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    How to maximize communication systems within an organization

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    When management communicates, he or she is sharing information in an effort to inform, motivate, persuade, or influence employees. The channel of communication has the ability to be formal or informal. Formal communication is information that is organized, managed, planned, secured, and conveyed to those who are relevant to the topic at hand. The method often uses electronic and written documents to convey the message. Usually formal communication is shared information passed down from upper management to the working employees at the bottom of the organizational chart. In contrast to formal communication, there is informal communication. Informal communication satisfies the social and emotional needs of management and the employees. This method does not funnel information based upon an organizational chart and is based mostly on word of mouth.

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    When management communicates, he or she is sharing information in an effort to inform, motivate, persuade, or influence employees. The channel of communication has the ability to be formal or informal. Formal communication is information that is organized, managed, planned, secured, and conveyed to those who are relevant to the topic at hand. The method often uses electronic and written documents to convey the message. Usually formal communication is shared information passed down from upper management to the working employees at the bottom of the organizational chart. Formal communication often is distributed in the form of reports and only discusses business related topics. In contrast to formal communication, there is informal communication. Informal communication satisfies the social and emotional needs of management and the employees. This method does not funnel information based upon an organizational chart and is based mostly on word of mouth.

    As a manager, both methods are great in order to maximize influence on employees, if implemented correctly. Management can use formal communication when informing employees about changes in policies, rules, and regulations. Any information given from a corporate office or executive officer should be given using formal communication. Additionally, a manager may use formal communication when providing an employee with feedback on work performance or coaching milestones. This will ensure that all employees are aware of what the company expects. Informal communication may be implemented when a manager is attempting to identify or investigate issues. For example, should an employee work behavior change (coming to work late, excessive absence, etc) a good manager will invite the employee in to discuss the problem. The issue at hand may be that the employee is experiencing abuse in the home or other personal issues. Informal communication allows the manager to understand the emotional and personal aspect of the employee. Talking to the employee as an individual and not as a manager will open the pathway for the employee to invite the manager into his or her personal life. This method may lessen the stress and anxiety that the employee may have which will allow the employee to resume good working habits. The employees will more than likely work to the best of his or her ability and inform the manager or any wrong conducted within the company.

    When implementing both strategies, the manager may possible gain more respect and trust from employees. When an employee feel that he or she can go to a manager for any reason, the manager will always have a greater understanding of why such behaviors are happening. Trust and respect are two factors that every manager should strive to obtain from employees. In order to obtain these factors, good communication in a formal and informal manner is needed.

    Reference

    Differences between Formal and Informal Communication Channels
    Journal article by J. David Johnson, William A. Donohue, Charles K. Atkin, Sally Johnson; The Journal of Business Communication, Vol. 31, 1994.

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