METHODOLOGICAL DESIGN FOR LEARNING OF BUSINESS MANAGEMENT – 4TH

MDFL# 14: COMMUNICATION

II. WE INVESTIGATE AND BUILD THE LEARNING. .

Activity #4 Read the texts and highlight the main parts of it.

COMMUNICATION

Communication can be defined as the exchange or transfer of information, data, and ideas. Examples include
staff meetings, new media reports, phone conversations, emails, or just employees talking during a coffee or
tea break. Managers spend a significant amount of time communicating with each other, as well as with
other internal and external stakeholder groups. The goals (or purposes) of communication include informing,
instructing, notifying, clarifying, responding, receiving feedback, and reviewing. Effective communication is
vital to an organization's operational efficiency because:

1.- Corporate communication

Corporate communication is the set of activities, processes and strategies that an organization uses to
transmit information and establish relationships with its different audiences, both internal and external.
It is a discipline that seeks to manage the image and reputation of the company, build a solid and coherent
corporate identity, and establish an effective and transparent dialogue with the different stakeholders,
such as customers, employees, suppliers, shareholders, the media and society in general. Corporate
communication covers various areas, such as institutional communication, internal communication,
financial communication, crisis management and corporate social responsibility, among others.

According to Argenti (2016), corporate communication is "the process of building and maintaining positive
and mutually beneficial relationships between a company and its environment" (p. 3).

For Kunsch (2015), corporate communication is "the strategic management of all forms of communication
between an organization and its stakeholders, with the aim of building and maintaining solid, coherent,
and ethical relationships" (p. 34).

Employees are clear about the expectations of their roles and responsibilities.

Managers respond appropriately to feedback provided by customers, employees, suppliers, and other
stakeholders.

A transmission mechanism or means of communication is the method by which one part communicates with
another. Communication methods or networks can be classified as either formal or informal methods of
communication. Formal communication networks are used to communicate professional matters, while
informal methods of communication are more informal and are not always related to work matters.

Examples of communication methods:

Electronic communication: It is the use of information technology (IT) for communication purposes, such as
email, social media platforms (such as WhatsApp, Telegram, or Facebook), and video conferencing.

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Oral communication (or verbal communication): Involves people talking and listening to each other, such as
during work meetings or on the phone.

Visual communication: Refers to the use of visual stimuli as methods of communication, such as
photographs, images, graphs, tables, and infographics.

Written Communication: Refers to text-based nonverbal communication methods, such as emails, letters,
summaries, executive summaries, notices, and reports.

Nonverbal communication: These are methods of nonverbal communication, such as gestures, facial
expressions, and body language. These methods can reveal more about what is actually being communicated
than what is said or how it is said.

2.1. Formal communication is the method of communication through official communication channels,
endorsed by the business organization. This means that it is a communication that arises from the
authority, accountability, and responsibility of a job. Examples include scheduled workplace meetings or
documented letters and emails. Effective formal communication in the workplace is of utmost importance.
It helps keep employees working on the right tasks, at the right times, and with the right attitudes. Effective
communication also allows managers to have better command and control over what they do.
This information communicated through formal communication usually follows an official chain of
command, based on formalized organizational charts. This means that information typically flows from
senior managers to subordinates throughout the organization, and employee feedback goes back up the
chain of command. In the following organizational chart, for example, you can see that the chief executive
officer (CEO) communicates messages to the marketing team through the company's marketing director.

Formal and informal methods of communication for an organization in a given situation

There are several methods of communication that an organization can use in a given situation. Here are
some formal and informal methods of communication and in which situations they might be most
appropriate:

2.1 Formal methods of communication:

There are different formal methods of communication like:

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 · Meetings: Formal scheduled meetings are a common method of communication in the workplace
(just ask your teachers!). These are formal events that usually occur on the company's premises and
are directly related to labor matters.

· Appraisal: This is a formal review of performance between an employee and the direct superior.
The appraisal is carried out orally, although the review is documented and signed by both parties as
a record of the conversations between the manager and the employee.

· Reports: These are official documents that have been produced for internal and external
stakeholders, such as a company's annual report to its shareholders.

· Emails: Companies often use emails sent in an official capacity to communicate with their internal
and external stakeholder groups.

· Letters: The official texts contained in these written forms of communication include letters of
application (for a job), formal notices, and contracts.

· Publications: These are academic and scholarly works, such as educational publications, research
articles, market research, and market analysis.

· Presentations and speeches: These oral methods of communication are used to inform or address
a particular audience. Examples include giving a press conference (for PR purposes), a product
launch, or a presentation to potential investors.

· Company websites: Businesses use online media platforms to communicate with their customers
and other stakeholders. This will usually include a section about the organization's introduction or
history, product details, and contact information.

It is important to keep in mind that the choice of communication method will depend on the specific situation
and the objectives to be achieved. Therefore, it is advisable to carefully evaluate the advantages and
disadvantages of each method before choosing a particular one.

The advantages of formal communication

The interrelated advantages of formal methods of communication include:

· Formal communication is more credible and reliable than informal communication because it
comes from official channels or networks. For example, what is communicated is usually recorded.

· Clear and formal communication helps employees know exactly what their roles and responsibilities
are, as well as their expectations. This adds clarity to people and significantly helps reduce any
ambiguity or misunderstanding.

· Similarly, official methods of communication help create an efficient flow of information between
managers and employees using clearly defined chains of command.

· Formal communication reduces the probability of people making mistakes because the message
comes from an authoritative official source, so it's usually easier to understand.

