Technological Communication in Organizations
Process and Mode of Communication
Technology is used for communicational purposes in most organizations in the contemporary world. Communication flow within an organization can be downward, upward, external, horizontal, and diagonal. In this regard, if high-level employees communicate with g lower-level ones, it is a downward communication. Communicating upwardly needs interactive channels, which create opportunities for two-way interaction (Lumen Learning, 2020). This kind of communication is used to transmit work-related information. Upward communication occurs when data is transmitted by employees to the management when sending requests, proposals, estimations, appeals, reports, appeals, etc. The flow mentioned above enables cooperation and enhances feedback within organizational settings. The horizontal flow of communication entails the flow of messages among employees on similar levels. It is usually used to share information, solve problems, and collaborate. Diagonal communication occurs between different organizational levels to foster cross-functional teamwork. The flow maximizes the efficiency of communication since the shortest points and routes to convey specific messages. External digital communication occurs when businesses communicate with external entities such as lawmakers, suppliers, customers, and other stakeholders.
Besides, messaging has become instantaneous and collaborative within different organizational levels. For example, persons can send emails, video chat, and text regarding operational processes. Social media sites such as Skype and Whatsapp have become common communication modes. Communication is carried out irrespective of whether employees and managers are within workplace settings. As a result, it has created a phenomenon where persons can interact impersonally but efficiently.
Barriers to Effective Technological Communication
In the face of rampant technological communication, it has not been devoid of barriers and situational challenges. Firstly, digital communication is prone to physical barriers, especially when the required resources are unavailable. Thus, seamless communication can only occur when a physical infrastructure consisting of computers, internet cable, etc. is available to employees and managers. Secondly, emotional challenges are imminent, alluding to the willingness of people to listen and believe messages. Thereby, there is a need for positive behavioral traits and attitudes towards digital communication. Emotions are also attached to vocal inflections, facial expressions, tone, and body language. Thirdly, identity challenges are experienced in digital communication. Identity aspects such as race, age, class, disability, sexual orientation, ethnicity, etc. play an integral part in the accuracy of digital communication. The phenomenon is reinforced with the need for workplace diversity and inclusiveness. Lastly, semantic barriers characterize technological communication. Semantic ambiguity depends on dialect, language proficiency, and fad communication. The ambiguity arises in situations where elements such as memes, emojis, and hashtags are used to facilitate communication.
Formal Communication Systems
Communication in modern work settings ranges from emails to teleconferences. Technology has redefined communication in workplaces due to computerized devices such as cellphones, chat apps, and networking platforms. The systems are used to send fast messages amongst employees and managers. However, formal communication is carried using specific channels such as emails, teleconferencing, telephones, and other web-based communication. Web-based communication entails video conferencing apps to allow persons in different geographical locations to interact during meetings. Web-based communication also occurs through organizations’ websites, where the management can post relevant organizational information (Cuel & Ferrario, 2006). The platform can also be used to share an organization’s transaction details, bio, and contact information. Emails are used for instantaneous written communication, including official updates, formal notices, and other office exchanges. Lastly, telephones and conference calls are used for long-distance communication, especially when persons from different departments are interacting
Effectiveness of Social Media
Social media can be used to communicate with customers to promote brand awareness and engage them more in the company’s activities. Social media builds customers’ trust and value since communication is customer-oriented. Social media enhances brand visibility since organizations can reach a broader target audience. Brand awareness is promoted since customers can access and gain insight into a company’s products and services. In this regard, organizations can use it to show customers that they trust and value them. Secondly, social media can be used to gather and share feedback used in strategic planning (Baruah, 2012). Customers can share their information on the quality of a business’s products and services. Continual communication can also help convert potential customers to brand loyalists due to the creation of positive relationships. Social media creates richer experiences with customers since customers’ complaints and requests are dealt with fast. As a result, it creates optimal customer satisfaction.
Images Portrayed
Digital communication enables businesses’ voices to be heard by a broader audience; thus, it can promote a positive brand image. Continued dialogue and interaction with the customers underlies positive relationships. In this regard, companies create trust with their customers by practicing high levels of integrity and transparency. Digital brand expressions help mold organizational behavior regarding their values and ethical practices. For instance, digital communication can be used to convey information on organizational efforts towards social responsibility and environmental sustainability.
