4

Informal communication benefits

Answer 4

• Improves working relationships as people talking together openly connects different employees/divisions together
• You can gain immediate feedback and from various perspectives which aids in job satisfaction as voices are heard

Question 4

Formal Communication Drawbacks

Answer 4

• Can be slow, in particular with organizations with many levels of hierarchy
• People can ignore emails, letters, or not pay attention in meetings.

Question 4

Methods of Communication
(Electronic)

Answer 4

Email & Text Messages: revolutionized communication. Quick, easy, and free!

Websites and Social Media: combines written and visual communication methods.

Intranets: basically the internet but only open to companies within the business, done for security reasons.

Video Conferences: cuts back on travel costs significantly. Further revolutionized business communication.

Question 5

Methods of Communication
(Visual)

Answer 5

Posters and Infographics: used most commonly as a reminder of past messages or communications

Graphs and Charts: gives a visual representation of data to aid in comprehension

Question 5

Informal Communication drawbacks

Answer 5

• Inaccurate information as there are no true controls over who and what is being communicated
• Can contradict formal communication methods and often leads employees to believe they aren’t being given the full message from formal communication methods

Question 5

Formal Communication Benefits

Answer 5

• Organizations have full control over how information is communicated to stakeholders
• Is reliable and there is usually a record of the communication taking place if necessary for further reviews/reports

Question 5

Methods of Communication (Spoken)

Answer 5

Telephone Communication: widely used to transmit simple information quickly. Has decreased in popularity due to email.

Meetings: Has various forms, some formal (such as finance meetings), or informal (quality circles and social events)

Presentations: easy to put together and efficient

Interviews: more one-on-one or small group based communications

Question 6

Methods of Communication (Written)

Answer 6

Reports: the most common way that quantitative data is communicated

Question 6

(One-Way) Channel of Communication

Answer 6

I talk, you listen, you act, no feedback

Question 6

(Two-Way) Channel of Communication

Answer 6

We talk, we listen, we act on feedback

Question 7

Vertical

Answer 7

Information passed on through different levels of hierarchy

Question 8

Horizontal

Answer 8

Communication within the same level of hierarchy

Question 9

Changes in Business Practices (Barriers to Communication)

Answer 9

More information = more communication. Teleworking is becoming far more common in the Post-Covid world. This reliance on electronic communication can affect security, worker engagement, and efficiency.

Question 10

Inappropriate Management & Leadership Styles (Barriers to Communication)

Answer 10

Employees, based on their own personality or culture, are affected differently by certain M & L styles and how they communicate to their subordinates.

Question 11

Lack of Understanding (Barriers to Communication)

Answer 11

Poor communication is often caused by a lack of understanding in the leadership team. This is more common is certain leadership styles.

Question 12

Too Much IT!
(Barriers to Communication)

Answer 12

Employees need to gain knowledge and familiarity with electronic communication systems. It requires time and training but also people ‘burn out’ on some methods…

Question 13

Merger & Takeover Activity
(Barriers to Communication)

Answer 13

External Growth methods (1.5) adds many communication issues as leaders and employees are often thrown together without much foresight. If one part of the M & T group feels ‘left out’ or ‘weaker’ it contributes of demotivation and inefficiency.

Question 14

Use of jargon or technical terms