Reza Pria Utama

29115155

Communication Organization in Project Management

Communication is delivering a message from the communicator (sender) to the
communicant (receiver) via certain media and cause effect. Organization is a
group of people working together to achieve certain goals, so communication in
the organization is a member of the communication or process to collect
information relating to the organization and changing what is going on inside.
Communication is very important in an organization that is not the one to deliver
information between members of an organization and in order to achieve certain
goals. An interaction that aims to unite and synchronization all aspects of mutual
interest is needed in an organizational goal. In other words, the absence of a good
interaction undoubtedly an organization will not achieve its objectives. The
interaction here is an absolute include all members of the organization that may be
deliverable delivery of information, instruction task work or possible division of
labor. Interaction is actually a process of a communication link between two
people or more where a single person acting as a conduit of information and the
other acts as a receiver of information. In essence, the correlation should involve
and focused to the people themselves in an organization. In other words it can be
concluded communication can be considered as well as the process of delivering
information that is useful to coordinate environmental and others to achieve a
goal.
In my article this context of communication that will be discussed is covering the
context of communication within an organization.
Every form of organization must put forward a communication in order to create
harmonious results. Usually the communication process within an organization
include superiors and subordinates with targeted delivery methods of a supervisor

to subordinate all oriented solely based organization. Can we imagine the

organization without communications surely avail without knowing what the
goals are clear?
The purpose of communication within an organization so provide many direct
benefits that make it easier for members to work on the instructions given from
superiors and to reduce common misunderstandings and is already attached to an
organization. If all subordinates and superiors to interact properly, then the whole
misconception that risk may be reduced percentage of it, because every human
being has a way of delivering the communication of different verbal and
inevitably we have to make the recipient of that information to understand what
information we convey. Thus all society actors must speak, act with each other in
order to build a conductive environment and know what situations would occur
outside an allegation because the slightest mistake communications will certainly
be fatal.
The role of character actor organization plays an important role in the progress of
the organization. Bosses are also very influential organization, employers are
required to do something real and disciplined action in order to reduce the level of
misunderstanding that occurs in members. Small example when meetings
superiors send information to a subordinate and subordinate inform all members
to come to a meeting in the meeting with the time and place specified. But when
the boss comes without warning late obvious then from here start
misunderstandings and ambiguous happened. Because each player is required to
be a professional organization and imposing discipline as well as a great
responsible and that will continue if we are to continue in the world of work. Tops
prosecuted for what was employed by his subordinates and can supervise and
motivate effectively, then the employer must have good professionalism.
Starting from the little things that have the potential to make a communication
error, an organizational goal will be hampered. The role of technology is also very
calculated in an organization. Can be a short message or BlackBerry Messenger

and direct dial telephone. Strive to provide the best communication way to partner
our work for the sake of avoid ambiguous via a phone call or text message if the
only information that simple. This is because since the communication lines that
we make sure there are always obstacles that we will not know. Both of the
problems of the technology itself for example signal trouble usually happens
because certain areas are still not yet entered a broad range of coverage. Because
if we topic of the barrier, would be a lot of which including the barriers in the
communication process. In our opinion, the obstacles that lead to communication
errors originated from individual traits or their respective principals of the
organization itself. The most obvious is the nature and needs of an individual
itself, usually in the form of emotion, a sense of a closed, or curiosity respected.
For example, an individual must have a sense to want respected so that conflicts
will arise here their lack of mutual trust between members of the one with
members who other is result in a miss communication or miss understanding. For
that honest and transparent attitude in the organization should be upheld in alive
organization, because teamwork is very influence. The influence of emotional
stability is also important because if we are in an emotional state, the information
we receive we will not respond appropriately in its entirety which resulted in the
end of the objective of an organizations of the less was the maximum.
Communication within the company or organization is composed of:
A. Vertical communications
Namely communications from top to bottom and from bottom to top. Namely
communications from leadership to subordinate and from subordinate to the
leadership. Bosses gave instructions to employees of both formal and informal, in
this case the subordinate provide reports, suggestions and complaints to the
leadership.
B. Communications Horizontal

This communication horizontal nature, the which occur between members,

officers, employees with employee, students with student. This communication is
more informal, although there are formal as well.
C. Diagonal communication
This communication demonstrates relationships with people who have the status
of a higher or lower.
How to Improve Communication Skills
(Communication skills required in business communication):
1. Reading
2. Listen
3. Conversation
4. Interview
5. Discussion Group
6. Speeches and Presentations

Function Communication Organization

Sendjaja (1994) states the communication function within the organization are as
follows:
1. Function informative. Organizations can be seen as an information processing
system. That is, all members of an organization hope to obtain more information,
better and timely. The information obtained allows each member organization
may carry out its work more precisely. People at the level of management need
information to make an organizational policy or to resolve conflicts within the
organization. While employees (subordinate) need the information to carry out the

work, in addition, it is also information about security, social security and health,
the permission on leave, and so forth.
2. The regulatory function. This function deals with the regulations in force in an
organization. There are two things that affect the regulatory function, namely:
A. In connection with the people who are in management level, to those who
have Sendjaja (1994) states the communication functions in the
organization is as the authority to control all information submitted. Also
give orders or instructions that the commands executed properly.
B. In connection with the message. Messages regulative basically work oriented. That is, the subordinate need regulatory certainty about the work
that should and should not to be implemented.
3. Functions persuasive. In managing an organization, power and authority will
not always bring the results as expected. Given this reality, many leaders who
prefer to persuade subordinates rather than giving orders. For work performed
voluntarily by employees will generate greater concern than if leaders often show
power and authority.
4. Integrative functions. Every organization strives to provide channels that enable
employees to perform their duties and work well. There are two communication
channels to achieve this goal, namely:
A. Formal communication channels such as publishing specialized in the
organization (bulletins, newsletters) and report the progress of the
organization.
B. b. Informal communication channels such as interpersonal conversation
during work breaks, sporting events, or field trips. Implementation of this
activity will foster a desire for greater participation in the employee of the
organization.
Communication barriers
A. technical barriers
5

