How information is used and how it flows in an organization

Modern organization designs An important issue in organizational structuring is whether the structure of an organization should be dynamic and change according to changes in the environment or remain stable in the face of such changes. Since an organization exists in an external environment, it cannot remain indifferent to changes in its external milieu. However, the extent of changes would depend upon the degree of influence the changing environment exerts on the efficient functioning of the organization and sub-units.

How information is used and how it flows in an organization

Wednesday, February 22, Communication Network in Business organization A communication network refers to how information flows within the organization. Information within an organization generally flows through a system, rather than being a free flow.

Communication networks may be formal or informal. We will deal with each of these in some detail. Formal Communication Network — A formal communication network is one which is created by management and described with the help of an organizational chart.

An organizational chart specifies the hierarchy and the reporting system in the organization. Therefore, in a formal network, information is passed on only through official channels such as memos, bulletins and intranet email within the organization.

The organizational chart implies that information can flow in any of three directions — vertically, i. Upward Communication — This may be defined as information that flows from subordinates to superiors. Some of the reasons for upward communication include discussing work related problems, giving suggestions for improvement and sharing feelings about the job and co-workers.

This type of communication has both benefits and disadvantages. One of the biggest benefits is problem-solving.

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Thus, his ability to solve new problems and therefore his managerial ability, improves. Another benefit that could arise from upward communication is that valuable ideas and suggestions may sometimes come from lower level employees. Therefore organizations should encourage this kind of communication.

A third benefit is that employees learn to accept the decisions of management and thereby work as a team. Downward Communication — This may be defined as information that flows from superiors to subordinates.

The most common reasons for downward communication are for giving job instructions, explaining company rules, policies and procedures and giving feedback regarding job performance. A number of studies have indicated that regular downward communication in the form of feedback given to employees is the most important factor affecting job satisfaction.

Therefore organizations today are trying to encourage more of this type of communication. There are both benefits and disadvantages associated with this type of communication. Downward communication that provides regular feedback will be beneficial if the feedback or review of performance is constructive.

On the other hand, a destructive review can destroy employee morale and confidence. Regular downward communication also creates a climate of transparency or openness, where information is passed on through official channels, rather than through rumors.

Thirdly, downward communication boosts employee morale, since it indicates that management is involved in their progress. It may be defined as communication that takes place between co-workers in the same department, or in different departments, with different areas of responsibility.

The reasons for this type of communication are for coordination of tasks, sharing of information regarding goals of the organization, resolving interpersonal or work related problems and building rapport.

The biggest potential benefit of horizontal communication is the sense of teamwork that is created. Regular communication of this type ensures that all co-workers work together towards achieving a common goal in the overall interest of the organization.

The biggest potential problem is that conflicts such as ego clashes are bound to arise, when co-workers at the same level communicate on a regular basis. This is illustrated by the diagrams given below.Information that is passed through an organization is generally used to enlighten and educate to help improve the outlook of people who are within the organization.

An open flow of information allows everyone within the organization to understand the way that things work. Downward Flow of Communication: Communication that flows from a higher level in an organization to a lower level is a downward communication.

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In other words, communication from superiors to subordinates in a chain of command is a downward communication. It can also be used as a means to highlight detailed flows in an individual task or functional area.

caninariojana.comation Flow Diagrams at Intersections. In particular, at intersections between processes or systems, indeed between function in an organization, this concept is extremely powerful.

The Scalar Principle Decision making authority and the chain of command in an organization should flow in a straight line from the highest level to the lowest. The principle evolves from the .

The IS support organization is a multi-faceted group providing user assistance in hardware and software acquisition and use, data administration, user training and assistance, and software development.

Management Information Systems:Management Information Systems are management-level systems that are used by middle managers to help ensure the smooth running of the organization .

How information is used and how it flows in an organization
Information flow diagram - Wikipedia