Formal and Informal Communication Channels
Discuss about the Communication in Determining Employee.
Communication is one of the crucial factors that play a major role in an organization. Every effort in the enhancement of the organization should majorly take into consideration the human element of its development and the effective communication is the best measure in which people will be able to synchronize their determinations (Conrad, 2014). Communication has become a prime element which is required during the periods of radical changes which take place in an organization because it plays like an equipment required to change and redesign the internal processes. Rational communication helps to inspire the minds of human to change whereas emotional language is used to determine changes in the mind of an individual. Basically, there are two major types of communication i.e. Formal communication and Informal communication (Husain, 2013).
Formal communication is defined as the communication channel which takes place in an organization and which is generally managed by the authorized person in a well manner. It is also known as the “principle line of operational communication”. Formal channel of communication includes all the important records, memos, reports, letters, orders, emails, fax, bill boards and instructions ( Zehra & Kaneberg, 2016). The flow of information in formal channel of communication is very authentic and legally valid. It involves the hierarchy of information which also include advertising and presenting the brand materials logically. A well-known organization tend to adopt well planned communication channel (Femi , 2014).
Informal communication is defined as channels which do not follow any basic rules and authority lines to be followed. It is introduced because of the societal affiliation of members in an organization. Generally, Informal communication takes place because of the personal needs of the employees working in an organization (Daniel & Eze, 2016). Basically, such type of communication do not follow any specific hierarchy and it is oral which is generally communicated by simple glance, sign or sometimes silence too. Informal channel of communication is implicit, instant and diverse in nature. It is generally taken place while forming a small group of people i.e. when an individual has got some important message of interest that needs to be passed on to other and many more. An organization can make effective usage of informal channels of communication in order to strengthen the formal channels of communication (Agarwal & Garg, 2012).
The informal channel of communication is generally demotivated in any organization and it is not legally valid. It is commonly known as grapevine because it runs in all the guidelines regardless of the formal structure (Fortado, 2011). The concept of grapevine can easily be traced by the way the botanical vine grew over telegraph wires which tends to make telegraphic messages travel in informal paths. In real life, the concept of grapevine exists because of the gossipy nature of the human beings (Sethi, 2016). Human speak without thinking and as they go out for work, they behave very casually when they speak with their colleagues and other employees in the organization. The conversation includes both personal as well as professional matters. This results in the introduction of a rumor mill which is commonly known as grapevine (Otike , 2011).
Managerial Behavior and Employee Morale
With technology getting advanced day after day, the number of the channels in communication has importantly risen up with in few years. There are many channels which exist today like video conferencing, mobile technology, electronic bulletin etc. Channels can be chosen for the informal and formal communication.
Formal communication channels send the information which includes the objective, policies and norms. These are followed by the subordinates or the managers. Some of the channels are business plan and customers satisfaction.
There are several ways by which employees’ and management behavior affects the employee motivation which can lead to employee transgression at the work environment.
Employee transgression is one of the well-known trend which are seen in various workplace, particularly where motivational approaches are not well-crafted by the management of the organization. According to Ingram (2013), however both the employees and the management are equally accountable in managing and checking out behavior with respect to a motivated workplace experience, it is quite obvious that the behavior of any one may control and regulate the other. Generally, the tactics which the managers use to manage the overall activities of the organization aims at determining the performance of their employees (Belak & Milfelner , 2011). Managers who wishes to be rough towards their employees may cause lack of motivation and this may also cause possible transgression between employees. On the contrary, those who wishes to be motivational and transformational leader in their organization towards their staff members helps to enhance the level of motivation as well as boost the real productivity and also minimizes employee transgression inside the organization (Valde & Henningsen, 2015). The below mentioned points represents the several employee and management behaviors which may motivate the employees working in an organization and reduce employee transgression. These behaviors are majorly found under four major categories i.e. morale, performance, communication and attitude (Lawson, 2013).
