Organizational Communication Theories - Essay Example

Introduction Organizational Communication is a term used to identify the various ways in which people in an organization communicate to each other effectively. This paper will elaborate on the theories of organizational communication and how they are reflected in an organization. In this case, this paper shall take a case study on Davis Instrument Company, which is a manufacturing firm. The theories of organizational communication emphasize on the various interactions of people in an organization. This in turn influences the organizational behavior. Such theories include the Contingency theory, Theory X and Y, the Systems theory, Bureaucracy theory and many more theories advanced by scientists. This paper will focus on two theories of organizational communication, that is The Contingency theory and the Bureaucracy theory. The Contingency Theory Joan Woodward put the contingency theory forward as part of the scientific studies of management. It states that there is no single way in which management of an organization can solve a problem. Every situation is different and therefore calls for a different approach in providing a solution. This means that an organization should be dynamic and ready to embrace changes in order to enhance its operations. These contingencies are various constraints that can be originating either internally or externally. Internal constraints originate from the organization and they include demographic constraints, traditional, output and structural contingencies. Those that are external constraints include factors from the external environment such as political factors, environmental, economic, technological, legal and socio-cultural factors. Hence, an organization’s communication strategies are dependent upon different factors. The contingency theory can be analyzed in three different perspectives, which are: 1. The contingency theory of decision-making; this perspective explains that for one to make a decision in an organization, the decision best suites the situation if it was made through consultations and is specific to that situation. Hence emphasizes the basic argument of the contingency theory that there is no one specific way of solving matters, they are all dependent upon situations. 2. The contingency theory of leadership; this theory explains that the best leader in an organization is based on how well he can solve problems in different situations by using critical judgment. 3. Contingency rules theory. This theory advances that the best rules to be used in an organization are those that are adaptive to various situations. This theory was applied in Davis Instrument Company where by the management was face by a challenge in operations. This was because it wanted to change its systems. However, there was a challenge of how this would be done in the best way possible such that the workers would be receptive about the new system. Various proposals were made on how to handle the situation and it was quite difficult to settle on one. This led to a crisis. Therefore, it was agreed that the best approach was to handle the situation on basis of the contingencies involved and not by mere laid down structures. Therefore the contingency theory, which is also known as the situational theory, can be used by managers to be able to make critical decisions in an organization where communication is key. According to Goldhaber (99), different organizational contingencies showed a relationship with communication variables. The Bureaucracy Theory Another theory that this paper will discuss is the theory of Bureaucracy that was put forward by Max Weber. Bureaucracy is a term he used to explain that authority should be rational. This is characterized by formal rules, regulations and procedures contrary to charismatic and traditional authority that is based on an individual. This means that authority can be transferred from one person to another. This means that authority is placed on a certain position in an organization and not a specific person. Bureaucracy can be traced in an organization where there are formal structures, laid down rules and regulation, a chain of command, division of labor and clear responsibilities for each person in the organization. Max Weber advocated for bureaucracy as it had the following advantages: 1. It would do away with nepotism and favoritism in the organizations there was to be a laid down structure and policies. 2. There was impersonality in the authority placed on a certain position in the organization. 3. Employment selection and promotion would be based on merit. Hence bring fairness in the organization. 4. There was to be a hierarchical structure of command such that it would flow down from the top most position in the organization. Those in the low levels would also communicate in that order to enhance formality in communication. 5. The organizational goals would be fulfilled first and other personal interests were to be secondary, hence enhance productivity in the organization. However, several scholars criticized this theory in respect to the slowness of decision making in an organization that uses such a theory in its structure. This was because there were many people involved in the hierarchy of command. The Davis Instrument Company exercised some form of bureaucracy. This was seen in its evident chain of command from the supervisors to the workers. As a manufacturing firm, such supervisors were needed in order to guide the workers in various working units. There was also a clear division of labour which is an aspect of bureaucracy where by workers were assigned different tasks by their supervisors. In Davis company, there was a sense of responsibility since everyone in the organization had a specific role. The workers felt that it was the responsibility of the management to decide on how the change of systems would be done. Conclusion This paper has expounded on the two organizational communication theories and how they were reflected in Davis Instrument Company. Therefore, it has been seen that the contingency theory and the bureaucracy theory have a great impact on the organizational communication. They determine how communication would be done which will in turn affect the decision-making procedures and finally the output of the workers. However, according to Miner. J (20), there are other factors to be considered in organizational communication such as coordination of efforts and motivation of employees, which should be incorporated in order to avoid conflicting interests in the organization. References Miner, J. B. (2005). Organizational behavior I. Armonk, N.Y.: M.E. Sharpe. Goldhaber, G.M. (1993). Organizational communication. Sixth edition. New York: McGraw-Hill. Read More