2.6 The Functions of Language Communication in an Organization
Halliday (qtd. in Arhagba, 24) identifies the functions of language communication in an organization to include: instrumental, regulative, interactional, representational, heuristic and personal functions. Let us consider them below.
Instrumental Function
This refers to the manipulation of our environment through the use of words. Here, we cause things to happen by what we say. Most times, we speak to get things done to satisfy our needs. For instance, when the Rector of Delta State Polytechnic, Ogwashi-Uku, passes a memorandum that every member of staff must be punctual to work, he is engaged in instrumental language communication. The need is satisfied when the instruction is strictly obeyed.
Regulative Function
This attempts to control events when they occur. Verbal codes are used to regulate social roles and status. For instance, if members of staff in an organization are on rampage, the extent of destruction can be curbed, controlled or regulated using language.
Interactional Function
Language communication can also be used to ensure maintenance of social structure. This is called the interactional function. People who belong to the same social or play group and profession tend to develop vocabularies or expressions that help them to identify with one another. This is why we have professional jargons or registers and slangs peculiar to certain social or professional groups.
Language that is based on polite talk, greetings, etc are socially necessary for the purpose of establishing, consolidating and maintaining interpersonal relationships. “Good day†for example, attracts a response of “Good dayâ€. Semantically, this may be nonsense but socially, it expresses friendliness.
Representational Function
When we use words to exchange or deliver information, to make certain assertions or claims about our world or experiences and that of others, we are engaged in representational function of language communication. Let us consider the two instances below.
Firstly, let us consider a case where an Administrative Officer tells the Rector of his proficiency in minute writing. He states: “Sir, as an Administrative Officer, I ensure my minutes are well writtenâ€.
Secondly, let us look at where a Messenger tells his friend or colleague in the office about the query his boss gave him. He puts it thus: “My boss gave me a query for gross misconductâ€.
In the above instances, communication is purely representational since it gives information. In the first instance, the Administrative Officer gave the information of his proficiency in minute writing. In the second instance, the Messenger delivered information on the query his boss gave him.
Heuristic Function
Language communication here is geared towards the acquisition of information rather than the giving of information. When a man asks questions, he is seeking for information that will enable him to construct answers. This helps him to link new ideas with old ones and to have a better understanding of difficult ideas.
Personal Function
Some people use certain words to express anger, joy, approval etc. People get to associate such expressions with that individual. This is personal function (i.e language usage that is peculiar to that individual). Simply put, this is an individual style of speaking reflected in his choice of words. For example, a man may use “glory!†in times of joy, another “superlative!†and another “wonderful!†Continual interaction with these different
persons help us to identify these words usage with them.
In addition, Robbins is of the opinion that language communication: “fosters motivation by clarifying to employees what is to be done and how well they are doing and what can be done to improve performance if it is sub par†(284). For example, the formation of specific goals and reinforcement of desired behaviour all stimulate motivation and require communication.
2.7 Barriers to Effective Language Communication in an Organization
A number of barriers can retard or distort effective management through language communication. Specific communication barriers are discussed below.
Semantic Distortion
This is the transformation of the meaning of a message by changing its content. Imhabekhai and Oyitso further explain:
The idiosyncrasies of language such as multiple meaning of words and differences in connotations and interpretations of language from individual experience may cause communication breakdown (85).
In addition to the above, Koontz and Weihrich state:
Words evoke different responses. To some people, the word “government†may mean interference or deficit spending, to others, the same word may mean help, equalization and justice (375).
Imhabekhai and Oyitso (84) are further of the view that whenever there is a distortion, it affects the relationships between the Management and members of staff in the organization as there will be lack of trust and credibility in all the organizational policies made.In support of the above, James et al state:
If people operate at different semantic levels, there will be no effective communication between them. This will affect the nature of their relationship. In business and industry, and indeed in most organizations, semantic barriers slow down work and reduce output (42).
