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Kenan Spaho M.

A: Organizational communication process

Kenan SPAHO M.A


Energoinvest, dd Sarajevo, Hamdije emerlia 2, 71000
UDK 658.5:316.77
Sarajevo, Bosna i Hercegovina, tel: 00387 61 338 423
Pregledni lanak
k.spaho@bih.net.ba

ORGANIZATIONAL
COMMUNICATION PROCESS

Abstract
Managers spend majority of their time communicating in several forms: meeting, face-to face dis-
cussion, letters, emails etc. Also more and more employees realize that communication is a very im-
portant part of their work because a lot of their work activities are based on teamwork among workers
in different functional groups. This is the reason why communication has become more important in
companies. The experience shows that there are significant differences in manners of communication
and that it appears to be a very important factor which makes some organizations more successful
than others. Communication is the most important for managers because research shows that the
spent long period in work time in communication.

Keywords: business communication, organizational communication, communication process, effec-


tive communication

JEL: M12, M14

1. Introduction speakers in order to build trust between them and


employees as well as among employees which will
later result in confidence in the company.
It is not possible to have good human relations Managers sped some 80% of each working day in
without communication. On the other hand effec- communication with others1. Managers have huge
tive communication is required not only for human responsibility in communication by directing and
relations but for a good and successful business. controlling the organization and effective managers
Managers spend majority of their time commu- establish themselves at the center of information
nicating in several forms: meeting, face-to face networks in order to facilitate the tasks completi-
discussion, letters, emails etc. Also more and more on2.
employees realize that communication is a very
important part of their work because a lot of work
1 Mintzberg, H. (1973): The Nature of Managerial Work, Harper
activities are based on teamwork among workers and Row, New York
in different functional groups. This is the reason 2 orevi, B., (2010): Leadership communication, Internati-
why communication has become more important onal Scientific Conference MANAGEMENT 2010, Kruevac,
in companies. Managers of new age must be good 17-18 March, 2010