The behavior of the managers in any organization impacts the morale of the employees in two ways i.e. it may impact in positive way or in a negative way. The morale of the employees in the work environment is dependent majorly on the behavior and consequently the perception of the employees on the manager in several levels of management (Shaban & zub, 2017). With respect to the conversation for example, managers who behave friendly with their employees helps to enhance their morale. Such managers also make sure that they support their employees in order to gain the desired goals and objectives in terms of individual satisfaction and also help in minimizing the chances of transgression among employees. Rewarding and encouraging employees helps them to feel motivated and dedicated towards their job along with the company. It helps to create a sense of belongingness and responsibilities towards the company to achieve the set goals and objectives. On the contrary, managers who are uncaring with respect to employee welfare and encouragement usually find a difficult time to achieve success in the work environment (Devi & Vijaykumar, 2016). Such kind of managers do not treat the employees well and they wish the employees to work for unachievable goals which can never be achieved. This creates a platform where employees will feel neglected and demotivated towards their job and the company. They tend to lose their interest and commitment towards their work. Transgression takes place in such cases when employees fails to cope up with such type of managers.
Performance and Employee Transgression
However under the category of morale, there are many behavior of employees which may lead to demotivation on their part which ultimately can lead to transgression as well. There are huge number of factors which can influence employees to behave in several ways that can tend to create obstacle to motivation. For an example, habituated drunkards who are employees in an organization can effect adversely. Such people usually gets late for their shifts and they are loud and aggressive in nature (Tiwari, 2014). This creates low morale in themselves and it also hampers the overall productivity among employees in an organization. Workers encourage each other by supporting one another on duty. Thus, negative behavior in an organization may create transgression.
Generally in any organization, major employees emulate the commitment aligned with the goals and objectives of the organization. For managers, showcasing high performance characteristics on regular basis makes the rest of the employees to accept a same mindset. Creating a similar mindset in any organization outcomes and also leads to consistent performance of several departments. However, maximum people generally are more focused on the behavior of the superiors with respect to performance, it is important for managers to make sure that they maintain hard work and great performance in order to encourage their employees in an effective manner. Mangers who believe in hard work and following work ethics transfer the similar characteristics in their sub employees as well which reduces the chances of employee transgression in an organization. There are many managers who highly support the employees and help them to perform well by adopting step by step approaches (Pradhan & Jena, 2016). Basically, manager who find enough time to address the issues related to the performance of the employees and attempting to reduce the barriers which creates obstacles in their success are very encouraging and motivational. There are also few managers who wishes to work with their employees together and get engaged in many activities so that they will get involved with them and they can easily share problems with the managers. Such informal involvement creates an optimistic perception of the management among the employees. This will help to identify their needs which will help to enhance their future performance and also motivate them in terms of rewards and incentives. Suggestions for promotion and increment in payment is one of best source of motivation among employees provided by the managers. Consequently, sometimes the managers discriminate and promote unsuccessful employees who actually do not deserve to be promoted. Such partiality and discrimination creates employee transgression and affects the performance of the employees in an organization. On the contrary, managers can also reward the non-deserving employees. Thus, absence of rewards may decrease the morale and introduce transgression (Muda, et al., 2014).
Employee performance of one individual affects the performance of other employees as well. The performance may include organizational factors and individual factors. Employees who tend to give additional support and hard work to the company creates a positive environment and also creates healthy changes and they may get promoted by the managers in terms of rewards and recognition. An inspiring employee to their subordinates by performance can easily be recognized and rewarded as role model in an organization. However, the employee will also be more focused to gain the organizational objectives and mission as well (Naharuddin & Sadegi, 2013). Consequently, personal factors which influence the performance in a negative way creates an issue for the managers as well as for the organization because this may lead to take unfavorable decisions against the existing employees. Upholding ethics at work place helps to generate a positive environment and this also helps to motivate other employees working in the organization. It boost and enhance the self-worth of the employees and thus, it can be stated that motivation must be highly approached in every organization (Brown, et al., 2015).
Effective communication of policies, values, procedures and basic instructions is quite important at any work environment and organization. The behavior of the management as well as employees in terms of communication effects the overall employee motivation and transgression in a very negative ways. In order to motivate employees in an organization, there are several types of communication which can easily be used to determine the motivational factors among employees. Types of communication involve vertical, horizontal and diagonal communication. There are managers who do not keep connection with their employees and this creates an issue in an organization. According to Khuong and Hoang (2015), research in the formal and informal organization points out that the manager makes sure that consistency in connecting with the workers motivates and develops the similar behavior within them. The workers will have the ability to open up to the new knowledge and also could share the experiences they have had with the management via efficient communication. Though, the barriers which are created by the management for maintaining the contact, pessimistically impacts the staff performance. It is due to none communication being done on. For example: Rewards at work, recognition for the good performance etc. Bad approaches of the communications with the manager translates in the emotions of the ignorance being felt. It can lead to wrong tasks incomplete, deadlines missed and little knowledge related to the new policies of the firm and norms.
