Organizational Communication Analysis Paper
Productivity is one of an organizations primary concerns because
the most productive company is likely to have the highest profits
or returns. Therefore, companies are constantly searching out
new innovations to increase their productivity. Electronic
messaging systems (email) is an example of such an innovation.
The purpose of this paper is to analyze my organizational
experience by applying it to the knowledge I have gained from
my literature review paper. There were several major findings in
the literature that I reviewed. First, with e-mai in particular how to use it in
order for them to think of it as an effective mode of communication
Second, emotional preparation is also a factor in one's acceptance of email
becausesomeone who approaches it with anxiety may be easily discouraged;
thus, prohibitingeffective learning. In other words, "the participant with a
positive learning experience will have a greater mastery and thus finds email
more efficient than will a person with a negative learning experience" (Hunter
& Allen, 1992, p. 259). Third, when members of an organization are taught to
use email, they should be instructed by people that are informal leaders in the
group and are positively disposed toward it. Finally, "one key determinant of
frequency of usage is likely to be the extent to which email is required, as part
of the work structure" (Hunter & Allen, 1992, p. 260).
- In my organizational experience there was one recurring issue or
situation that I plan to analyze. Throughout the experience many members of
the organization complained hat they felt uniformed and that there was a lack of
communication between the various departments. Since email is an innovation
that, if utilized fully, enhances communication in organizations, many of the
findings from the review of literature on its use can be applied to the
- Before I begin to analyze the issue according to the review of literature,
it is necessary to describe the status quo in the organization. First, there is only
one person out of 22 people in the organization that does not have access to an
email account. Second, five of the people with accounts reported that they read
their email everyday and eight people with accounts reported that they read
their email twice per week. Finally, nine people in the organization reported
that they believed a better utilization of email would have improved the
Several conclusions can be drawn from comparing the status quo in the
organization to the major findings of the literature review. For example, in the
organization email usage was relatively low. One possible explanation for this is
that members of the organization were never taught how to use the system.
Therefore they were less likely to think of it as an effective channel for
communication. According to the findings from the literature review the
organization would have been more likely to utilize email more if each member
was shown how to use it. Also, research suggests that the person who would
have been the most effective teacher would be postively disposed toward the
system and be an important informal leader in the group. In this case, if
Dr.Foeman would have taken class time to not only teach the organization how
to use email, but also to discuss the benefits of using email to
communicate, we would have been more likely to utilize it as part of our
- Another conclusion that can be drawn by comparing the status quo with
the literaturereview is that, since email usage was low, the class as a whole may
not have been "emotionally prepared" to use it. In other words, if they were
never taught how to findings in the literature review, learning seems to be the
key to overcoming this barrier. As people learn how to use email, they gain
proficiency and therefore, view it as more efficient.
- In the case of our organization, if more people thought of email as very
efficient, they would have used it more; thus communicating more. One element
of email that is important to note when discussing its impact on our organization
and its problem of lack of communication is the availability of distribution lists.
Many of the communication problems in the organization could have been
solved very simply by sending a weekly update to each person in the group via
email. Distribution lists are extremely useful in this instance because only one
message needs to be typed and it can instantly be sent to numerous people.
Also, unlike the telephone of face-to-face information dissemination, email does
not require that the receiver be present at the time the message is being sent.
If each member of the class had been instructed on these concepts prior to the
beginning the process, the major findings in the literature review suggest that
email usage would have been higher.
- A final conclusion can be made from comparing the organization to the
findings from the literature review. According to the literature, when email is
required as part of the work structure usage is higher. Therefore, if members of
our organization were required to use email they would have used it more. This
suggests that one way to make people comfortable using email is to "force"
them to gain experience using it. Again Dr. Foeman could have aided in this
process by distributing important class information to us over e-mail.
- The findings of the literature review largely reinforce what I found in my
organizational experience. For example, in the literature the key element that
influenced email usage was learning how to use and thus level comfort with it.
This is consistent with the organization because the people that used email
every day were comfortable using it and, therefore perceived it as useful for
the group. In fact, one group member that used email everyday tried to get the
rest us to use it by sending her department reports over email. Also, consistent
with the literature, email was not a required element of the organizational
process, therefore many people did not respond to her efforts.
- This paper illustrates that email has the potential to be an extremely
useful organizational communication tool, but is rendered useless all members
of the group are willing to use it. In order to make them willing to use it,
emotional dissonance must be reduced by teaching them how to use it and
illustrating its any benefits. It is important to note that the learning
process is very cyclical. In other words, as one learns how to use email his/her
level of comfort increases and he/she tends to use it more; however, on the
other hand, as one uses email more, his/her level of comfort increases and
he/she learns to how to use it more efficiently. It seems to be a "which came
first, the chicken or the egg" issue that lacks a clear causal connection.