question

five basic elements of organizations

answer

• Social Collectivity • Organizational and Individual Goals • Coordinating Activity • Organizational Structure • Embedding Within Environment

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5 lenses of Organizational Communication

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Classical Human Relations/ Human Resources Structural Cultural Critical

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How do these lenses differ?

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Classical- study of organizations as machines Human Relations/ Human resources- Organizations as families/ teams Structural- Organizations as organisms or networks Cultural- Organizations as stories Critical- Organizations as systems of dominance

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Is one approach different than the other?

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Yes

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Why is it important to study organizations?

answer

Ubiquity Social benefits and ills Mediating effects Collective actors

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What does it mean to say that communication constitutes organizations?

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Communication makes up an organization.

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Why should we study organizational communication?

answer

It is important to study and analyze how different hierarchical structures whether it be vertical (flowing downward), horizontal (among employees), or free flowing help organizations achieve a common goal. Communication within an organization is extremely important to achieve common goals.

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What are examples of problems that a communication perspective helps solve?

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• Classical- Telecommuting Practices • Human Relations-How to fix a company engagement problem • Structural-Why CEO's are going without offices • Cultural-Unlimited vacation policy • Critical- Mistreatment of day labors

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Requisite Variety

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A successful org/ group needs to be as complicated as the problems that confront them.

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How do the forces of globalization, terrorism, climate change, and changing demographics influence organizations?

answer

Each of these factors contribute as to how organizations operate, and these forces provide a deeper insight as to how these different organizations run with these forces acting on them.

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Outsourcing

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Businesses move manufacturing and service centers to countries where labor is cheap.

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Co-op or Cooperative

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Individuals with similar needs and goals to come together in organizations.

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Virtual organization

answer

organizations without "brick and mortar" physical locations; presence is existence through computers and communication technology

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Multinational Organization

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Employees of a single organization found in many locations worldwide.

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Explain the SMCR model.

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A Source transmits a Message through a Channel to a Receiver.

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How does the text criticize this model?

answer

It fails to encompass the varying ways we need to think about communication.

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Transmission Model

answer

Communication is a way of moving information from sources to receivers, similar to SMCR model

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Constitutive Model

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communication is seen as a "process that produces and reproduces shared meaning"

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What does the machine metaphor emphasize about organizing?

answer

• Machines have specialization • They have standardization • They are predictable

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Specialization, Standardization, and Predictability.

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• Specialization- People have specific roles • Standardization- Replaceability • Predictable- Machines are predictable

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Is the machine metaphor common or rare in popular beliefs about how organizations work?

answer

Common

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Taking the machine metaphor, what is the main goal of organizations?

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• Production and efficiency is main priority, Don't care much about employees

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What form of collective activity is the "modern officialdom?"

answer

• Bureaucracy

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Who is Max Weber?

answer

A German sociologist, lived in the same time period of Fayol. Scholar of the "modern officialdom". Created the Theory of Bureaucracy.

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What are Weber's six facets of bureaucracy.

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• Fixed responsibility/ division of labor • Hierarchy/clearly defined • Centralized decision making • Closed • Rules/ Documentation • Rational/ Legal-authority

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Traditional Authority

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based on long standing beliefs about who should have control and is often vested in particular positions within an organizational hierarchy.

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Charismatic Authority

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Power based on individual's personality and ability to interact with followers

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Rational- Legal Authority

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Power based on the rational application of rules developed through a reliance on information and expertise.

question

What form of authority does a bureaucracy draw on?

answer

Rational Legal Authority

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Was Weber critical of bureaucracy?

answer

Yes

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Ideal type theory

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Does not advocate a particular organizational form as best but rather lays out the features of an abstract- or idealized- organization of a given type.

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What are the advantages of bureaucracy?

answer

Structured organization, with power resting at the top. Rules and guidelines for everything.

question

In what sense is bureaucracy enlightened compared to other forms of collective behavior?

answer

A clearly defined hierarchy allows for organizations to work effectively as well as efficiently.

