Org. Comm. Exam 1 – Flashcards
Unlock all answers in this set
Unlock answersquestion
five basic elements of organizations
answer
• Social Collectivity • Organizational and Individual Goals • Coordinating Activity • Organizational Structure • Embedding Within Environment
question
5 lenses of Organizational Communication
answer
Classical Human Relations/ Human Resources Structural Cultural Critical
question
How do these lenses differ?
answer
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
question
Is one approach different than the other?
answer
Yes
question
Why is it important to study organizations?
answer
Ubiquity Social benefits and ills Mediating effects Collective actors
question
What does it mean to say that communication constitutes organizations?
answer
Communication makes up an organization.
question
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.
question
What are examples of problems that a communication perspective helps solve?
answer
• 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
question
Requisite Variety
answer
A successful org/ group needs to be as complicated as the problems that confront them.
question
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.
question
Outsourcing
answer
Businesses move manufacturing and service centers to countries where labor is cheap.
question
Co-op or Cooperative
answer
Individuals with similar needs and goals to come together in organizations.
question
Virtual organization
answer
organizations without "brick and mortar" physical locations; presence is existence through computers and communication technology
question
Multinational Organization
answer
Employees of a single organization found in many locations worldwide.
question
Explain the SMCR model.
answer
A Source transmits a Message through a Channel to a Receiver.
question
How does the text criticize this model?
answer
It fails to encompass the varying ways we need to think about communication.
question
Transmission Model
answer
Communication is a way of moving information from sources to receivers, similar to SMCR model
question
Constitutive Model
answer
communication is seen as a "process that produces and reproduces shared meaning"
question
What does the machine metaphor emphasize about organizing?
answer
• Machines have specialization • They have standardization • They are predictable
question
Specialization, Standardization, and Predictability.
answer
• Specialization- People have specific roles • Standardization- Replaceability • Predictable- Machines are predictable
question
Is the machine metaphor common or rare in popular beliefs about how organizations work?
answer
Common
question
Taking the machine metaphor, what is the main goal of organizations?
answer
• Production and efficiency is main priority, Don't care much about employees
question
What form of collective activity is the "modern officialdom?"
answer
• Bureaucracy
question
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.
question
What are Weber's six facets of bureaucracy.
answer
• Fixed responsibility/ division of labor • Hierarchy/clearly defined • Centralized decision making • Closed • Rules/ Documentation • Rational/ Legal-authority
question
Traditional Authority
answer
based on long standing beliefs about who should have control and is often vested in particular positions within an organizational hierarchy.
question
Charismatic Authority
answer
Power based on individual's personality and ability to interact with followers
question
Rational- Legal Authority
answer
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
question
Was Weber critical of bureaucracy?
answer
Yes
question
Ideal type theory
answer
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.
question
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.
question
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
question
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.
question
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
question
Was Taylor critical of scientific management?
answer
No
question
Four principles/practices of scientific management
answer
• 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
question
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
question
What communication pattern reflects the existence of hierarchy?
answer
Vertical Communication (downward)
question
Vertical communication
answer
Communication within an organization moves downward (ex. from CEO to supervisors then supervisors to managers and then managers down to employees.)
question
Upward communication
answer
Employees are able to talk to people up the chain. Ex, an employee talking to a supervisor.
question
Content of upward communication
answer
Task-related
question
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
