Organisation and communication (AQA GCSE Business): Revision Notes

Organisation and communication

Introduction to organisational communication

The way a business is structured has a significant impact on how effectively communication flows throughout the organisation. Understanding this relationship is crucial for businesses to operate efficiently. Different organisational structures create different communication challenges and opportunities, whether information is moving up or down through the company hierarchy.

Types of communication methods

Written communication

Written communication includes various formats such as letters, memorandums, emails, and reports. As businesses grow larger, the volume of written communication tends to increase dramatically. This is because more people need to be kept informed about decisions, policies, and day-to-day operations.

In organisations with tall structures (many management layers), written communication faces particular challenges. When information needs to travel through multiple levels of management, each layer can act like a barrier or "philtre" that prevents messages from reaching their intended destination. Even something as simple as an email can generate extensive correspondence as it moves through different levels of the organisation to keep everyone informed.

However, in flatter organisational structures, written communication becomes much more efficient. Messages can travel more directly between sender and receiver, and mass communication techniques work particularly well. For example, a managing director can send a single message to all staff members simultaneously, ensuring everyone receives the same information at the same time.

Oral communication

Oral communication encompasses face-to-face conversations and telephone calls. This form of communication presents unique challenges depending on the organisational structure in place.

In tall organisations with multiple management layers, verbal messages can easily become distorted or completely lost as they pass from person to person. This happens because there isn't always someone available to receive and pass on the message accurately. The result is that important information may never reach its intended recipient, or it may arrive in a significantly altered form.

Flat organisational structures provide much better conditions for oral communication. The reduced number of management layers means that personal contact between different levels is more feasible. This direct contact serves two important purposes: it helps motivate subordinates through personal interaction, and it provides managers with valuable information about what's happening at different levels of the organisation.

Communication in different organisational structures

Centralised structures

Centralised organisational structures are particularly effective for downward communication - that is, sending information from the top of the hierarchy down to lower levels. This works well because there are clear chains of command and established procedures for distributing information.

However, when it comes to upward communication, centralised structures with tall hierarchies face significant challenges. Employees at lower levels often find it difficult to communicate with senior management because they must navigate through multiple layers of bureaucracy. This can lead to important feedback, suggestions, or concerns not reaching decision-makers.

Decentralised organisations

Decentralised organisations face their own unique communication challenges. When different parts of the business operate from separate locations, maintaining effective communication becomes more complex. The difficulties are particularly pronounced when locations are spread across different countries, as time zone differences can make real-time oral communication extremely difficult.

In these situations, electronic communication methods such as emails often become the most practical and effective solution. Written communication can be sent and received at convenient times regardless of time zone differences, making it ideal for coordinating activities across multiple locations.

Large businesses that operate across multiple locations often recognise these communication challenges and establish dedicated communication departments. These departments take responsibility for ensuring that the communication methods used throughout the business are both appropriate for the situation and effective in achieving their intended purpose.

The role of communication departments

In large multi-location businesses, communication becomes such a complex task that it requires specialist attention. Communication departments are specifically created to address these challenges. Their role involves evaluating different communication methods, selecting the most appropriate ones for different situations, and ensuring that information flows effectively throughout the organisation.

These departments help coordinate communication strategies across different locations, time zones, and organisational levels. They ensure that important messages reach their intended audiences and that feedback mechanisms are in place to support two-way communication throughout the business.

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