Horizontal communication occurs between individuals at parallel levels and statuses within an organization. It is aimed at facilitating coordination and internal relationships. This channel of communication is the most frequently used one.
Understand Horizontal Communication or Lateral Communication
What is Horizontal Communication?
Horizontal communication is the lateral or diagonal exchange of messages, either within work-unit boundaries involving peers who report to the same supervisor or across work-unit boundaries involving individuals who report to different supervisors.
Bateman and Zeithaml (1992, 457) state, “Communication that occurs between people at the same hierarchical level for sharing information is called horizontal communication.”
Horizontal communication refers to communication between departments or individuals at the same managerial level within an organization or between individuals at the same level in different organizations.
William A. Conboy (1976:29) defines horizontal communication as “exchanges between and among agencies and personnel at the same level of the organization chart.”
Horizontal Communication is the exchange of information among individuals at the same level of hierarchy in an organization, facilitating coordination of activities, departmental communication, and the building of informal relationships.
5 Functions of Horizontal Communication
Horizontal communication flows among individuals at the same level within an organization. It plays a crucial role in promoting task coordination across various departments and establishing mutual relationships among organizations operating in the same industry.
Gerald M. Goldhaber (1990:121) identified four functions of horizontal communication in an organization, while R. Wayne Pace (1983:56-57) outlined the following areas of application for horizontal communication. Here is a description of the specific functions of horizontal communication:
Task Coordination
Coordination involves establishing associations between tasks to ensure concerted efforts within an organization. Department heads may meet regularly to discuss each department’s contribution to the organization’s goals.
Horizontal communication utilizes tools such as reporting, monitoring, information sharing, joint decision-making, mutually supportive planning, and resource allocation to facilitate task coordination. It directs organizational tasks toward integrated goal achievement.
Problem-Solving
Business organizations encounter various problems during their operations. Issues that have organization-wide effects or are non-routine in nature often require the involvement of functional managers for activities such as information gathering, sharing, idea generation, idea evaluation, and selecting the most effective solutions.
For example, department members may assemble to discuss strategies for addressing a threatened budget cut using brainstorming techniques. Lateral communication fulfills these needs and aids organizations in successfully resolving problems.
Information Sharing
Horizontal communication is employed within a business organization to share information among individuals of the same rank and status. For instance, members of one department may meet with members of another department to provide them with new data.
It facilitates coordination, problem solving, conflict resolution, and more in a cordial and effective manner. Additionally, it enhances interpersonal relationships among managers.
Conflict Resolution
Horizontal communication brings managers together and facilitates the exchange of views and information. When conflicts arise within a department or between departments, members may convene to discuss the issue.
This process minimizes differences of opinion and leads to unanimous decisions regarding conflicting matters. It also fosters mutual understanding and contributes to achieving organizational goals.
Peer Support
One of the purposes of horizontal communication is to ensure peer support in areas such as idea generation, opinion mobilization, action plan design, and other problem analysis and resolution situations. This fosters morale and creativity among colleagues.
8 Forms of Horizontal Communication
Various techniques are used for facilitating horizontal communication within business organizations. The pertinent methods are discussed below:
Conference
A conference is a horizontal communication technique that allows for the discussion of broad and critical issues aimed at solving problems affecting the entire organization. It typically involves face-to-face communication.
Nowadays, conferences can also be conducted through video conferencing systems, enabling individuals in different locations to interact and exchange opinions or views.
Meeting
Meetings are a regular form of horizontal communication used to review the periodic progress of work, discuss critical matters, make decisions, or approve plans. They are generally held with functional managers and typically involve face-to-face communication.
Telephone Conversation
Telephone conversations are a popular form of horizontal communication used to provide or exchange information with fellow managers. They are employed to confirm matters or resolve problems, saving time and effort for managers. Additionally, they foster stronger relationships among colleagues.
Intercom System
The intercom system is an internal telephone network that connects people within a communication network. It facilitates the prompt exchange of information between executives and expedites decision-making processes.
Social Gatherings
Horizontal communication can occur through social gatherings of individuals with similar statuses within an organization or among different organizations. Such gatherings promote interpersonal and inter-organizational relationships.
Standard Written Communication
Organizations use memos and reports to exchange messages between managers, facilitating decision-making processes and enhancing mutual understanding of particular issues.
Committee
Committees are typically established to address specific organizational issues, such as budgeting, fact-finding, or interviewing new job applicants. They serve as a widely used horizontal communication system.
Grapevine
The grapevine represents an informal channel of communication that does not follow set lines or definite rules but spreads in various directions and throughout the organization. It primarily constitutes horizontal communication, as it is typically employees at the same hierarchical level who informally communicate with each other with ease.
8 Importance of Horizontal Communication
Horizontal communication is extremely important for promoting understanding and coordination among various departments. It is also critical for the innovation process in the organization.
Studies by Leslie Brennan (1986) and D.G. Marquis and S. Myers (1969) have pointed out that horizontal communication is a vital instrument for promoting innovation in business organizations.
However, the following is a description of the multifaceted roles of horizontal communication:
Connecting potential recognizers of opportunities for innovation
Horizontal communication connects potential recognizers of opportunities in the organization through various assembling techniques.
When individuals in various parts of the organization are closely connected through multiple communication channels, they are more likely to be aware of opportunities and problems that often provide the basis for innovation.
Linking different areas of expertise
Horizontal communication facilitates the exchange of a variety of views between and among various experts in the form of teams, cross-group conferences, seminars, or meetings. It promotes the sharing, challenging, or changing of existing ideas or product features, serving as a basis for innovation.
