Harold Geneen once quoted that every company has two organizational structures; the formal model written on the charts and the other, which involves the everyday relationship of the people in the organization. The prosperity of any organizational model massively depends on how effective communication takes place in an organization.Additionally, relations among people in a particular organization prospers when an effective communication that takes place among them. Effective organizational communication facilitates the formulations and passage of policies, solutions to problems, and heeding to the preferences of clients. Certain communication techniques may be useful in specific organizational models but ineffective in others. This paper identified the organizational model at Johns Hopkins Hospital and evaluates its importance in terms of communication while identifying the communication techniques which help and bar the organization as it yearns to achieve its goals.
Organizational Model
Johns Hopkins Hospital uses the matrix organizational model, which hybridizes the different features of the basic types of organizational structures, including the functional and projectized structures. The design of the structure involves various components of the hospital intersecting; for instance, the financial office, the human resource office, the information office, and the Chief Medical Office all intersect. In the matrix model, employees report to their bosses depending on the particular situation. The model is an evolving organizational structure for sophisticated hospitals in which nurses form a central section. It aims at combining the efficiency of functional structure with the flexibility and sensitivity of the multi-divisional structure, with activity delegation done via negotiations between functional and project managers and other potential members, (Ahmady, Mehrpour, & Nikooravesh, 2016).
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Importance of the Matrix Model with regards to communication
The effectiveness and success of a company concerning communication massively depend on the type of model it adopts. Matrix model increases formal lateral communication (Schnetler, Steyn, & van Staden, 2015). Research places communication at the core of all the management concepts in a matrix organization. Furthermore, the intersection, coordination, and cooperation involved in the various functional and geographical divisions which characterize the matrix model can only be perfect with efficient communication. Enhanced communication facilitates the chances of providing services that are in line with the needs of the clients, thereby increasing their relationship and with the organization.
The matrix model matters when considering communication, which becomes improved across departments, thereby facilitating the efficient use of resources and menaces the speed of decision making. Additionally, the model facilitates the sharing of knowledge across various divisions, which promotes an understanding of the role that each function plays, which goes hand in hand with effective communication. A situation in which each function's purpose is effectively communicated facilitates the broadening of the skills of employees and their knowledge, which leads to the organization's professional growth.
How the organization involves Employees in Formulating Solution to Problems
To achieve its goals, Johns Hopkins Hospital includes its employees in the formulation of solutions to problems it faces in several ways. First, the managerial division seeks and incorporates the opinions of all other employees before formulating and rolling out new policies that facilitate how they are received. Secondly, the hospital offers training to employees, which enhances their understanding of modern challenges and how to deal with them, as well as the application of advanced technology. Additionally, the hospital sends memos to all the employees on trending events, innovations, and challenges, which facilitates the sharing of knowledge on the same, which keeps all employees at par. Consequently, they become confident with their contributions during the formulation of solutions to problems that maximize their participation. Finally, a particular issue is communicated horizontally to all the divisions, after which their ideas and opinions communicated back to policymakers, who then show every employee that their views are considered.
Effectiveness of Communication Techniques in Sharing Information
Effective Techniques
Sharing ideas and information within Johns Hopkins Hospital has been facilitated the applied techniques which have been useful. Some of the techniques include emails, telephone calls, video-conferencing, faxes, letters, and weekly or monthly meetings. Emails, video-conferencing, and phone calls are effective techniques that facilitate faster reception and dissemination of information as they overcome space barriers. Additionally, emails can help with easy retrieval of information, while video-conferencing provides immediate feedback. Occasional weekly or monthly meetings help in facilitating non-verbal communication.
Ineffective Techniques.
Specific techniques have proven to be ineffective during communication in the organization. First, occasional meetings lead to delayed feedback, which in turn leads to delayed or poor decision making. Secondly, emails have no concentration on non-verbal forms of communication that lead to the omission of specific vital messages, especially during the implementation of new policies within the organization, which require factoring in of the immediate response of involved parties through their non-verbal responses.
Effects of Technology in the Communication Process
Technology can either promote or hinder the communication process in a matrix model organization. On the positive side, it facilitates access and easy retrieval of information, mainly when forms of technology such as e-prescription are applied. Secondly, technology helps the health practitioners in the hospital in providing health information and behavior change strategies that are customized based on the individual needs, concerns, and interests of different patients. Technology also facilitates communication through the eradication of barriers. In cases where there is a need to provide urgent health care, providers easily communicate through emails and phone calls. The process of communication is also fastened with the application of technology; for instance, the use of electronic medical record systems facilitates easy retrieval and sharing of patient information if and whenever necessary among providers. On the negative side, technology has also negatively impacted communication as it massively inhibits non-verbal communication as it undermines the face-to-face interactions.
References
Ahmady, G. A., Mehrpour, M., & Nikooravesh, A. (2016). Organizational structure. Procedia-Social and Behavioral Sciences, 230, 455-462.
Schnetler, R., Steyn, H., & van Staden, P. J. (2015). Characteristics of matrix structures and their effects on project success. South African Journal of Industrial Engineering, 26(1), 11-26.