309
Kenan Spaho M.A: Organizational communication process Kenan Spaho M.A: Organizational communication process

2. Methodology stimulate meaning in the minds of other individu- In addition to this main definition we will add to has four elements13:
als by means of verbal or nonverbal messages in the it that organizational communication is a process
context of formal organization5. In further text we of information exchange and a process of decisi- A sender this is the first person to speak
This paper is of a theoretical character which will clarify some parts of this definition6: on making between the sender and the receiver or initiate communication.
means that we did not do any empirical resear- The word process indicates that communi- with the consequence of positive result in raising A receiver this is the person for whom the
ch just used some experience from practice and cation is dynamic and ever changing. As we efficiency of at least one of them7 and that organi- message is intended.
made some illustrations from the real business change as individuals over time and from zational communication is a central binding force The message this is what a sender wants
environment. It means that this paper is based one organizational event to another our that permits coordination among people and thus the receiver to know. It includes a verbal
on literature analysis of experts in organizational communication is changed in the organiza- allows organized behavior8. In addition to these message and nonverbal messages inferred
communication studies as well as on the Internet tional environment. definitions we must emphasize that behavior of from the sender and the environment.
sources offering practical experiences. The words stimulate meanings are intended employees is best understood from a communica- Feedback this is the lifeline of effective
to suggest that it is through communication tions point of view9. There are several approaches communication. Without it, senders and
with others that we develop an idea entirely to function of organizational communication. Here receivers are far less likely to achieve mutual
3. Basics of organizational communication on our own. Many of our ideas are formed we will focus on two approaches. One approach is understanding about the message.
or created by meanings that others have that function of organizational communication is
There are several approaches to communication. stimulated. visible through four fields of management10:
Here we will present several definitions of commu- By verbal message we mean the language 4. Types of organizational communication
nication. common to the culture and organization. Control of employees behavior
Motivation of employees Every organization must enable communication
Communication is sending and receiving of messages by means of symbols and in that Development of interpersonal relations in several directions: downward communication,
Definition 1: upward communication, horizontal communicati-
context organizational communication is a key element of organizational climate1. Making decision
on and diagonal communication as it is illustrated
Communication can be understood as a process of exchanging signs and symbols insti-
Second approach is that organizational commu- in Figure 214.
Definition 2:
gated and led by at least one of the conscious subjects2. Downward communication flows from top
nication has five functions11:
management to employees. This communication is
Communication is transfer of information from sender to receiver under the condition actually in companies with extremely authoritative
Definition 3: Compliance gaining
that the receiver understands the message3.
Leading, motivating and influencing style of management (Weihrich, Koontz, 1993)15.
Communication is a tool for exchanging of experience and values as well as transfer of Sense making There are five types of downward communicati-
Definition 4: on16:
meanings and knowledge4. Problem solving and decision making
Conflict management, negotiating and
1 Drenth, P.J.D., Thierry H., De Wolff, C.J., (1998), Handbook of Work and Organizational Psychology (2nd bargaining Directions how to do something
Edition), East Sussex, Psychology Press Ltd. Information about concrete tasks and their
2 Radojkovi, M., orevi, T., (2001), Osnove komunikologije, Fakultet politikih nauka, Beograd relations with other tasks in organization
But definitely the most important role of orga-
3 Weihrich, H., Koontz, H., (1998), Menedment, Mate, Zagreb Information about regulations, rules and
4 Miroslavljevi, M., (2008), Odnosi s javnou, BLC, Banja Luka nizational communication is the relationship buil-
ding in order to achieve its strategic objectives12. procedures
Process of organizational communication is Information about the effect of an individu-
presented in Figure 1. As it is visible the process al, group and organization
For efficient communication it is necessary that Information with ideological character in
the receiver understands the meaning of the me- These messages are transmitted in spoken
or written form. We will pay attention to order to build the feeling of a special task or
ssage and indicates it to the sender through some mission of the company.
expected reactions3. this problem in further text. 7 Sajfert Z., orevi D., Bei C., (2006), Leksikon Menad-
Business communication can be inside the By nonverbal message we mean messages menta, Agencija Mati, Beograd
other then verbal such as eye behavior, 8 Myers, M. T., Myers, G. E. (1982), Managing by Communicati- This type of communication is illustrated in
organization (internal communication) and outside Figure 3. In this figure we see organizational struc-
on, An Organizational Approach, McGraw-Hill Book Company,
of the organization (external communication)4. For touch, hand gestures, body movements, and
facial expression and so on.
New York ture with four organizational levels. The informa-
the purpose of this paper we will focus on internal 9 Rogers, E. M., Rogers, R. A., (1976), Communication in Orga- tion flows from top to bottom of structure and as
communication or as it is called in some literature nizations, Free Press, New York
sources organizational communication. For the 10 Petkovi M., Janiijevi N., Bogievi Miliki B., (2008),
13 Beckham, K., King J., (2008), Building Coalitions: Communi-
purpose of this paper we will define organizational 5 Richmond, V. P., McCroskey J. C., McCroskey L. L., (2005), Organizacija, Ekonomski fakultet, Beograd
cation in Coalitions, University of Florida
communication as the process by which individuals Organizational Communication for Survival: Making Work, 11 Neher, W. W., (1997), Organizational Communication Chall-
14 Miljkovi, D., Rijavec M., (2008), Organizacijska psihologija,
Work, Allyn and Bacon, Needham Heights MA enges of Change, Diversity and Continuity, Allyn and Bacon,
3 Ivancevich J., Matteson M., (2002), Organizational Behavior Boston IEP, Zagreb
6 Richmond, V. P., McCroskey J. C., McCroskey L. L., (2005),
and Management, McGraw-Hill Organizational Communication for Survival: Making Work, 12 Grunig, J. E., (1992), Excellence in Public Relations and 15 Weihrich, H., Koontz, H., (1998), Menedment, Mate, Zagreb
4 Fox, R., (2006), Poslovna Komunikacija, Hrvatska sveuilina Work, Allyn and Bacon, Needham Heights MA Communication Management, Hillside, New Jersey: Lawrence 16 Katz, D., Kahn, R. L., (1978), The social psychology of organi-
naklada, Puko otvoreno uilite Zagreb Erlbaum Associates zations, New York, Wiley

