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Communication in any organization depicts an organization’s structure.

Therefore, this paper


endeavours to show how communication depicts organization’s structure. However, the paper
begins by defining key concepts such as communication, an organization and organization
struction and thereafter, discusses the main purpose of the paper.

Communication can be defined as the exchange of an information, thought and emotion between
individuals of groups; in other words, communication plays a fundamental role in balancing
individual and organizational objectives. Communication is the activity of conveying
information. Communication has been derived from the Latin word "communis", meaning to
share. Communication requires a sender, a message, and an intended recipient, although the
receiver need not be present or aware of the sender's intent to communicate at the time of
communication; thus communication can occur across vast distances in time and space.
Communication requires that the communicating parties share an area of communicative
commonality. The communication process is complete once the receiver has understood the
message of the sender. Thus, feedback is critical to effective communication between parties.

According to Keyton (2011), communication is the process of transmitting information and


common understanding from one person to another. Additionally, Koontz (2001) defined
communication as the process of transferring information from the sender to the receiver with the
information understand by the receiver so as to produce feed back to the sender.

Communication is also defined as the exchange of messages between an organization and its
environment as well as between its networks of interdependent subsystems. Communication is
the glue that holds an organization together and harmonizes its parts (Hanson, 1996).

Rogers (1976), sees an organization as a stable system of individuals who work together to
achieve, through a hierarchy of ranks and divisions of labour, organizational goals. To do this,
the individuals requires information to enable them make appropriate decisions. Therefore,
enough information must be availed to them to dismantle their individuality.

On the other hand, organizational structure is a system used to define a hierarchy within an
organization. It identifies each job, its function and where it reports to within the organization.
This structure is developed to establish how an organization operates and assists an organization
in obtaining its goals to allow for future growth. Argyris (1974) describes an organizational
structure (chart) as an x-ray of the hierarchical structure through which much about a system’s
operation and the organization of its formal communication can be learnt from. One means of
analyzing an organization is to view it as a communication network. The organizational structure
shows how the information flow downwards from the superior to subordinates through the
various levels of the organization and it flows upwards the same network. In addition, Bloisi et
al. (2007: 710) defines organizational structure as a grouping of people and tasks into different
units to boost coordination of communication, decisions, and actions.

Communication in an organization occurs in a highly structured context. The organizational


structure by its rigid structure limits and guides communication flows. Communication structures
in an organization determines the effects of such things as centrality, access to other members,
open channels, communication linkages and effects of information on the group participation,
satisfaction and performance. The communication system of an organization consist of the
process by which requests for information proceed to the point of collection and by which that
information is transmitted back to the person requesting it.( Katz and Kahn, 1978).

Therefore, the notion that communication depicts an organization’s structure plays a vital role in
influencing efficiency and organizational performance all over the world is indisputable.
However, there are a number of ways in which communication depicts an organization’s
structure. Some of these ways are discussed below;

One of the ways in which communication depicts an organization’s structure is through control.
Communication acts to control member behavior in several ways. Any organization and its
structure have authority hierarchies and formal guidelines that employees are required to follow.
When its members, for instance are required to first communicate any job related grievance to
their immediate boss, to follow their job description, or to comply with company policies,
communication is performing a control function ( ). But informal communication also controls
behavior. When work groups tease or harass a member who produces too much (and makes the
rest of the group look bad) they are informally communicating with, and controlling the
member’s behavior.

OTHER POINTS TO CONSIDER

In an open system perspective, an organization is seen as an elaborate set of interconnected


communication channels designed to impart, sort and analyze information from the environment
and export the processed message back to the environment. “Communication provides a means
for making and executing decisions, obtaining feedback and correcting organizational objectives
and procedures as the situation demands.” (Rogers and Rogers 1976).
Communication is seen as a thread that holds the various interdepartmental parts of an
organization together. If communication were somehow removed from an organization or
industry, it would collapse instantly. “When communication stops, organized activity ceases to
exist and individual uncoordinated activity returns.” (Hicks and Gullett, 1976).

Communication is not only an essential ingredient in the internal functioning of an organization,


but it is also vital in the organization’s information exchange with its environment. According to
Guetzkow (1965), the communication system serves as the vehicle by which organizations are
embedded in their environments. An organization might emphasize training and development of
other managerial skills, but communication is often taken for granted. There is an assumption
that if an individual can speak, read and writes, and then he can communicate. Communication is
not just reading, writing and speaking; rather it us the transfer of information and understanding
from one person to another (Waweru, 2002).

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Bloisi, W., Cook, C.W., & Hunsaker, P.L. (2007). Management & organizational Behaviour. 2nd
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Rogers, E and Rogers, R.A (1976). Communication in Organizations, New York, The Free press.

Rogers and Agarwala (1976). Communication in Africa. New York: Binghamton Ltd.

Robins. Stephen P. (2003). Organization Behaviour. New Delhi: Prentice Hall of India Limited.

Mullins L.J. (20021 Management and Organizational Behaviour, London: David Preece.

Lanzetta and Roby, (1957). Communication and Organizational Structure; London: Pittman
Publishing Ltd.

Katz D. and Kahn R.L.(1978). The social psychology o f Organizations; 2nu Edition, New York,
Wilay Publishers.

Bennet Rogers, (1999). Organization Behaviour. Great Britain: Pearson Professionals Limited.

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