Limitations facilities and communications equipment in terms of

technology Increasingly with Reviews their new findings in the field of
communication technology and Opera so that communication channels are
reliable and efficient as a medium of communication. According to
Cruden and Sherman in the book of Personnel Management, 1976 kinds of
technical barriers of communication, namely:

The absence of a plan or clear work procedures

Lack of information

Lack of reading skills

Selection of media those are less precise.

B. Barriers Semantics
Disruption in the process of semantics into barriers communicated ideas
effectively.

Words help the exchange to barrier meaning and

understanding, but it is often mistaken. There is a disconnection between

the symbol and what is symbolized may result word used is interpreted
differently from what was intended actually.

C. Barriers Humane
Occur because of emotional factors and personal prejudices. According to
Cruden and Sherman human barriers consist of:

Barriers that comes from individual differences in humans

Obstacles posed by the psychological climate in the organization

Improving Organizational Communication

Peterson (1962) observes that, communication can and does affect work
adversely if not properly handled. There are graduations of degrees of these
effects, ranging from a slight drag against the progress of the enterprise to the
causing of errors or misunderstanding of the philosophical foundation of the main
organization, and thereby make the output of the system virtually impossible,
stating further that, one ever-present cause of faulty communication is that,
6

language, whether oral or written, is itself faulty or imperfection when the

meaning of words and sentences and equally the emotional content is ambiguous.
Barriers

and

other

associated

problems

common

with

organizational

communication climate affect work productivity negatively especially where

people and records are jointly managed together, such as the case of academic
libraries. The extreme need to improve or find solutions to the highlighted
problems and barriers is imperatively necessary. Champoux (1996) recommends
the under-listed improvement techniques among the operators and participants:
Champoux (1996) recommends the following techniques to improve
communication:
1. Sender

Understanding of the background and culture of the receiver.

Expectation of feedback

Formal training in oral and written communication

2. Receiver

Knowing and understanding the sender

Make the receiver's level of understanding clear to the sender.

Understand the language and practices of the organizational unit to

improve listening and interpretation.

Feedback loop

3. Message

Clear

Brief

Simple

Unambiguous.

4. Medium

Reduce noise by using multiple channels.

5. The Organization

Organization Communication Audit to assess the current state of

the communication system.

6. Technology

Electronic message system

Voice mail

Local Area Networking

Teleconferencing

Global Satellite Communication Mobile

In recent research, they said that communication is a critical skill for project
success, both for keeping team members up-to-date and for winning the support of
key stakeholders.
But which skills make all the difference? Here is what the top five respondents
say have made all the difference in their careers.
1. Active Listening
In first place is our ability to listen to and understand others. Listening to the
words and the meaning behind their words, not interrupting or letting our minds
wander, asking questions to check understanding and observing non-verbal
signals.
According to Indian project manager Nirav Patel, CAPM, The benefits include
getting people to open up, and due to that lots of misunderstandings and conflicts
can be resolved.
2. Building Relationships Based on Trust and Respect
Trust and respect are the cornerstones of personal relationships. They are earned,
not a right, and come from an experience of our honesty, integrity and expertise.
Among the characteristics people used to determine our credibility are
truthfulness, openness, willingness to share ideas and information freely,
consistency, reliability, loyalty, capabilities and competence.

Trust encourages people to propose ideas, suggest ways to enhance work, speak
about their concerns and give advice, says Dubai-based Kareem Shaker, PMP
3. Setting Clear Priorities
In third spot is a project manager's ability to convey the strategy for their team by setting goals, planning and prioritizing. We call this the what, who, when,
where, why and how of the project. Team members should understand both the
big picture and the lower level technical priorities.
Essentially this is what a project manager does. If you can't do it you won't get
everybody working on the same page, says Australian Paul Rasmussen.
4. Enabling Collaboration
In a collaborative environment, team members support and encourage each other
rather than focusing solely on their tasks and responsibilities. They are willing to
co-operate and share information, ideas and assets to help each other. The result
can be greater than the sum of its parts.
When we collaborate, we get the 1x1=3 effect. Things happen that might not have
if people had remained focused on their work, says American Adam Michaelson,
PMP.
5. Conveying the Organizations Vision
Explaining the bigger picture helps team members understand where the project
fits within the overall aims of your business unit and organization. Senior
executives focus on the triple bottom line - finance, environment, reputation - this
is where they expect your project to make a difference.
Communication Flowchart
Flowcharts provide a visual representation of a process or processes which often
allow a better understanding of how the process is intended to work. Project
communications may be extremely complex depending on the size and scope of

the project and the number of stakeholders. A flowchart provides all stakeholders
with a better understanding of the steps involved with the distribution of all
project communications.
The communication flowchart below was created to aid in project communication.
This flowchart provides a framework for the project team to follow for this
project. However, there may be occasions or situations which fall outside of the
communication flowchart where additional clarification is necessary. In these
situations the Project Manager is responsible for discussing the communication
with the Project Sponsor and making a determination on how to proceed.

10