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What is scientific management?

answer

Idea that highlights a clear distinction between managers and employees and focuses on the control of the individual and work

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Time and motion study

answer

Research by managers that seeks to find the most time- efficient way for employees to accomplish a specific work task.

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Who is Frederick Winslow Taylor?

answer

U.S Businessman whose goal was to provide prescriptions for how organizations could be better run. Created Theory of Scientific Management

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Was Taylor critical of scientific management?

answer

No

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Four principles/practices of scientific management

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• There is one best way to do every job • Proper selection of workers for the job • Importance of training workers • Inherent difference between management and workers

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Are they relevant today? Provide examples.

answer

Yes (ex. Fast food chains)

question

Critiques of scientific management

answer

• Manager Bias • Dehumanizing • Political process • Science is an important process • No one right way to manage organizational problems

question

Communication facets of organizations: content, flow/direction, channel, style.

answer

• Content of Communication- Task • Direction of Communication- Vertical (downward) • Channel of Communication- Written (most prominent) • Style- Formal

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What communication pattern reflects the existence of hierarchy?

answer

Vertical Communication (downward)

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Vertical communication

answer

Communication within an organization moves downward (ex. from CEO to supervisors then supervisors to managers and then managers down to employees.)

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Upward communication

answer

Employees are able to talk to people up the chain. Ex, an employee talking to a supervisor.

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Content of upward communication

answer

Task-related

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What factors influence the frequency of upward communication in organizations?

answer

• Workload • Trust in superior • And positive/negative information

question

Explain subordinate's workload, subordinate's trust in the superior, the favorableness of information to the subordinate.

answer

• Depending on an employee's workload (amount of work that they have), level of trust in their superior and depending on whether it is good or bad information determines the frequency of communication between the employee and superior.

question

Explain the array of these factors that would maximize their effect on the frequency of upward communication. What array would minimize it?

answer

MAXIMIZE FREQUENCY • Low Workload • High Trust • Positive Information MINIMIZE FREQUENCY • High Workload • Low Trust • Negative Information

question

What factors influence distortion in upward communication in organizations?

answer

MAXIMIZE DISTORTION • Low Trust • High Aspirations • Supervisor has lots of upward influence

question

Explain subordinate's trust in the superior, subordinate's aspirations for upward mobility, superior's upward influence.

answer

Subordinate's trust (How much do they trust the supervisor?), aspirations (does the employee want to move up the chain?) and the superior's upward influence (how close is the supervisor to people up the chain ex. put in a good word) all play a role in the distortion of information.

question

How well does the classical approach capture how upward communication actually functions?

answer

Not very well

question

Define downward communication.

answer

Dissemination of information from management to employees

question

What does downward communication consist of in general?

answer

Task related

question

Is there one right way to communicate in organizations? Explain.

answer

No because different organizations may do better under different organizational approaches.

question

Who is Henri Fayol?

answer

"Father of Modern Operational Management Theory" French industrialist that lived in the late 19th and early 20th century. Created the Theory of Classical Management

question

How does his theory of management fit the machine metaphor?

answer

Tells us that organizations should have strict vertical hierarchies and that management is in charge. Employees do not have a say.

question

Scalar chain.

answer

An organization should be arranged in a strict vertical hierarchy and that communication should be largely limited to this vertical flow

question

Span of Control

answer

Managers will be most effective if they have control of a limited number of employees

question

Esprit de corps

answer

"All for one and one for all"

question

what is Fayol's Gangplank (aka Fayol's bridge)?

answer

Horizontal communication with other employees. (upon manager's approval)

question

Systematic soldiering

answer

Social pressure to keep productivity down and wages up.

question

Which of the classical theories are considered 'prescriptive'?

answer

• Henry Fayol's Theory of Classical Management and Frederick Taylor's Theory of Scientific Management

question

What metaphor characterizes human relations approaches?

answer

The Family metaphor

question

Are efficiency and productivity still important for human relations and human resources approaches?

answer

Yes

question

Does the development of these newer approaches mean that scientific management was abandoned?

answer

No

question

Explain what the family metaphor emphasizes (e.g., social factors, feedback, human needs)?

