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MULTIMEDIA NIVERSITY

ADM NO: CIT-223-034/2017

NAME: FELIX OLOLA

UNIT CODE: UCU 2118

UNIT NAME: HIV/AIDS

LECTURER: GLADYS KEMUNTO

DATE OF RESEARCH: 18/10/2017

DATE OF SUBMISSION: 30/10/2017

FUNCTIONS SORROUNDING THE PURPOSE OF ORGANIZATIONAL COMMUNICATION IN RELATION TO NEW MEDIA

INTRODUCTION

Organizational communication refers to the forms and channels of communication among members of organizations such as corporations, nonprofits or small businesses. Studies have found a strong relationship between the levels of communication in an organization and job performance and satisfaction. Organizational communication can be formal or informal, flow in various directions and make use of various media.

1.POSITIVE:

COMPLIANCE

This function enables management to explain the reasons for instructions in a way that workers can understand. In this context, it is downward communication; however, rationalizing is also important for enabling workers to bring issues to the attention of management, using upward communication to do so. If a worker identifies a motivation problem, for example, he may communicate this upward formally to management and use rationalization to highlight the potential impact of the problem on profitability.

PROBLEM-SOLVING

Most companies hold regular meetings to discuss issues such as production cycles, delivery times, price margins and other areas where unusual situations could arise that may affect the performance of a business. In these meetings, organizational communication plays an important role in tabling problems, brainstorming potential responses and finalizing solutions. In this way, a company obtains maximum benefit from the abilities of those involved in the communication, which flows horizontally and often informally.

CONFLICT MANAGEMENT

Conflict in the workplace can lead to the loss of talented employees, the lodging of grievances and possibly lawsuits. Managing conflict by bringing all parties together to discuss their differences in a safe, moderated environment is an important function of organizational communications. This type of communication usually involves all three directions of communication, and, although discussions may be informal, the final decisions are usually communicated formally.

GAINING COMPLIANCE

Gaining the compliance of employees is necessary for them to adhere fully to instructions. To do this, management needs to listen to feedback from the staff and to take account of their ideas and comments. Feedback or two-way communication can be both upward and downward or horizontal and may be formal or informal, but it is important for a company to enable open communication channels to motivate and achieve the best performance from employees.

SPEEDS DECISION MAKING IN AN ORGANIZATION: Since communication technology speeds the transfer of information, employees in an organization can easily consult each other and analyze information in a shortest period and make a decision.   Also with the use of (OLAP) Online analytical processing, employees can perform queries on a database to get data about a specific client  or matter and make a quick decision basing on the data retrieved from the database about that specific client or matter.

INCREASES PARTICIPATION IN ORGANIZATIONAL PROCESSES: 

Every employee will have a specific task to complete and all this can be monitored remotely by the manager. So all parties will be active since their work is being made simple by easy communication. Employees who are shy to ask for advice and help, will use tools like electronic mail or instant text messaging services to ask for help from their workmates with in the organization, they can also use the same medias to participate in decision making and creative design challenges.

INFLUENCES THE WAY PEOPLE INTERACT IN ORGANIZATIONS: 

Let’s look at an organization were you only see the operations manager twice a week, by the time he comes, everyone will need to speak to them and they will have less time for each of you. But with electronic mail, you can simply draft an email and send it to your superior or workmate. In this case, they don’t have to stop what they’re doing to attend to your matter, but you will get an instant reply and continue with your work.

STRUCTURES ORGANIZATIONAL LIFE:

Communication technology puts everything where it is supposed to be. No need to see papers and files everywhere in the office. All data is stored on the database, and you will have less paper work in the organization which makes life easier at work. Also the organization will spend more time on other productive section since the time to organize their data is saved by technology.

SUPPORTS OPEN DISCUSSIONS:

Most organization have used the internet to create organizational forums where members of the organization can discuss about various issues and get a solution. In this case members can suggest on areas of improvement within the organization.

ELIMINATES STEREOTYPICAL CLASSIFICATIONS:

With communication technology, all this will be eliminated because there is no face-to-face communication. Stereotyping of employees can result into poor performance and lack of self esteem amongst employees, so it is a wrong character.

2.NEGATIVE :

POOR SUBSTITUTE FOR FACE-TO-FACE COMMUNICATION: 

Since employees are using machines to communicate, they get less time to talk to each other and know each other better. This has resulted into increased bad relationships at work. Even though the shy ones will benefit from this technology , but they will also be denied the chance to learn how to interact with others..

NOT SAFE:

Since information has been centralized under one database, it is exposed to people with wrong intention with in the organization. Also information can be attacked by a hacker or a virus and all data will be lost in a minute. So the organization must pay an extra cost to keep this information safe.strong data base which will handle all the queries made by these employees in a minute as well they have to buy a computer for each of these employees.

IMPERSONAL PERCEPTION:

A significant disadvantage of business communication technology is the perception that a business is impersonal. Consumers who are consistently peppered with electronic communication from business organizations are more likely to have this perception. Consumers attempting to contact a business who are unable to reach a human being may become frustrated by electronic communication methods. Employees may also see electronic communication as impersonal if they only receive messages from managers or other employees through email. Email can also create confusion requiring employees to seek more feedback than normal compared to more personal communication methods.

SECURITY ISSUES:

Using business technology in communication can create various security issues. Emails, text messages and other website communication are often vulnerable to hackers or other individuals who should not have access to certain information. These security issues can create serious legal liabilities if a customer’s personal information, such as a credit card number, social security number or driver’s license is accessed by illegal means through a company’s business technology. Companies must also create internal controls to safeguard

EQUIPMENT EXPENSE:

Companies typically have to purchase additional equipment to implement business communication technology into its operations. Personal computers, servers, modems and other software or hardware are often necessary components. A business may also need to replace this equipment in a few years to maintain relevance in the business environment. Business communication technology also requires companies to employ an individual capable of handling

repair or maintenance issues. While this function can be outsourced, this option is usually more costly than hiring a dedicated information technology employee.

CONCLUSION:

Information communication technology has actually played a great role in different organizations which include; schools, hospitals and businesses whereby it’s up to you to use it in a proper way in order to achieve efficient and effective results.  However, although information-technology is good to use in organizations, it also comes with some serious disadvantages that have been listed above and that’s why it’s highly recommended for companies to put in place rules that govern the usage of technological-tools in order to achieve optimum productivity.

REFFERENCES:

1. .www.uonbi.ac.ke

2. http://www.useoftechnology.com/advantages-disadvantages-communication-technology-organization/.

3. http://smallbusiness.chron.com/advantages-disadvantages-communication-organization-23143.html.

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