Administrative Communication is important. It Clarifies the concepts that information can be properly sent to each other. We talk, we ask, we lead phone calls, writing e-mails. we agree with, argue with, All are the part of effective business communication. Communication can be measured through formal and informal channels. The best form of measurement feedback. Feedback not only measure the success of communication.
Communication which occurs in the administration of an organization should not be considered a technique of management. It is much more than that. Communication between people in organizations is actually the only means they have of affecting each other. Without communication, organized behavior would be quite impossible. Communication is thus the link, the means of contact, between members of an organization. It is no more the prerogative of management than of labor, and is, in fact, only partially of value if not shared by both. It is only because the administrator is more concerned with an organization’s operation and direction that we can focus upon the aspect of communication in organizations we are calling administrative communication.
What Is The Role Administrative Communication In Public Administration
Administrative communication is any communication intended to facilitate the management of an organized group. Thus, administrative communication is any nonmass-media communication intended to perpetrate, directly or indirectly, the goals of an organized group.9 An administrative communication may be originated to tell somebody something, to ask somebody something, to recommend something to somebody, or to predispose someone toward a certain action or attitude. Administrative communication is thus any communication which occurs in the day-to-day management of an organization.
A wife ordering groceries is using administrative communication. Our casual greetings on the street are not. The answer you receive from your request for information is. A memo from one department head to another is administrative communication, as is an invoice or a shipping ticket or a work order or a “No Smoking” sign.
Rumor, unless used intentionally, is not. Regulations, instructions, procedures, and policy statements are all forms of administrative communication, just as most business letters are. The boss’s conversation with his secretary about her new hair-do is not; his conversation with her about her work performance is administrative communication.
A commander’s order to his troops is administrative communication; the barracks talk about G.I. life is not. Most reports are; most advertising is not. The salesman’s talk about his product is; his talk about fishing or the World Series is not administrative communication.
And so on. The list is inexhaustible. These few examples, though, will help to define the scope and the nature of administrative communication.Every person in the company, from the president to the floor sweeper, participates in administrative communication. But the top administrator of any organization, being closer to the goals and the purposes of that organization, usually participates more in administrative communication than other employees.
The extent of a person’s participation in administrative communication thus usually depends upon his proximity to the source of the organization’s goals, purposes, and policies. For this reason, administrative communication is essentially that communication sent and received by those persons in an organization entrusted with the organization’s management.
The Forms of Administrative Communication
Administrative communication may be written (such as letters, memos, reports, procedures, etc.), oral (such as interviews, conversations, speeches, committees), or nonverbal (such as signs, graphs, charts, gestures, appearance, etc.).
Different kinds of communication are more appropriately, or effectively, presented in one form than in another. For example, there are circumstances in which a personal interview or telephone conversation would be superior to a memo or a letter.
The choice is often a matter of expediency or habit, when a little consideration of the content and purpose of the communication might suggest a more effective, more economical form.
The Channels of Administrative Communication
It has been traditional to hold the view that communication should follow “lines” of authority — in other words, the organization chart. But it seems clear now that the movement of communication, if restricted to these formal channels, can be no better than the structure of the organization. An organization poorly structured for its functions would in itself thus be a hindrance to successful communication.
The channels we shall distinguish are not the typical “formal” and “informal” channels, but job-related channels and interpersonal channels. Communication in all channels may be either direct (as face to face or voice to voice) or indirect (as by written message or public address). Job-related channels are those utilized to exchange communication which has to do with the organization’s objectives as they are intended to be attained through the performance of specific jobs. Interpersonal channels are those utilized to exchange communication which has to do with personal objectives, opinions, fears, likes, dislikes, etc. It is of course possible that two channels may occasionally coincide.
The importance of administrative communication in an organization cannot be overstated. It is essential for ensuring efficient and effective operations. Here’s a tabular guide format that outlines key aspects of administrative communication:
| Aspect | Description | Importance |
|---|---|---|
| Clarity | Clear and concise messaging | Prevents misunderstandings, ensures everyone is on the same page |
| Consistency | Regular and reliable communication patterns | Builds trust and reliability among team members |
| Tone and Professionalism | Maintaining a professional tone in all communications | Ensures respectful and effective interactions |
| Responsiveness | Timely responses to queries and concerns | Promotes efficiency and shows respect for colleagues’ time |
| Feedback Mechanism | Providing and encouraging feedback | Facilitates continuous improvement and problem-solving |
| Adaptability | Adjusting communication style to suit different audiences | Enhances understanding and engagement across diverse groups |
| Confidentiality | Respecting privacy and sensitive information | Maintains trust and integrity within the organization |
| Documentation and Record-Keeping | Proper documentation of communications | Provides a reference for decisions and ensures accountability |
| Channel Effectiveness | Using appropriate channels for different types of messages | Ensures the message is received and understood in the intended manner |
| Cultural Sensitivity | Being aware of and respectful towards cultural differences | Promotes inclusivity and reduces the risk of miscommunication |
This guide serves as a foundation for effective administrative communication, which is vital for the smooth functioning and success of any organization.
