Organizational behavior and communication in the workplace

Effective communication is vital to the success of any organization as it is the process through which information is exchanged. Indeed, this is precisely why organizations need to identify and address the many factors that may enhance or weaken communication, including organizational structure, culture, information networks, conflict management and individual communication skills. It is the objective of this paper to discuss one such factor, namely, the effect of environment on communication. The role played by the environment in influencing the nature and efficacy of communication will be demonstrated through a focus on business discussions in formal conference rooms.

Communication within a formal conference room setting, in fact, highlights the degree to which nonverbal communication is highly context dependent (Harris, 1993, p. 124). Consider, for instance, the contrast between the formal setting of a conference room with that of more relaxed, informal office areas. Indeed, the very presentation of a hushed conference room where high backed chairs are arranged around a long, polished to a shine, table signals sobriety whereas work space arrangements in main office areas allow for clutter, the incessant buzz of chatter and phones ringing, and even informal lounging while discussing work. In fact, the very decor of a conference room seems to be designed to communicate that discussions of major import take place here. This is evident in the dim lighting, heavy drapes and even the type of art that is chosen as wall decor.

Thus, it is not surprising that conference rooms often prove to be less than conducive environments for relaxed, interactive discussions. True, that the conference room is designed to create the desired image of seriousness, but the fact remains that it results in an intimidating effect especially when meetings with subordinates take place in such an environment. Of course, it must be admitted that the silent atmosphere and seating arrangements allow for enhanced attention and focus, thereby facilitating communication. But, otherwise, the perception of increased distance and stiff posture (Harris, 1993, p. 126) often leads to an adverse effect on an individual's ability to communicate.

Indeed, this is precisely the experience that my colleagues and I recently had when we were asked to present a progress report on one of our projects to senior management. Although we had taken a great deal of care to prepare for the meeting, in the end we failed to convince the management that we were on the right track. In retrospect, I realize that our communication was ineffective because several members of the team, including myself, were nervous and, therefore, failed to communicate our reasoning with conviction. Our nervousness showed in several ways, beginning with the fact that some of my colleagues and I stumbled and even stuttered over some vital points that we had been asked to make. Then there was the fact that we were making eye contact with each other more frequently instead of addressing the management committee. Finally, to make matters worse, my colleague who was in charge of the communication equipment missed his cues at quite a few points. All in all, it must be admitted that our facial expressions, overall body language, mistakes in equipment operation, and nervous tone of voice failed to communicate conviction in the progress report we were making.