Effect of Digital Communication on Personal Relationships
Technological communication causes isolation in workplaces due to its impersonal nature; thereby, reducing interaction quality. The lack of contact can make employees feel isolated; therefore, reducing their motivation. Electronic media are not efficient in transmitting emotions despite the inclusion of interaction-aids, such as emojis (Elsobeihi & Naser, 2017). Also, digital communication can result in the misinterpretation of messages, especially for the ones which are meant to portray empathy. As a result, organizational communication can be confusing and breed hatred against the desired interaction objectives. Lastly, electronic communication is a victim of etiquette violations. People can easily disregard to observe etiquette when transmitting sensitive information, especially buy using slangs such as LOL, dude, LMFAO, etc.
Effects of Digital Communication on Non-Verbal Communication
Personal communication, such as face-to-face interaction, entails non-verbal emotional cues such as facial expressions, hand gestures, and body posture. However, technological communication suffers from a reduced level of non-verbal communication. However, digital communication has strived to incorporate emoticons to add a new dimension to interactions. Therefore, it is common to have emoticons of smiley to sad faces, raising eyebrows, laughing, frowning, and crying. The features have been able to express a wide range of human emotions in the absence of body language cues. In this way, people can read the expressions of a message conveyor despite not triggering brain activity. Besides, digital communication systems have integrated paralanguage to promote non-verbal communication. Paralanguage aspects include voice pitch, intonation, hesitation noises, and speed gestures. The orthographic signs help improve tactile, auditory, and visual communication. Lastly, GIFs have been incorporated in digital communication to create animated images analogous to communicators’ feelings.
Impact of Technology on Written and Oral Communication
Digital communication has affected oral communication since persons prefer texting to face-to-face interaction. Addiction to texting and communicating through digital platforms reduces persons’ capabilities to communicate effectively. Thus, employees who often communicate through technological channels can find it challenging to communicate effectively during presentations and meetings. Empirical evidence shows that individuals have become immersed in the digital work such that it has threatened to replace written communication (Drago, 2015). Digital devices have become omnipresent distractions that can hinder oral communication. For instance, persons are likely to interact with each other while glued on their mobile phones. Also, digital communication creates a sense of independence since most employees are likely to work alone rather than collaborate with their colleagues. As a result, the productivity of employees is likely to diminish. Lastly, digital communication reduces the efficacy of non-verbal cues, such as eye contact, posture, and facial expressions. Thereby, digital communication has a resultant dehumanization effect by allowing users to communicate without taking into account personal details.
On the other hand, it has affected written communication in a couple of ways. Firstly, technological communication has enhanced the creativity of users. In this regard, communicating parties can use pieces of information from the internet to improve their ideas and thoughts. The digital world promotes borrowing from different sources to enhance innovative levels. Also, technology has promoted the proofreading of written content. Thus, persons can check for grammatical, technical, and typographical errors in their written work before sending them (Warschauer, 2007). As a result, it has enabled the transmission of accurate information. Notably, technology also aids in research during the conveyance of written content. Persons can acquire relevant information from internet databases and use them to improve the quality of written communication. Lastly, technology helps employees to disseminate large volumes of written content conveniently. Large bits of written content can be compressed and transmitted electronically to many persons within an organization.
Conventions in Written Communication
Technology reinforces conventions in written communication since it has digital aids that automate writing processes. Notably, organizations can use software such as Microsoft Word that grammar and capitalization autocorrect tools. Also, the tools have vocabulary suggestion AI bots to help improve the quality of written material. Besides, tools such as Grammarly helps restructure sentences to make them more understandable. In this regard, technology promotes the reduction of mistakes that take away the enjoyment in written material. It has reduced negative judgment among communicating parties.
References
BaruaH, D. T. (2012). Effectiveness of Social Media as a Tool of Communication and its
Potential for Technology Enabled Connections: A Micro-Level Study. International
Journal of Scientific and Research Publications, 5(2), 1-10.
Cuel, R. & Ferrario, R. (2006). The Impact of Technology in Organizational Communication
Processes: Towards Constructivism. Research Gate, 1-24.
Elsobeihi, M. M., & Naser, A. S. (2017). Effects of Mobile Technology on Human
Relationships. International Journal of Engineering and Information Systems, 5(1),
110-125.
Lumen Learning. (2020). Communication Channels, Flows, Networks.
https://courses.lumenlearning.com/wmopen-introbusiness/chapter/communication-channels-flows-networks/#:~:text=the%20right%20message.-,Communication%20Flows,%2C%20horizontal%2C%20diagonal%2C%20external.
Warschauer M. (2007) Technology and Writing. In: Cummins J., Davison C. (eds) International Handbook of English Language Teaching. Springer International Handbooks of Education, vol 15. Springer, Boston, MA. https://doi.org/10.1007/978-0-387-46301-8_60