Chester Barnard’s Principles of Communication in Organizational Communication

In the realm of public administration and organizational communication, Chester Barnard remains a pivotal figure. His work, notably outlined in The Functions of the Executive (1938), delves into the intricate aspects of communication, emphasizing its fundamental role in managing and maintaining organizations. Barnard’s principles of communication are essential to understanding how organizations function and how the smooth flow of communication facilitates cooperation, leadership, and decision-making processes.

Learning Outcomes:

1. Understand Barnard’s interpretation of communication as the central function of the executive.
2. Grasp the relationship between authority and communication in organizational settings.
3. Comprehend the key principles guiding effective organizational communication.
4. Appreciate Barnard’s relevance in modern organizational theory and practice.

The Role of Communication in Organizations

Barnard identified communication as one of the primary functions of the executive. He argued that without communication, no organization could exist or operate effectively. For Barnard, communication was more than just the transfer of information; it was the very mechanism by which organizational purpose was achieved. Communication links individuals to collective objectives and ensures that cooperation is sustained.

Important Note: For Barnard, organizations are essentially cooperative systems, and communication is the glue that holds this cooperation together.

Barnard posited several essential principles that govern the efficacy of communication within organizations. These principles are designed to ensure that communication serves its integrative role in aligning individual contributions with organizational goals.

Chester Barnard’s Principles of Communication

Barnard’s principles of communication form the bedrock of effective organizational communication. Each principle serves to highlight the core attributes necessary for communication systems to function efficiently in organizational contexts:

1. Authority and Communication Must Align: Communication is only effective when it is aligned with the authority structures within the organization. For communication to be respected and followed, it must come from a recognized authority figure within the organizational hierarchy. Barnard explained that authority is accepted when subordinates perceive communication to be legitimate. Therefore, for communication to be effective, it must stem from an individual who has the legitimate power to issue instructions.

2. Communication Should Be Clear and Definite: Barnard emphasized the need for clarity in communication. For cooperation to occur, there must be a common understanding of the organizational goals and the instructions given. If communication is vague or ambiguous, it creates confusion, undermining the cooperative system. Clear communication ensures that each member knows their responsibilities and how their role fits into the overall organizational mission.

3. The Communication Channels Must Be Formalized: Barnard insisted that formal communication channels must be in place to prevent breakdowns in the organizational structure. Informal channels, while important in their own right, can sometimes lead to misinterpretations or information distortion. Formalized communication ensures a consistent and reliable flow of information throughout the organization, reducing the risk of miscommunication.

4. The Communication System Should Be Efficient: For Barnard, communication should be timely and efficient, ensuring that information reaches the relevant individuals before it becomes obsolete. This requires establishing feedback loops, so the sender knows whether the message has been received and understood. Efficiency in communication reduces delays and enhances decision-making, as key information is shared promptly.

5. The Burden of Communication Should Not Overwhelm Individuals: One of Barnard’s insights was that communication systems must be designed so as not to overload the individuals within the organization. If communication demands become overwhelming, individuals may either miss important information or fail to act appropriately due to fatigue. Thus, effective communication should strike a balance, ensuring that relevant information is shared without overwhelming the system.

6. Communication Should Be Purpose-Driven: Barnard believed that every piece of communication should serve a clear organizational purpose. Random or unnecessary communication can dilute focus and create inefficiency within the system. Barnard stressed the importance of purposeful communication that directly relates to the achievement of organizational objectives, thereby ensuring that the communication process remains meaningful and impactful.

Important Note: Communication that lacks a specific purpose or clarity risks creating inefficiencies and confusion within the organizational framework.

Authority and Communication in Barnard’s Framework

A significant aspect of Barnard’s communication principles is the relationship between authority and communication. Barnard’s theory of authority is closely tied to his understanding of communication. According to Barnard, the acceptance of authority is not automatic; rather, it depends on four key conditions:

1. The individual understands the communication: For any command to be followed, the recipient must fully understand the message. Misinterpretation can lead to ineffective actions.
2. The communication aligns with organizational purposes: The message must be consistent with the organization’s overarching goals.
3. The individual believes the message is consistent with their personal interests: There must be an alignment between the individual’s goals and the organizational directive.
4. The individual is mentally and physically able to comply: Practical constraints must not hinder the execution of the communication.

The flow of communication within an organization is thus deeply intertwined with the concept of authority. An organization functions effectively when the individuals within it recognize the legitimacy of the commands being communicated. Without this recognition, communication breaks down, and cooperation falters.

Formal vs. Informal Communication Channels

Barnard distinguished between formal and informal communication. While formal communication follows the organizational hierarchy and is more structured, informal communication arises spontaneously among individuals. Both forms of communication have their place within organizations, but Barnard emphasized that formal communication channels must be the backbone of the organization’s communication structure.

Important Note: Informal communication, while valuable for fostering relationships and innovation, can also lead to the distortion of information if not managed alongside formal channels.

Process Flow of Communication in Barnard’s Theory

The flow of communication within Barnard’s framework is hierarchical, yet dynamic, involving a series of interactions:

Communication → Interpretation → Authority Recognition → Feedback → Adjustment/Response

This flow ensures that information is not only transmitted but also understood, acted upon, and reflected back into the system for refinement.

Relevance of Barnard’s Principles in Modern Organizational Communication

While Chester Barnard’s work emerged during a different era of industrial organization, his principles of communication remain highly relevant in today’s complex and rapidly changing organizational environments. The need for clear, efficient, and purposeful communication is perhaps even more critical in today’s globalized, technology-driven workplaces. The emphasis on formal communication structures continues to inform modern management practices, particularly in large, multinational organizations where consistency in communication is paramount.

In contemporary settings, technology has drastically altered the communication landscape, but Barnard’s emphasis on formal channels and authority remains relevant. The use of digital platforms, while facilitating quick information transfer, necessitates robust formal structures to prevent miscommunication.

MCQ: In Barnard’s theory of communication, for communication to be effective, it must:

1. Follow formal hierarchical lines.
2. Be informal and spontaneous.
3. Serve no specific purpose.
4. Overwhelm the organizational system. Correct Answer: 1

Barnard’s insights continue to inform how communication is approached in organizational theory, offering a timeless perspective on the critical role of communication in fostering cooperation and achieving organizational goals.