Organizational Communication Assignment

1. Explain the benefits and challenges posed by new communication technologies as they relate to organization leaders and organization members.

Introduction
In every part of an organization, communication provides the link between people and information. Whether a newcomer to the organization or the seasoned employee you have information that others need to perform their function and others have information that is vital to you. This mutual exchange of information in an organization is called as Organizational Communication. Organization communication, broadly speaking is: people working together to achieve individual or collective goals. In the last ten years, organizations had to deal with dynamic markets, characterized by specialization of work, outsourcing processes, just in time and distributed production, etc. Even if cooperative and social firms are working in a more stable environment, the networked models of their suppliers influence them. In this scenario, public or private residences for elderly are not an exception , they become part of inter-organizational networks, such as industrial districts and knowledge networks (Hamel & Prahalad, 1990), opening their virtual value chain to other companies outsourcing their noncore services, and finally, specializing their core activities such as nursing, medical, physiotherapeutic, restaurant services. This allows residences for elderly to offer a good quality service, improving the guests welfare. In order to do that, they have to coordinate a constellation of units, some of which are part of the organization (administration, R&D, etc.) and others refer to different companies (such as specialized outsourcing production, logistics). In order to stimulate coordination in a complex environment, innovative Information and Communication Technologies (ICT) solutions are implemented and communication processes are continuously reengineered. New communication technologies and possibilities, combined with new challenges confronting organizations, are encouraging a whole new approach to organizational communication that challenges the very nature of organizations themselves. Radically new communication-enabled organizational forms are possible and are now emerging. On a less grandiose scale, new communication technologies can enable almost every aspect of organizational management and effectiveness, including change management, knowledge management, participative management, innovation, and organizational partnerships and alliances . The most notable advances in communication technology are groupware or computer facilitated group communication technologies. Johansen (1984) distinguishes groupware in terms of temporal (synchronous/asynchronous) and spatial (distributed/co-located) contexts as shown in figure. These communication technologies can help traditional organizational groups work together more effectively. But, more importantly, they help dispersed individuals work as a team. The development of co laboratories, designed to help

dispersed scientists conduct collaborative research and development as if they were colocated in a laboratory, may be one of the most exciting applications of the new communication technologies and computer-enabled environments. By capitalizing on new communication technologies, an organization should be able to realize a competitive advantage in its performance and in the marketplace (Lucas 1996; Tucker et al. 1996; Desanctis and Fulk 1999).

Characterizations of Groupware by Temporal and Spatial Attributes

Computing and networking Technology is utilized in businesses and organisations to send/ receive information in many forms

Technologies aiding communication in Organisations:

Internet: The Net is a global mesh of computer networks sharing a common software standard called TCP/IP. Its backbones are high-speed fibre trunk-lines owned by telephone companies. Intranet: Used to distribute information and speed data among offices. Secure "firewalls" usually protect the Intranet from unauthorized users. An Intranet can use the Internet to reach multiple business locations. Extranet: When selected business partners are granted access to a company's Intranet, authorized users (e.g. Suppliers, distributors, customers) can view data the company makes available. LAN: Local Area Network is a data network, typically set up within a building, which transmits data in small chunks, called packets, allowing many computers to use the network at the same time. WAN: Wide Area Network is a computer network that covers a wide geographical area, such as a state or country.

Audio conferencing: Conference calls allowing three or more sites to interact invoice only. Video conferencing: Conferencing that allows participants to both see and hear each other. The term includes two-way and multi point conferencing between rooms and desktops. DVC: Desktop Videoconferencing is videoconferencing from a personal computer or dedicated system located on an individual's desk. MCU: Multipoint Conference Unit is the bridge linking three or more videoconferencing locations. WWW: World Wide Web comprises an area of the Internet using graphics and hypertexts to communicate information. WAP: Wireless Application Protocol is the standard for linking the Internet to mobile phones. SMS: Short Message Service is the ability to send and receive text messages on mobile phones. GSM: Global System for Mobile communications is the de facto digital phone standard in use around the world.

Mechanization, Automation, and Technology

The early applications of technology included mechanization and automation. The original assembly-line operations used machines to replace the physical actions of individuals, which is mechanization. With mechanization, employees either facilitate the machine's operation (e.g. operators, maintenance) or coordinate the people-machine process (e.g. managers, supervisors). The greater the technological complexity, the lower the human input. The development of more sophisticated technology led to automation, where machines are capable of self-regulation and act as substitutes for an employee's sensory mechanisms. People changed from merely being an extension of the machine to managing the machines. In some cases, the machines relieved individuals of laborious tasks (e.g., repetitive functions, peeling potatoes; meticulous detail work, finding bad potatoes). In other cases, machines have taken over because they do a better job (e.g. finding defective parts, printers for computers, detail work). Robotics is a melding of mechanization and automation. This technology ranges in sophistication from simple, repetitive assembly-line operation where the steps are stored in the robot's program to machines capable of making decisions regarding the production.

