• Understand the importance of adjusting how you communicate to fit the structure and expectations of your organization

The Flow of Communication

Organizations can have different structures and each structure impacts how communication flows. Here are some different structure types and how communications are likely to flow within them.

• Hierarchical: This traditional structure has clear levels of authority, and communication often flows from the top down. It’s generally important to use established pathways and protocols for communication that follow the chain of command. This may include communicating through direct supervisors, using formal communication methods, maintaining professionalism in content and tone, understanding approval processes, and keeping sensitive information confidential.

• Flat: With fewer levels between staff and executives, communication tends to be more direct and informal. Here, you might have more freedom to reach out to higher-level managers without going through many layers.

• Matrix: In a matrix structure, employees may report to multiple managers for different projects. This requires clear and consistent communication to ensure that all supervisors and team members understand their responsibilities.

• Team-based: Communication is often open and collaborative. Sharing information and feedback regularly with team members can be more important than formal reporting lines.

You will need to adapt your communication style to align with the organizational structure and culture of your organization.

Adapting Communication to Different Work Environments

The expectations and norms in your workplace may differ depending on whether you work in-person, remotely, or in a hybrid arrangement. 

• In-Person: Direct face-to-face communication allows for immediate feedback and non-verbal cues. It’s important to be present and attentive, dress according to workplace norms, and engage respectfully with colleagues.

• Remote: Digital tools (like emails, video calls, and messaging platforms) replace physical interactions. Ensure clarity in your written communications and be mindful of the tone. Regular updates and check-ins can help maintain connections with your team and prevent misunderstandings.

• Hybrid: This model combines in-person and remote work. Adaptability is key—know when a formal email is necessary, or when a quick in-person chat or a video call can suffice. Balancing responsiveness across different mediums is essential. You should follow your organization’s norms and preferences and adapt your communication style accordingly.

Best Practices

Every organization has its own culture and expectations for communication. 

• Formality: Some organizations prefer formal communication styles with specific protocols for emails and meetings, while others may use a more casual approach even in emails.

• Frequency: Understanding how often to communicate in your role is key. Some roles require constant updates, while others might need only periodic check-ins. 

• Tools and Platforms: Familiarize yourself with the tools your organization uses (like Microsoft Teams, Slack, or Google Workspace). Knowing how to use these tools effectively can enhance your communication efficiency.

If you are unsure about communication practices, ask your manager or a teammate for feedback. Be especially observant when you are new to an organization and be flexible and open to communicating in ways that may not have been what you were used to previously.