Ellen Breland

Organizational Communication and Workflow How Communication Affects Workflow Workplace communication is There are four main ways the transfer of information that communication flows between employees or groups within an organization: within an organization. Communication is not only verbal but includes such things as emails, voicemails, texts, memos and notes. Four Types of Communication  Upward Flow Upward communication flows from a lower level to a higher level within an organization. Downward Flow Downward communication flows from a higher level to a lower level within an organization. Lateral/Horizontal Flow Lateral or horizontal communication takes place between employees within the same hierarchical level of the company, for example manager to manager or peer to peer. Diagonal Flow Diagonal communication occurs when employees within different workgroups communicate with each other. Upward communication is very important as it reaffirms their commitment to flows from a lower level to a provides emotional and social the organization. In essence, higher level within an support which creates a employees who are able to organization. Employees use greater teamwork among effectively communicate up this form of communication to colleagues. and down the organizational convey their thoughts, ideas and performance to their superiors. This communication type is also used to inform managers of the issues and concerns of their employees. In turn, managers can get a sense of how the employee feels about their job, coworkers, superiors and the organization and use this information to mitigate and correct issues as they occur. Downward communication flows from a higher level to a lower level within an organization. Managers use this form of communication to provide work-related information needed by the employees to do their jobs effectively. Managers also use this form of communication to Diagonal communication occurs when employees within different workgroups chain are more committed, productive and experience increased morale. communicate with each other. When organizational The importance of this communication is not ideal, communication is that is an workflows become inefficient efficient means of sharing and the organization suffers. information across the A breakdown in employee organization which helps communication leads to a lack facilitate daily tasks more of enthusiasm and eventually easily. a downward turn in morale as All of the above flows of workplace communication must be effectively utilized in order for a company to be productive and efficient. Increased job satisfaction is a distinct advantage of good workplace communication as employees are happier and more empowered when they feel their ideas and suggestions are being listened employees are asked to complete tasks that seem meaningless due to lack of context. Email messages with insufficient information, presentations that lack pertinent content and project requests that do not provide proper direction all have a negative influence on the employee and the organization. to and acknowledged. It is very easy to fall into Another advantage is negative communication improved productivity and habits that wreak havoc and renewed organizational drain an organization of its Lateral or horizontal commitment. Employees who talent, energy and time. There communication takes place receive effective feedback are, however, many positive between employees within the from their superiors show an communication approaches same hierarchical level of the increase in productivity and that can be utilized to company, for example when they feel they are strengthen working manager to manager or peer receiving truthful information relationships within an to peer. This communication from their superiors, this organization. provide performance feedback as well as the goals of the organization. Try these Positive Communication Approaches  Build Respect – The key to building any good relationship is respecting the other person. Respecting someone doesn’t mean you always have to agree with them but it does mean that you have to establish some common ground where you have similar points of view.     Give Your Time – In order to strengthen your relationship with someone you have to be willing to spend time with them, talk with them, seek their advice and find out what makes them tick. Actively Listen – The ultimate sign of respect is really listening to what a person is saying. Sincerely and attentively listening to someone, without outside distractions, is truly a successful way to build strong relationships. Be Patient – Life at work can be filled with tension and stress. People gravitate toward those who are able to remain patient and calm in stressful times, and turn them from a state of tension to one of opportunity and collaboration. Practice Humility – Everyone is human and makes mistakes. It is very important to acknowledge mistakes and be able to apologize in a sincere fashion when you are wrong.  Show Empathy – Try to understand what drives another person to act or feel a certain way. Once you gain this knowledge, you now have the key to communicating to them in a manner that matters to them most. In conclusion, by consistently utilizing effective communication skills and consciously working to build strong relationships, organizations will have satisfied employees resulting in increased workflow efficiency and improved bottom line results.