Impact of new communication technologies on organizations:

There are extensive arguments concerning the impact of new technology. There are three main benefitsimproved communication, coordination and productivity, and flattening of the organization. Two challengesin-ability to escape work and the need to change organizational structurecan prevent a full utilization.

Benefits
Improves Communication Electronic transmissions increase communication velocity, support collaborative work, and sustain both strong and weak ties among sub-units (Wellman, Salaff, Dimitrova, Carton, Gulia, & Haythornthwaite, 1996). When the amount of participation is enhanced, the quality of ideas improves (Wellman et al., 1996). Communication with customers can be improved dramatically. The workforce is more connected. Twenty per-cents of U.S. workers are mobile at any one time and new communication technologies allow them to stay connected (Kessler, 2001). "Intranets are causing a systematic rethinking about the nature of employee-to-corporation and employee-to-employee relationships where every employee has instant ability to communicate work, thoughts, gripes, experiences, and solutions to every other employee. This new and expanded power of the employee will also create a set of responsibilities for all members in the organization (Motz, 1998, p. 16). Improves Coordination and Productivity New communication technology "has been associated with improvements in planning, promoting timely and complete feedback, controlling organizational activities, managing time, initiating action plans, responding to the environment, planning flexible work schedules, eliminating manual labour, composing documents, and preparing written documents"(Compton et al., 1991). GE expects to save $18 million a year by going to a paperless office. It is removing almost any machine (e.g., fax machines, desktop printers, copiers) that "spits out paper and isn't shared by a group of workers" (Moore, 2001, p. 10).At Boeing, the time needed to complete a wide range of projects has been cut by 91% through groupware. Ford Motor Company uses an Intranet to link design centers in Asia, Europe, and the United States, and to develop speedier engineering designs. General Electric is saving$240,000 a year in printing costs by using its Intranet to publish a dictionary of company information that is always up-to-date. FedEx allows customers to click their way through Intranet web pages to pinpoint their parcels themselves, which saves $2 million a year (Motz, 1998). Flattens the Organization At practically every juncture in this text, we have pointed to the virtues of increased contact within organizations over functional boundaries. In addition, empowering employees is

fundamental to success. Increased amounts of participation, less-centralized leadership, and more egalitarian participation occur with e-mail (Hollingshead, McGrath, & O'Connor, 1993).

Challenges
Difficult to Escape Work We have moved from 9-to-5 to 24/7. Beepers, cell phones, and lap-tops make it difficult to leave the work behind. At work, many say "e-mail, voice mail and other technologies have lengthened their work-day ("More Tech," 1999, p. 4). For example, information overload can occur. In 2001, workers spent an average of 49 min a day on e-mail, which is30% to 35% more time than they did a year ago. In 2002, management-level workers will spend 4 hours a day on e-mail according to Ferris Re-search (Swartz, 2001).Part of the overload problem stems from a lack of training. "While e-mail and voice mail have become the corporate way of life, only 15% of companies say they have trained their employees to use these tools"(Rupp, 1996, p. 17).Not all communication technologies create an overload. Internetand Intranet-based messages can be controlled because we do not have to download the information. Executives worldwide (61% who were in the United States) indicated that the Internet with the control feature is reducing information overload and only 19% claimed it was making matters worse ("New Age," 1998). Organizational Structure Must Change Outdated management schemes stand in the way of successful utilization of the new communication technologies. Communications in the network are absolutely incompatible with a strict, parochial hierarchy (Stewart, 1994, p. 50). Superiors must learn to empower, develop teams, and get out of the way. As organizations flatten and become wired, teams will need to create electronic meeting places, share files, develop message boards, and provide access to data if the potential savings are to be realized. If the current practices of using electronic monitoring and control continue, the potential benefits could be lost. "In theory these networks should empower people to become better employees. In practice these knowledge-management networks create brave new infrastructures that effectively enforce employee compliance with organizational norms" (Schrage, 1999, p. 198).As we examine the benefits and challenges; we are confronted by the fundamental questions for any change. Will organizations and individuals make the appropriate adjustments to allow the potential power to develop? Ironically, with new communication technologies there is little doubt but that organizations will have to learn to utilize the potential power.

Conclusion
The new communication technologies are having a major impact on organizations and society. Organizational communication relies on communication technology, such as emails and websites. Communication technology, used properly, makes organizations better connected. Overusing communication technology, however, causes a breakdown in organizational communication.

Communication technology's effectiveness on organizational communications depends on how management implements the technology into the organization. Effective communication technology in an organization makes the organization more likely to be successful. Change is inevitable. How we respond to the change is the critical issue.

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