answer

Employees as individuals characterized by needs for attention, social interaction, and individual achievement.

question

What is the importance of the Hawthorne studies for human relations?

answer

Hawthorne studies served as a springboard that moved organizations from the classical school to the human relations school.

question

What is 'corporate fun'?

answer

Fun activities that organizations set up for people within the organization to do. Ex. Trip to six flags

question

Explain McGregor's Theory X and Y.

answer

Theory X • Influenced by the most negative aspects of classical management (workers need to be led, they are stupid, gullible) • Forceful hand Theory Y • One who adheres to the precepts of the human relations movement • Assumes that workers are highly motivated to satisfy achievement

question

What factors influence satisfaction and dissatisfaction with work?

answer

Dissatisfaction=Hygiene Factors Satisfaction= Motivation factors

question

Define and give examples of hygiene and motivating factors.

answer

Hygiene- We don't notice until we have a problem Ex. Policy, salary, interpersonal relations Motivation factors- Achievement. Recognition, growth salaries

question

according to lecture and the textbook, does job satisfaction lead to job performance?

answer

No

question

Explain the two problems with the human relations approach we reviewed in class.

answer

Pseudo Changes: "fake" changes used to control employees Pseudo Participation: "fake" participation, not part of final decision

question

What metaphor characterizes the human resources approach?

answer

Team Metaphor

question

how is human resources distinct from human relations?

answer

Human relations aspires to maximize both organizational productivity and individual need satisfaction. Human Resources approach emphasizes contribution that employees make to organizations.

question

Explain Likert's four organizational systems

answer

Likert theorizes that there are a number of forms an organization can take and that these various forms are more or less effective in satisfying organizational and individual goals.

question

Exploitative Authoritative (Classical)

answer

Motivation through threats and fears, downward and inaccurate communication, top-level decision making, the giving of orders, and top level control.

question

Benevolent Authoritative (Classical)

answer

Motivation through economic and ego rewards, limited communication, decision making at the top, goal setting through orders and comments, and top level control. Similar to System 1, but does not incorporate the explicit goal of exploiting workers.

question

Consultative Organization (Human Relations)

answer

Decisions are still made at the top, control still rest primarily at the upper levels of the hierarchy, however, before decisions are made, employees are consulted and views are taken into consideration

question

Participative Organization (Human Resources)

answer

Decision making is performed by every organizational member; goals are set by complete work groups. Control is exercised at all levels of the organization, communication is extensive (Upward, downward, horizontal), contributions of all organizational members is strongly valued.

question

How does Blake and Mouton's model of leadership demonstrate human resources principles?

answer

Concern for people is taken into consideration in the model.

question

What do Blake & Mouton claim is the best approach to leadership in their model? Why?

answer

Team- management approach because such an approach would maximize concern for both production and people.

question

How does the model distinguish between the styles?

answer

By the Concern for production and the concern for people lines.

question

Explain the communication emphases of Human Relations and Human Resources.

answer

All directions, but horizontal is extremely important

question

How are we defining feedback in this class?

answer

Feedback is a negative evaluation of a person for an act which he or she is deemed responsible.

question

How is it different from giving complaints or compliments?

answer

Feedback uses both to address an issue and provides constructive criticism to help resolve the issue.

question

Why is feedback giving important?

answer

• Provides a basis for improvement for the person. • It can improve performance. • Unclear feedback will not resolve issues • It's challenging

question

What are examples of consequences for poorly given feedback for organizations?

answer

Bad feedback can affect relationships

question

What are the guidelines for giving feedback more effectively?

answer

• Start positive • It's the behavior not the person • Provide reasons and benefits • Be specific and offer help • Limit around 2 or 3 things to provide feedback on • Give feedback quickly

question

Explain Maslow's hierarchy of needs.

answer

• Proposes that humans are motivated by a number of basic needs, including physiological needs, safety needs, affiliation needs, esteem needs, and self-actualization needs.

question

Explain the five levels of needs in the hierarchy.