Building coalitions of individuals
Horizontal communication helps in forming teams or committees with representatives from various functional areas to facilitate the development of critical changes in the existing patterns of action or product features.
Emphasizing boundary spanning
Horizontal communication encourages people working in similar areas to maintain close ties through association memberships, conferences, and the like, which is one means of boundary spanning. This interface with important elements outside the organization can help keep members linked to important sources of environmental information.
Facilitating the coordination of tasks
Horizontal communication is an effective tool for coordinating activities of various departments through reports, memos, meetings, etc.
It keeps managers informed about the current level of achievements of the various functional departments and helps in taking corrective actions to achieve equal progress among the tasks of the organization.
Resolving conflicts
Horizontal communication establishes close links between managers and helps in sharing information, ideas, views, and opinions. It helps narrow differences of opinion and resolve conflicts in an amicable and peaceful manner.
Facilitating problem-solving
Horizontal communication supports joint problem-solving through the formation of committees on certain issues. Information sharing and the exchange of opinions and interpretations would facilitate the identification of the most effective solutions to the problems at hand.
Developing mutuality among managers
Horizontal communication provides scope for people of similar statuses to meet and discuss matters related to organizational interests. This fosters a sense of mutuality among managers and, as a result, promotes harmony among the courses of action within the organization.
5 Impeding Factors in Effective Horizontal Communication
There are several factors that create obstructions in the way of effective horizontal communication. These thwarting factors are discussed below:
Rivalry among individuals or work units:
Interpersonal rivalry or rivalry between work units within the organization can lead employees to hide information that may be potentially damaging to themselves or that could aid others.
This seriously hampers managers’ ability to respond to communication effectively and makes it difficult for others to make informed decisions.
Task specialization
Task specialization can cause individuals to be primarily concerned with the work of their own unit and have little appreciation for the work and communication needs of others. This kind of concentrated mentality among specialists in the organization obstructs horizontal communication.
Lack of motivation
A lack of motivation for horizontal communication may impede its effectiveness if it is not encouraged or rewarded within the organizational policy framework.
Technical language
The use of technical language acts as a strong barrier to effective horizontal communication because it may not be understood or may be misunderstood by the receiver of the communication.
Mechanistic organizational structure
Mechanistic organizational structures can thwart horizontal communication by making it rigid, one-way, and discouraging to people within the organization.
4 Tips on How to Reduce Barriers to Horizontal Communication
Some steps can be taken to reduce the barriers to horizontal communication. Schein (1970:102) describes four procedures or guidelines that have proved successful in some cases:
Emphasis on total organizational effectiveness
There should be a relatively greater emphasis on total organizational effectiveness and the role of departments in contributing to it. Departments should be evaluated and rewarded based on their contribution to the overall effort rather than their individual effectiveness.
High interaction and frequent communication
Promote high interaction and frequent communication between groups to work on problems of intergroup coordination and mutual assistance. Organizational rewards should be partly based on the assistance that groups provide to each other, which would enhance intergroup harmony.
Rotation of members
Encourage the frequent rotation of members among groups or departments to stimulate a high degree of mutual understanding and empathy for each other’s problems. This approach can help reduce barriers to horizontal communication.
Avoidance of any win-lose situation:
Groups should never be placed in a position where they compete for organizational rewards. The emphasis should always be on pooling resources to maximize organizational effectiveness, and rewards should be shared equally among all groups or departments.
Common FAQs Regarding Horizontal Communicaiton
What are the main objectives of Horizontal Communication?
The main objectives of horizontal communication are to facilitate information sharing, enable peer-to-peer communication, support decision-making, foster collaboration, and promote feedback among employees at the same hierarchical level or across different departments.
How does Horizontal Communication contribute to ending misunderstandings in an organization?
Horizontal Communication allows for direct interaction among employees at the same level, reducing chances of misunderstanding and enhancing mutual understanding and good decision-making.
How does Horizontal Communication guard against message distortion?
Since Horizontal Communication takes place among employees of the same level, information reaches directly from one employee to another, acting as a guard against message distortion.
How does Horizontal Communication differ from Vertical Communication?
Horizontal communication occurs between individuals or groups at the same hierarchical level, focusing on collaboration and information sharing. In contrast, vertical communication is the flow of information between different levels of the organizational hierarchy, typically following top-down or bottom-up patterns.
How can an organization implement an efficient Horizontal Communication strategy?
Implementing an efficient horizontal communication strategy involves assessment and understanding of existing practices, gaining leadership support, setting clear objectives, developing communication guidelines and training, encouraging openness and inclusivity, wisely using technology, establishing cross-functional teams, monitoring and evaluating progress, and promoting learning and knowledge sharing.
Conclusion
Effective collaboration among individuals or units at the same hierarchical level within an organization is known as horizontal communication. This type of communication fosters teamwork, breaks down hierarchical barriers, and is critical for coordinating tasks, problem-solving, sharing information, and resolving conflicts. It is characterized by its informal nature and faster information flow.
The goals of horizontal communication are to improve collaboration, facilitate feedback, support decision-making, and cultivate an inclusive organizational culture. Horizontal communication can occur through intradepartmental communication, interdepartmental cooperation, and staff advice to line departments.
Despite its numerous benefits such as reduced miscommunication, adaptability, and efficient conflict management, it also poses challenges such as the risk of bypassing hierarchical channels and potential information overload.
Implementing an effective horizontal communication strategy requires assessment, leadership support, clear objective setting, thoughtful use of technology, and continual monitoring and evaluation. However, once in place, it can enhance the overall productivity and success of an organization.