4. Increased Volume and Complexity of Communication in Organizations

4. Increased Volume and Complexity of Communication in Organizations

We know how complex the process of communication is between two parties (See
Lecture 1). The complexity of internal communication systems and information flow
increases with the growth of the administrative and clerical functions and the size of
organizations. In a small organization with perhaps only 6 or 7 staff, all in one room,
communication is simple and straightforward, with people talking face to face to one
another. There is no need to send innumerable memos* or use the telephone.
*However, there will still be a need for some internal written communication (information which will be
used more than once must be kept in written form, such as reports, financial information, order and
purchase records, stock control forms, etc.).

As soon as the organization expands, so does the communication system. More written
communication is needed, more specialized information is needed, even the same
information will need to be communicated in different ways to different groups.
Advances in telecommunications technology have significantly expanded our options for
communicating, but they have not solved the communication problem at work. It has
always been difficult to get the right information to the right people at the right time –
and it still is. In fact, one can make a persuasive case that the rate of change and the rapid
growth of information are making this age-old challenge more difficult than ever.
In view of the large volume and increased complexity of communication within
organizations, the need arises to effectively select, control, and direct the flow of vital
information.
This is achieved with the help of formal organizational structure.