310 311
Kenan Spaho M.A: Organizational communication process Kenan Spaho M.A: Organizational communication process

we can see there is a part of the information that for top management to see efficiency of downward communication (smaller organizational levels we Figure 3: Downward communication
is lost. This phenomenon was detected by Fisher17 communication and organizational communicati- have, information will be changed a little)29.
who also established that the lost part will be on in general (Miljkovi, Rijavec, 2008)22. Upward
higher as the information travels longer. communication ensures that tasks are being Figure 2: Types of organizational communi-
The effectiveness of downward communication improved in time, accurate feedback provided, and cation
is the function of span of control18. The span of helps keeping everyone on the same track with a
control, or span of management, refers to number common vision23.
of persons who report to one superior and includes Horizontal communication flows between em-
the functions of planning, organizing and lea- ployees and departments, which are on the same
ding19. A wide span of control exists when a leader organizational level, and it enables coordination
oversees many subordinates and narrow span of and integration of activities of departments that
control exists when a leader oversees few subor- do relatively independent tasks24. This type of
dinates20. This is illustrated in Figure 4 where it is communication can take many forms, performing
visible that a Manager B oversees double number duties, solving problems and exchanging ideas25.
of employees then Manager A, which means that Horizontal communication provides unified
his span of control is wider than Manager As. The vision, direction, accurate feedback and ability to
wider span of control is, the communication is less implement change effectively as well as for leaders
successful21. to gain control and maintain a level of common Source: Adapted from (Rouse, Rouse, 2005)
purpose26.
Diagonal communication flows between people Business meetings present a very important
Figure 1: The communication process which are not on the same organizational level and Source: Done by author element of complete business life and bad meeting
are not in direct relationship in organizational hie- management can have negative effect on the com-
rarchy. This communication is rarely in use, only in pany success34. The best known types of meetings
situations when it supplements other types of co- 5. Methods of organizational communication are:
mmunication27. For example diagonal communica-
tion is when labor unions organize direct meetings Methods of organizational communication are Objective meetings. The focus of these mee-
between employees and top management avoiding written communication, oral communication and tings is on facts and these types of meetings
first line managers and middle level managers. nonverbal communication30. are good for analysis of problem backgro-
In the end let us mention again the span of Written communication is official and formal und and for recognition of strengths and
control, this time as function of organizational communication through written information and weaknesses.
structure. In accordance with the span of control, directions31. Communication media are the official Creative meetings. These types of meetings
the organizational structure can be high and low forms defined by the company in accordance with are good for strategic options development
as it is illustrated in Figure 528. Low structure has the Quality Management System. These forms are and in these meeting the participants are
advantage in communication because of faster different from official memos and fax forms becau- encouraged to present their opinions.
communication (information flows faster and feed- se it is for internal communication. Inspirational meetings. These types of mee-
back is also faster) and more punctual On the other hand oral communication can be tings are focused on participants inspirati-
Source: (Beckham, King, 1992) formal and informal32. Formal communication on, for example development of company
works through official meetings in the company. vision.
Upward communication flows from employees 22 Miljkovi, D., Rijavec M., (2008), Organizacijska psihologija,
Meetings are a frequent business activity and take Estimation meetings. These types of mee-
to top management. The main task of this commu- IEP, Zagreb plenty of time so some people think that meetings tings are focused on for and against
nication is to inform top management about the 23 http://www.ehow.com/about_6651601_effective-upward-com- are unproductive. So in order to avoid this mana- some opinions. They are very useful after
situation on the lower levels and it is the best way
munication.html (date of access, 14.02.2011) gers must have a clearly defined strategy for pro- preliminary results of creative and inspirati-
24 Miljkovi, D., Rijavec M., (2008), Organizacijska psihologija, ductive meetings. That strategy involves planning, onal meetings.
IEP, Zagreb structured meeting and leadership33. Decision making meetings. These meetings
17 Fisher, D., (1993), Communications in Organizations, West 25 http://www.associatedcontent.com/article/1029802/orga-
Publishing, St. Paul, MN nizational_communication_channels.html (date of access, 29 Rouse, M., Rouse S., (2005), Poslovne komunikacije, Masme- are focused on final making decision.
18 Rouse, M., Rouse S., (2005), Poslovne komunikacije, Masme- 16.02.2011) dia, Zagreb
dia, Zagreb 26 http://www.ehow.com/way_5810427_can-horizontal-commu- 30 Rouse, M., Rouse S., (2005), Poslovne komunikacije, Masme-
19 http://www.allbusiness.com/management/412518-1.html nication-lead-team_.html, (date of access, 16.02.2011) dia, Zagreb
(date of access, 14.02.2011) 27 Miljkovi, D., Rijavec M., (2008), Organizacijska psihologija, 31 Miljkovi, D., Rijavec M., (2008), Organizacijska psihologija,
20 http://www.12manage.com/description_span_of_control. IEP, Zagreb IEP, Zagreb
html (date of access, 14.02.2011) 32 Weihrich, H., Koontz, H., (1998), Menedment, Mate, Zagreb 34 http://www.kvalis.com/component/content/article/37-mena-
21 Rouse, M., Rouse S., (2005), Poslovne komunikacije, Masme- 28 Rouse, M., Rouse S., (2005), Poslovne komunikacije, Masme- 33 Rouse, M., Rouse S., (2005), Poslovne komunikacije, Masme- derska-psihologija/132-kako-uspjeno-voditi-poslovni-sastanak
dia, Zagreb dia, Zagreb dia, Zagreb (date of access, 16.02.2011)