The disadvantages of formal communication

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 · Formal communication can be slower than informal methods of communication, especially in large
organizations with high hierarchical (vertical) structures with many levels of management (and
therefore long chains of command). This can lead to delays in decision-making in the workplace.

· The need for formality, confidentiality and security of official information implies higher costs, such
as spending on cybersecurity.

· Rigid (inflexible) communication processes can result in a lack of initiative or creative ideas on the
part of employees.

2.2. Informal communication is the method of communication through unofficial communication channels,
such as gossip or rumors in the workplace or arguments during social events with colleagues. It happens
casually and organically, rather than through formal and predetermined methods.
Unlike formal channels of communication that have predetermined protocols, informal communication
takes place without limits. For example, informal communication can refer to a conversation overheard by
chance or to an anonymous source of information.

Informal methods of communication:

· Unscheduled conversations are usually informal, even if they occur on the work premises and are
related to work matters. For example, colleagues from different departments may have a casual
conversation during a coffee or lunch break. This includes small talk, using everyday spoken
language.

· Internet-based communication, such as instant messaging services, online forums, chat rooms, and
social media. For example, social media platforms, such as posts and comments on Twitter, LinkedIn,
Instagram, and Facebook, are commonly used to communicate information about a company
unofficially.

· Personal conversations between two or more people in an unofficial capacity. This includes private
conversations about work-related matters, such as something that a colleague is concerned about.
It also includes conversations between coworkers who have become friends.

· Similarly, communications take place in groups. This is a common method of informal

communication, where people receive information and pass it on to their personal network (group)
of coworkers. Each individual can then transmit this information to their own group.

The advantages of informal communication.

· Informal methods of communication are less time-consuming than official channels. The absence
of official chains of command helps to improve the speed with which communications can take
place.

· Therefore, informal methods are less expensive than official methods of communication.

· It can improve transparency in the workplace, as formal channels of communication can be

restrictive. This helps to improve communication flows and prevent potential problems or clashes
between employees.

· Grapevine communications, whether from private or professional matters, help create positive
relationships in the workplace. This can help improve employee morale and productivity.

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The disadvantages of informal communication.

· Second-hand information isn't always reliable or accurate, especially if it's spread through rumors
and gossip. This is because such information is received from other people, not necessarily in an
official capacity.

· There are no authoritative or official records that can be used to substantiate information shared
through informal communication channels.

· It can increase the risks associated with miscommunication and misunderstandings, as employees
may misinterpret information communicated through unofficial channels.

· It is more difficult to control since informal conversations have no set rules or policies to follow.
Therefore, trying to control the spread of information (especially important and sensitive
information) can prove challenging.

3. Barriers to communication

There are several obstacles to communication in business organizations, some of which include:

1. Language barriers: can cause major problems of communication and misunderstandings, such as
difficulties related to Language Translation, Tones, Written Language, Slang, Slang, Dialects and
accents .

2. Cultural barriers to communication arise from differences in norms, social beliefs and values in
different communities and countries. In a corporate context, this could be due to a lack of
awareness or understanding of the different commercial labels in other cultures.

3. Physical barriers: Physical barriers, such as geographic distance, lack of accessibility to media, and
lack of appropriate technology, can make it difficult for members of an organization to
communicate effectively.

4. Psychological barriers: Psychological barriers, such as negative attitudes, strong emotions, and
prejudices, can affect the perception of information and lead to conflict.

5. Organizational barriers: Organizational barriers, such as hierarchical structure, corporate culture,

and lack of adequate communication channels, can limit the ability of members of the
organization to express themselves and participate in decision-making.

6. Technological barriers: Technological barriers to communication are due to the fact that people do
not have the right technologies and tools to communicate in a way that is effectively.

To overcome these obstacles, organizations can implement strategies that foster effective
communication, such as creating appropriate communication channels, fostering a participatory culture,
and training in communication skills. It is also important for the organization's leaders to establish a
collaborative and transparent work environment that encourages open communication and
participation by all members of the company.

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Hofstede's cultural dimensions.
Hofstede's cultural dimensions theory is a framework for cross-cultural psychology, developed by Geert
Hofstede. It shows the effects of a society's culture on the values of its members, and how these values relate
to behavior, using a structure derived from factor analysis.

This tool is used by managers to understand the various aspects of cultures within and between
organizations, helps them to understand the cultural similarities and differences that exist between different
countries, to determine more appropriate ways to carry out their operations in different national and
international contexts.

• Power distance refers to the degree to which a culture accepts and respects authority and status.

• Individualism versus collectivism is about whether a society values the individual over a team or a
collective group of individuals in a specific community.

• Femininity versus Masculinity focuses on stereotypical male and female traits and the roles they play
in communities. In a masculine community when men are assertive and competitive while women
care and nurture.

• Uncertainty avoidance this refers to the index of a society's tolerance for ambiguity. It's about whether
a society feels like it should try to control the future or just let it happen.

• Long-term versus short-term orientation is the cultural dimension that connects the past with
attitudes toward the future.

• Indulgence versus restraint refers to a society or organization that fosters the natural human impulse
to be free, to have fun, and generally to enjoy life. On the contrary, and the 2nd means that society
tends to suppress people's personal needs and desires through a system of strict social norms and
self-regulation.

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WE CONCLUDE THE LEARNINGS. .

Activity #5 We understand our learnings actively.

1. How do you define “Communication”.

2. What are the differences between formal and informal communication?
3. Outline two advantages of formal and informal communication.
4. Outline two disadvantages of formal and informal communication.
5. Outline two communication barriers