answer

• Physiological- Needs for the human body (ex. Need for food, water, sleep, and sensory gratification) • Safety- desire to be free from danger and environmental threats. • Affiliation needs- necessity of giving and receiving human affection and regard • Esteem- Desire of individuals to feel a sense of achievement and accomplishment. • Self- actualization- desire to "become more and more what one is, to become everything that one is capable of becoming"

question

Must lower-order needs be satisfied before higher-order needs can be fulfilled?

answer

Yes

question

What is hierarchy of prepotency?

answer

Lower level needs must be satisfied before higher level needs are met.

question

According to Blake and Mouton's model, should all managers adopt a team management approach? Why or why not?

answer

Yes because then managers are extremely concerned about production and people.

question

Are total quality management and team-based organizing appropriate in every situation?

answer

No

question

What is the difference between thinking of organizational communication as communication within organizations and thinking of it as communication as organization?

answer

• Communication within organizations is seen as sometimes as container and communication is what flows in the container. Takes the shape of the organization. Organization exists separately from communication.

question

Which approach is conventional?

answer

Communication within Organization (Flat Earth Approach)

question

Which approach emphasizes communication as about transmitting information versus the shaping of social reality?

answer

Communication as Organization (Round Earth Approach)

question

How does each approach conceptualize communication breakdowns?

answer

Communication within organizations breaks down communication as just what happens within these communications. Communication as organizations breaks down communication that makes up organizations.

question

How does the contrast between the approaches help explain the persistence and prominence of communication problems in organizational life?

answer

• As a transmission error. Conventional • How the person receives the message. Constitutive

question

What metaphor characterizes systems approaches?

answer

Biological Systems metaphor

question

What does the biological systems metaphor suggest about organizations?

answer

They are systems with an assemblage of parts.

question

What are the components that we have for describing systems.

answer

Hierarchical Ordering Interdependence Permeability

question

What are the processes that we have for describing systems?

answer

Exchange: Input and output processes require exchange between the system and the environment. Throughput process require exchange among system components, permeable boundaries Feedback: System control is maintained through feedback · Corrective (negative) Feedback: keeps system on a steady course, also known as deviation reducing; goal is to maintain/stabilize · Growth (positive) Feedback: serves to transform or change a system; also known as deviation-amplifying, helps changes a system

question

What are the properties that we have for describing systems?

answer

Holism Equinfinality Negative Entropy Requisite Variety

question

Hierarchical ordering

answer

System components are arranged in complex ways that involve subsystems and supersystems (ex. Body, or hospital)

question

Interdependence

answer

Implies that the functioning of one component of a system relies on other components of the system. (ex. Brain relies on constant supply of blood in order to function)

question

Permeability

answer

System components have boundaries that allow information to flow in and out.(human body must be open to its environment in order to take in air, food, water, etc...)

question

Holism

answer

System is more than the sum of its parts. (5 individuals are asked to solve an organizational problem. They come up with solutions on their own but together they can come up with many more problem solving ideas)

question

Equinfinality

answer

A system can reach the same final state from differing initial conditions and by a variety of paths.

question

Negative Entropy

answer

ability to sustain themselves and grow. (ex. U.S auto companies in the 1960s and in the first decade of the 21st century)

question

Requisite Variety

answer

internal workings of the organization must be as diverse and complicated as the environment in which it is embedded. (political campaign)

question

network content

answer

stuff that is flowing through linkages in the network

question

network mode

answer

the communication medium through which network linkages are maintained

question

level of analysis

answer

INTRA-organizational networks will look at connections among individuals WITHIN a given organization INTER-organizational networks will consider links BETWEEN many organizations

question

link strength

answer

How strong of a link flowing between two people

question

link symmetry

answer

People who are communicating share the same kind of relationship with each other (ex. Coworker to coworker) Asymmetrical is subordinate to supervisor.

question

multiplexity

answer

The number of different kinds of content that flow through a particular network link

question

isolate

answer

Node who doesn't talk to anyone in the network

question

bridge

answer

Serves as a bridge to people outside the network

question

liaison

answer

Someone who talks to two radically different people and becomes the middle man.

question

network density

answer

refers to the number of interconnections in the organization

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