Types of Communication Systems within an Organization

The communication systems within an organisation can be both internal and external. Internal communication occurs within the organizational structure amongst the different hierarchical levels of that organisation. Such communication relates to the internal processes of the organisation such as human resources and finance.

External communication refers to the communication that occurs with groups and individuals that do not form part of the organisation. Such communication relates to the exchange of information that occurs amongst other organizations to conduct business transactions and clients to whom the organisation provides its products and services.

Four Categories of Communication

There are four categories of communication. These include:

- Speech
- Writing
- Images
- Audible signal

Written

In an organisation a large percentage of information is communicated via the written medium either by sending letters or memos, or more frequently via email.

Advantages of Written Communication. Provides a fixed and tangible record of the information that was exchanged. It can also serve a variety of purposes from informal to formal communication. Written communication can also be easily duplicated and the transmission of letters and emails is flexible and efficient.

In organisation written communication is often used to confirm oral communication as it provides a fixed record of the information exchanged.

Disadvantages of Written Communication. This is not always the best medium of communication since it does not provide immediate feedback. In addition communication via the written medium involves more time and expense. It is also wise to consider what communication should be transfixed in a written medium since once transmitted such information is difficult to modify.

Oral/Audible

Oral communication or speech is often the preferred medium to exchange information in in informal situations since it provides a number of immediate benefits when attempting to pitch proposals and ideas.

Advantages of Oral Communication. Is direct and promises instant feedback. Speech is a trustworthy vehicle of communication when it is used to encourage or persuade during the course of only one exchange. Most organizations tend to start off their projects and proposals via face-to-face meetings since this tends to foster trust and persuasion.

Disadvantages of Oral Communication. Despite the undisputed advantages of speech, this medium of communication still should be used with care especially within organizations since speech does not provide a written record of the information exchanged and of the agreements agreed upon. Furthermore speech provides scarce control of the direction of communication and there is no time to think to provide satisfactory replies.

Visual

Within an organisation visual communication is often used to assist in meaning and deliver a clearer message. It is often used in presentation and is often accompanied with written and oral communication.

Advantages of Visual Communication. Can yield significant results when accompanied with oral or written communication since it reinforces the message delivered with the other communication mediums. Apart from enhancing oral communication, visual communication is often used to explain numerical information since this is hard to understand without visual aids.

Disadvantages of Visual Communication. Despite its benefits visual communication is difficult to interpret without the aid of the written or spoken word and it often needs good body language to deliver its meaning properly. In addition, visual communication is often expensive to produce.

The Flow of Information

These types of communication all facilitate the flow of information within an organisation. Via this information flow the organisation has the necessary tools to ensure that its staff adheres to the standards and regulations that are embraced by the organisation.