312 313
Kenan Spaho M.A: Organizational communication process Kenan Spaho M.A: Organizational communication process

Figure 4: Span of control whether participant will need to take notes or him/herself. One or more persons will forward the best example for making difference between verbal
refer to documents. message again to a group of selected persons. and nonverbal communication is Quality Manage-
5. Minute taking. This is the most important ele- Informal communication sometimes has its bad ment System. A Top management needs to adopt
ment of the meeting so that faults and illogical sides because of rumor spreading which can be two important declarations: Policy of Quality and
things are avoided. Minutes must be made dangerous especially in critical situations. In this Goals of Quality. These two declarations present
in 48 hours, ideally 24 hours. The reason is case the labor union has the key role to calm the verbal communication. Implementations of these
simply that the peoples memory starts fading situation down and inform the employees about declarations by top management present nonverbal
and the agreed actions may be overtaken by the situation39. communication.
events.
Figure 6: Types of hearsay informal com- In the end we will present some tips for effective
Figure 5: High and low organizational struc- munication communication in the workplace43:
Source: Rouse, Rouse, 2005 ture
To be clear about the goal and purpose of
Here we will present some tips for a productive communication, in other words to know
meeting35 36): what you are trying to achieve
Asking for confirmation in order to see if
1R eason for meeting. Before starting the meeting others understood your point
it must be clear what the reason for the mee- Asking questions in order to show that you
ting is (agreement on some issues, resolving understood others
issues, generating ideas, etc). Also it is good to All agreed objectives from the meeting or
analyze whether the meeting is necessary since Source: Davis, 1993 project must be written down and given
of a lot of meetings can be avoided through to all participants in order to reduce any
business letters or phone calls. Managers have a very important role in contro- confusions about the aim and peoples
2. G
 oal of meeting. The goal of the meeting must lling the hearsay model. For example they can responsibilities.
be clear and managers must choose right par- Source: Adapted from (Rouse, Rouse, 2005) find out who are the most important people in the In all situations one must be assertive and
ticipants in order to reach that goal. It is not communication chain and ensure that people know should not be pushed into something one
good to make decision if ultimate decision- In distinction from formal communication all important information in order to stop rumors. does not want to do.
maker is not in room. informal communication can have official and uno- With open communication channels managers In confronting situations people should stay
3. R
 ules of meeting. Every meeting is a group fficial character. Official character is represented can hear rumors and incorrect information and professional, giving feedbacks on attitudes
of people and each person has a role in the in conversations among employees and telephone stop it40. On the other hand labor unions have also but not attacking personalities.
meeting. On the other hand people are dif- network among employees in order to make busi- a very important role in controlling the hearsay Nonverbal communication is important as
ferent which means that the coordination of ness faster37. Unofficial character of informal com- model. This is why the informal communication well as verbal that means paying attention
