Horizontal communication

From CEOpedia | Management online

Horizontal communication is a kind of flow of information that is used most frequently to improve coordination in various departments in organizations [1]. Unlike vertical communication, massages in horizontal communication are sent in lateral or diagonal direction, not upwards and downwards. This way of exchanging pieces of information makes it possible for departments to work with each other without a necessity of strictly following vertical channels of communication. The main reason for this action is to bring together activities in one, or between many, departments [2]. The more complex and bigger an organization is, the more it needs to communicate laterally or diagonally [3]. Horizontal communication is the most popular in institutions with decentralised authorities [4].

Horizontal communication can be included in three categories [5]. Those are:

  • Solving problems within one department. This apply to carrying out the task among members of the same department what is called an "intradepartmental" process.
  • Coordinating projects that engage more than one department. Those messages are aimed at accomplishing joint and more complex tasks. This is referred to as an "interdepartmental" coordination.
  • Giving advice to other departments’ staff. Those messages are sent from specialist in areas that members of other department need help with.

Components of horizontal communication

According to Luis Ramiro Beltran [6] there are three most important requirements which make it possible for horizontal communication to function:

  • Access. All of the participants of communication have to be able to receive messages in the same way. Without similar opportunities for everybody an interaction will fail.
  • Dialogue. Both receiving and emitting messages is vital for horizontal communication. There should be freedom in communication for those who send information and those who hear it. Without those factors an interaction would become a monologue.
  • Participation. A lack of equal possibilities of emitting messages would stop members of departments from taking part in communication. This would result in interactions being controlled by small group of people.

All those factors are interdependent [7]. High level of access increases chances of dialogue and participation. Good dialogue make access more useful. Improvement of participation enhances frequency of dialogue. The more developed they all are, the more effective horizontal communication will be and members of department will be more satisfied with their interactions.

Examples of Horizontal communication

  • Meeting: Horizontal communication often occurs in meetings between multiple departments, such as a staff meeting between the Accounting and Human Resources departments. During these meetings, employees from different departments can exchange ideas and information, as well as discuss key issues and solutions.
  • Emails: Email is a common way to transfer information horizontally between departments and teams. This type of communication is especially useful when discussing complex topics or when a single person needs to be updated with information from multiple departments.
  • Conferences: Conferences are a great way to share information horizontally between departments. During a conference, attendees from different departments may be given presentations or lectures on topics related to their industry, allowing them to learn more about their peers’ roles and responsibilities.
  • Memos: Memos are another tool for horizontal communication, as they can be used to quickly send out information and updates to multiple departments. Memos are especially useful for communicating with large groups of people, as they are easy to distribute and read.
  • Social Media: Social media can also be used for horizontal communication, as it allows departments to quickly and easily spread information to a large audience. Social media is often used to share updates, news, and announcements between departments.

Advantages of Horizontal communication

Horizontal communication has several advantages for organizations. These include:

  • Improved coordination between departments, as horizontal communication allows for a better understanding of the objectives of each department and how they work together. This can help departments to collaborate effectively and identify areas where they can provide support to each other.
  • Increased efficiency and productivity due to improved communication between departments. As departments have a better understanding of each other’s tasks and objectives, they are able to work faster and more efficiently.
  • Reduced costs due to improved communication between departments. As departments are able to better coordinate their efforts, they are able to identify areas where costs can be reduced and resources can be shared.
  • Improved customer service as departments are better able to identify customer needs and provide timely solutions.
  • Enhanced morale due to improved communication between departments. As departments have a better understanding of each other’s roles and responsibilities, they are more likely to feel valued and appreciated.

Limitations of Horizontal communication

Horizontal communication has several limitations that can affect its effectiveness. These include:

  • Lack of Clarity: Horizontal communication often lacks clarity, as it is often difficult to convey complex ideas and decisions through a single message or conversation. This can lead to misunderstandings and confusion among staff, which can lead to delays and other problems.
  • Lack of Accountability: Horizontal communication can also be difficult to hold people accountable for the decisions that are made. When information is shared horizontally, it can be difficult to ensure that everyone is responsible for their part in the decision.
  • Unbalanced Participation: In horizontal communication, some people may be more vocal or influential than others. This can lead to an unbalanced participation, where decisions are made based on the opinion of a few people instead of taking into account the opinion of everyone involved.
  • Miscommunication: Miscommunication can be a problem in horizontal communication, as messages can get lost, misinterpreted, or misunderstood. This can lead to confusion, delays, and frustration.

Other approaches related to Horizontal communication

Horizontal communication is a key component in improving coordination in various departments in organizations. Other approaches related to Horizontal communication include:

  • Vertical Communication: This involves communication between different levels of an organization, such as between upper management and lower level employees.
  • Cross-Functional Communication: This type of communication involves collaboration between different functional areas, such as marketing and engineering, in order to achieve a desired outcome.
  • Organizational Network Analysis: This involves analyzing the flow of communication within an organization to identify areas of strength and weakness in the organization's communication system.
  • Conflict Resolution: This involves the use of communication to address conflicts between individuals or departments within an organization.

In summary, Horizontal communication is an effective way to improve coordination in organizations. Other approaches related to Horizontal communication are Vertical Communication, Cross-Functional Communication, Organizational Network Analysis, and Conflict Resolution.


Horizontal communication — recommended articles
Radial structure — Business communication process — Reasons for creating project teams — Informal groups — Informal communication — Horizontal organization — Organizational chart — Organic organization — Process of business communication

References

Footnotes

  1. ↑ Lunenburg 2010, pp. 6
  2. ↑ Verma 2013, pp.68
  3. ↑ Lunenburg 2010, pp. 6
  4. ↑ Verma 2013, pp.68
  5. ↑ Canary, McPhee 2011
  6. ↑ Beltran 1979, pp.37
  7. ↑ Beltran 1979, pp.38

Author: Izabela Pyszczek

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