Attitude to work and amongst workforce in any association regulates the efficacy and usefulness of responsibilities conveyed out. Additionally, each firm has staffs who hold either an optimistic or adverse attitude towards the organization and/or equivalent employees. Typically, the attitude of employees is strongminded by that of their bosses. In some cases where managers always takes the pessimistic viewpoint with respect to the work of the staffs, there are huge chances that staffs will hold a negative view of this specific manager. Once employees grow a negative boldness, they grow pessimistic on their responsibilities and develop carelessness. This transgression’s consequences from slight or no gratitude from responsibilities handled, little signs of gratitude and a sustained sensation of job anxiety. In some cases where labors are working on agreement basis, a bad attitude after the manager might make a single worker to anticipate on job self-doubt. This means that if they do not check their communication with their managers, they are probable not to be reassessed for contract delay in a given workplace. Positive attitude on the other hand cultivates a better relationship between the employees and the management. It works independently as a motivational factor and also reduces the possibility of transgression among workers. Managers who talk positively of their attainments and that of their workers while opening up to workers allow workplace atmosphere of goodwill and job satisfaction. Positive managers help in enhancing employee growth and improvement, as their styles of management promotes positive thinking. In most cases, managers who assume a negative attitude and seem to clasp it usually never realize the adverse effects it brings to the workplace (Susanty & Miradipta, 2013).
Employee Sentiments: This is the kind of technique in which the hidden emotions or agendas are taken out if any employee is seen or felt carrying it. Comprehensive reviews and feedbacks can be taken to reduce this as it impacts on the motivation of the employee directly.
Firstly, the impact if informal communication on the staff in terms of the motivation is that it gives the outcomes of quick spread of rumours out of which some impacts the section of the workforce. This communication within the managers spreads downwards to the remaining staff and often manipulates the behaviour in response to the information acquired. Rumours on worker demotion or promotion passed via informal communication can pessimistically impact the employees as they become anxious for knowing which employee has been considered for certain positions within the firm. This can moreover be due to the rumours which involves distorted information. These rumours on change in firm structure create workers more excited to know who their new supervisors are. In any firm setting, there are managers who might not prefer by many number of the employees. Hence, rumours of the department heads internal reshuffles crates the employees to retain in suspense and fear as the outcome of the possibility to put under a little preferred manager. This impacts their concentration and dedication to the work in the firm.
Secondly, misunderstanding within the workers occurs when there is communication of sensitive information done in informal way. The overuse of informal communication makes workers to think a informal view to problems and they are likely to percept immediate messages in inappropriate manner. It is also likely that employees who are used informal communication may be resistant to respect any given formal authorization. They could be so used to a manager who uses informal communication in that any change in the management that leads to the need for formal communication becomes a barrier to their communication practice. Misunderstanding messages in the organizational setting can be very disastrous especially in the manufacturing industries, where there is always need for high precision on the use of materials and procedures.
Thirdly, allowing informal communication as a practice makes it difficult to maintain secrecy within an organization. Informal communication involves open discussion, which is a characteristic of this particular form of communication. It is likely for information that is not well understood to spread to the rest of the staff in an organization, when informal communication approaches are used. As indicated before, the practice is characterized with faster of rumours. Even so, sometimes managers use this platform to test the reaction of workers in case a particular change could be implemented. This is because they are sure of receiving feedback in the short run. Informal communication is also difficult to control and perhaps the reason as to why it is impossible to keep everything confidential when using it. There are no rules that are established rules in the control of information flow and therefore workers might come across information that may either encourage their commitment to duty and or negatively challenge their efforts. The worst may happen when the workers realize that their welfare is likely to be breached through policies that are about to be introduced. The resulting change in attitude and morale lowers the productivity of the whole firm (Conrad, 2014)
Conclusion
By concluding, the discussion in this essay displays the various methods in which informal communication can manipulate the staff motivation in any firm. This highlights the assertive and the pessimistic impacts that informal communication brings with respect to the staff motivation. Also, the debate highlights the requirement for the management to be sure that the staff is supported to be hugely productive humans who will always stay motivated and committed to the goals of the company. This is done via discussing the behavior of management and the staff in manipulating the employee motivation and transgression. The behavior is being studies based on the factors like attitude, performance, morale and communication. Results of the discussion could help in the decision making for manager in the work firm.
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