the meeting is very important. It means that munication is so called hearsay communication. can be dangerous in critical situations. In that case, on voice, body language and appearance.
the rules need to be clearly defined and that There are four types of hearsay communication the labor union needs to relax the situation and Take the responsibility for the actions and
all participants must be aware of their role in as it is illustrated in Figure 538: inform the employees about the facts41. implementation you advise others to do
achieving the goals of the meeting and adjust The singlestrand chain. In this chain one person The above mentioned methods of communica- Reflecting on conversation in order to see
their behavior to those goals. The first rule is transfers a message to another that forwards the tion are considered to be verbal communication. how you perform and if your point came
agenda of the meeting and the meeting which same to the third person, and that person transfers There is also nonverbal communication which across as clearly as you intended
includes planning time for presentations, dis- it to the fourth person etc. This makes an endless is defined as all intentional and not intenti- Training in area where you need more
cussions and so on. Items on the agenda must communication chain. onal messages which are not written or oral confidence by using communication skills
not be longer than 10 minutes. The gossip chain. An individual transfers a communication42. In other words nonverbal trainings and exercises.
4. E
 nvironment. The environment must be re- message to everybody that he/she meets, and communication includes elements such as face
laxed, informal and stimulating. If it is a deci- everybody can, does not mean they will, transfer expression, look, gestures, dressing, lookout,
sion-making meeting, than it is very important this message further. distance between collocutors and voice ton. The
to know how to get information across and The probability chain. In this chain an individual
communicates randomly to other persons. 39 Joli S., (2003), Interno informiranje i komuniciranje u sindi-
The cluster chain. In this chain a person transfers katu i poduzeu, Press Data, Zagreb
35 http://www.kvalis.com/component/content/article/37-me-
naderska-psihologija/131-kako-unaprijediti-poslovne-sastanke the information only to defined persons selected by 40 Rouse, M., Rouse S., (2005), Poslovne komunikacije, Masme-
(date of access, 18.02.2011) dia, Zagreb

36 http://www.articlesbase.com/business-articles/how-to-run- 37 Miljkovi, D., Rijavec M., (2008), Organizacijska psihologija, 41 Joli S., (2003), Interno informiranje i komuniciranje u sindi- 43 http://management-communication.bestmanagementarticles.
effective-meetings-10-top-tips-670543.html (date of access, IEP, Zagreb katu i poduzeu, Press Data, Zagreb com/a-33507-communication-in-the-workplace.aspx (date of
18.02.2011) 38 Davis, K., (1993), Management Communication and the 42 Hamilton, C., Parker, C., Smith, D., (1982), Communicatin for access, 20.02.2011)
Grapevine, The Articulate Executive, Harvard Business Review Results, Wadsworth, Belmont, CA

314 315
Kenan Spaho M.A: Organizational communication process Kenan Spaho M.A: Organizational communication process

6. Conclusion communication process is a representation of a References


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316 317
Kenan Spaho M.A: Organizational communication process Ljiljanka Kvesi: Statistike metode u upravljanju kreditnim rizikom

Kenan SPAHO M.A.*


Energoinvest, dd Sarajevo Ljiljanka Kvesi1
Hamdije emerlia 2, 71000 Sarajevo
1
Sveuilite u Mostaru, Fakultet prirodoslovno-matematikih UDK 519.2:336.7
Bosna i Hercegovina i odgojnih znanosti, Matice Hrvatske b.b., 88000 Mostar, Pregledni lanak
tel: 00387 61 338 423 k.spaho@bih.net.ba Bosna i Hercegovina

PROCES ORGANIZACIJSKE KOMUNIKACIJE


STATISTIKE METODE U
Saetak UPRAVLJANJU KREDITNIM
Menaderi provode veinu svoga vremena u komunikaciji na vie naina: sastanci, diskusije licem u
lice, pisma, elektronske poruke itd. Takoer, sve vie uposlenika shvaa da je komunikacija vrlo vaan RIZIKOM
dio u poslu jer je veina poslovnih aktivnosti zasnovana na timskom radu uposlenika organiziranih u
razliite funkcionalne grupe. To je razlog zato je komunikacija postala vana u kompaniji. Iskustvo
je pokazalo da postoje znaajne razlike u nainu komunikacije i da komunikacija postaje vrlo vaan
faktor koji jednu kompaniju ini uspjenijom od druge. Saetak
Uspjene banke svoje poslovanje temelje na principima likvidnosti, profitabilnosti i sigurnosti, stoga
Kljune rijei: poslovna komunikacija, organizacijska komunikacija, process komunikacije, efektiv- je korektna procjena sposobnosti zajmotraitelja da izvre ugovorne obveze od krucijalne vanosti
na komunikacija za funkcioniranje banke. Kao podrka kreditnim analitiarima u procjeni zajmotraitelja posljednjih
je nekoliko desetljea razvijeno vie modela kreditnog scoringa. U ovom su radu prezentirane tri
JEL klasifikacija: M12, M14 statistike metode koje se s tom svrhom koriste u podruju upravljanja kreditnim rizikom: logistika
regresija, diskriminativna analiza i analiza preivljenja. Njihova implementacija u bankarskom sektoru
u znatnoj je mjeri potaknuta razvojem i primjenom informacijskih i komunikacijskih tehnologija.
Ovim se radom nastoji ukazati na najvanije teorijske aspekte navedenih metoda, ali takoer aktualizi-
rati potrebu razvoja i primjene kreditnih scoring modela u hrvatskoj bankarskoj praksi.

Kljune rijei: upravljanje kreditnim rizikom, modeli kreditnog scoringa, logistika regresija, dis-
kriminativna analiza, analiza preivljenja

1. Uvod takva se procjena temeljila iskljuivo na iskustvu


i subjektivnom osjeaju bankarskog analitiara.
Kreditni rizik temeljno je obiljeje bankarskog Rezultati takvih prosudbi esto nisu bili zadovolja-
poslovanja. Prema Jorionu [11] kreditni rizik vajui. Posljedica je toga bila da su krediti odobra-
proizlazi iz injenice da ugovorna strana nije voljna vani klijentima koji su kasnije zapali u potekoe s
ili nije u mogunosti izvriti svoje obveze. Fabozzi otplatom zajma, dok su odbijani zahtjevi onih koji
i Peterson [3] izdvajaju nekoliko situacija u kojima su bili u mogunosti izvravati svoje obveze.
dolazi do neispunjenja obveza kao to su npr. Modeli kreditnoga scoringa razvijeni sa svrhom
nevraanje kamata i glavnice u definiranom roku utvrivanja vjerojatnosti da klijent, s odreenim
ili neizvravanje bilo koje druge stavke iz ugovora. karakteristikama, nee biti u mogunost izvriti
Razliiti razlozi mogu dovesti do neispunjenja svoje obveze. S vremenom su modeli kreditnoga
ugovorne obveze, no ono uglavnom nastupa kao scoringa postali snana podrka bankama u uprav-
posljedica financijskih problema dunika. ljanju kreditnim rizikom. Vanost koju takvi mo-
Budui da uspjenost poslovanja banke nepo- deli danas imaju potaknula je Thomasa, Edelmana
sredno ovisi o sposobnosti predvianja i kvantifici- i Crooka [19] da zakljue kako je kreditni scoring
ranja rizika, za nju je vrlo vano ispravno procijeni- jedna od najuspjenijih primjena statistike i opera-
ti kreditnu sposobnost zajmotraitelja. Prije pojave cijskih istraivanja u financijama i bankarstvu.
modela kreditnog scoringa i razvoja odgovarajuih Prema Hand i Henley [6] kreditni scoring termin
tehnologija potrebnih za njihovu implementaciju,

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