channel (network) of communication

Formal channel (network) of communication


BY Prof. Kamlesh Joshi


Information flow in modern business is like network of arteries in the body

Is controlled by managers or other similar persons in the organization

Movements of information by reports, e-mail, records, sales presentation, advertising & publicity

Organizational Communications Network

Formal

CommunicationInformalCommunicatio

n


Advantages of formal channel of communication

Effective communication of an organization depends heavily on the formal channels of communication Enables an organization to pass on information to its various branches smoothly Consolidate the organization and satisfy

the people in managerial position

Disadvantages of formal channel of communication

Often it is seen that formal channel hinders free flow of information.Is time consuming as compared to informal channel.Is expensive.

Informal channel (network) of communication Parallel to formal network Consists primarily of personal

communication Informal channel is like network of

veins in the body Infinitely complex, links all the

members of the organization. For an example: Grapevine

Informal channel (network) of communication

Factors for grapevine formation When an organization is passing through

crises, there prevails a feeling of an un certainty and lack of sense of direction.

If the manager discriminates between his favorites and non-favorites.

If employees are not having adequate self-confidence .

Types / forms of grapevine communication Keith Davis has stated four types of

grapevine

1. Single strand chain2. Gossip chain3. Probability chain4. Cluster chain

(1) Single strand chain The information flows from one person to the other

person in a sequential order. Example: A passes information to B who further passes it to C.

A B C D

(2) Gossip chain The information which is of interest to all but

not related to official work Information is passed on by one person alone

to the rest of organizational members

C

D E

B

F

A

(3) Probability chain Information is not too important Is likely to be shared with others Is randomly passed on by one person

to whoever comes in contact with him.A

B C

F GD E

HJ

(4) Cluster chain One person passes on the information to

selected group of people who further pass it on other selected group of people

A

B C

E

D

F

G

H

Advantages of grapevine

Speedy transmission Supplements to other channels for some useful information which is unsuitable by official channel. Psychological satisfaction. (draws workers together) Feedback to the managements.

Without grapevine employees may not feel ownership of information

Management can know employees’ thoughts

Creates a sense of belongings in employees

Most employees rely on it than formal comm.

Advantages of grapevine

Disadvantages of grapevine

Information is less credible than formal channel. Does not carry complete information always. People twist the matter & spoil the image of organization. Is rarely the whole truth, can harm interest of organization.

Increase the duration of lunch, tea breaks, waste of time.

Information may get leak at wrong time.

Information may be accurate or inaccurate.

Disadvantages of grapevine

How to control grapevine

Be sensitive to employee anxiety. Provide important information to employee openly, honestly, quickly. Generate rumors designed to make employees get the information

they need.

Types of communication

Communication is lifeline of any business. Enables human beings to work together. Communication is divided into two types. 1. External communication 2. Internal communication

Types of communication

(1) External Communication

External communication covers how a person interacts with those out-side their own organization. This may be with the public, employers, community organizations, local authorities, job centers, careers offices, funding bodies, specialist agencies and other training providers.

(2) Internal Communication

Internal communication involves the communication that exists within a company and can take many forms. Key to the success of an organization is communication from within. In order to effectivelyengage in two way relations, communication is essential internally.

Internal communication The communication that occurs in

conducting work within a business is known as internal communication.

Includes orders & instruction given by supervisor to workers, oral conversations among workers, reports prepared by workers for sales, production, finance etc.

Has to move up and down the chain of authority as well as side ways between persons at the same level of authority

Internal communication Any organization has cone shaped structure. Highest authority at apex may be one person or small group. Number of persons down the cone increases until at base. (they have no authority) There are three kinds of internal com.(A) Vertical (B) Horizontal (C) Diagonal

Internal communication

Com. structure of an organization

(APEX) Chief executive Section managers

Middle managers Department managers

Department heads

Superintendents (BOTTOM) Workers

(A) Vertical communication Is made up of upward & downward flow of

messages. Information is transmitted from the top

management to employees in organization Is divided into (1) Downward communication

(2) Upward communication

(1) Downward communication Information flows downwards People at higher level have authority to communicate to people at lower level. Purpose of this is to give instruction & information. Downward com. should be simple & carefully explained. May be sent down in chain of command (in cluster).

Downward structure

M.D.

Chief executive

Section manager

Middle manager (Chain structure)

Chief executive

Mark. Mana. Product. Mana.

Superint.

(Cluster)

Downward structure

Limitations of downward communication

Distortion / Dilution ( on the way to lower )

Delay (many levels, time consuming)

Filtering (important part of message is not passed to employees by superiors, affect relationship)

(2) Upward communication

The function of upward com. is to send information, suggestion, complaints and grievances of lower level workers to managers above

Success of any organization depends on the amount of flow of upward communication

Importance of upward com.

Providing feedback Outlet for pent-up emotions Constructive suggestions Greater harmony & cohesion (unity)

Methods of upwards com.

Open- door policy Regular reporting system Committees Informal gathering Counseling

Limitation of upward com. Employees are usually reluctant to initiate

upward com., may not have courage to talk

Many managers don’t like to be “told” by juniors

Some times workers directly approach top managements without telling to superiors

Workers are encouraged to talk freely but is interpreted as incompetence

(B) Horizontal / lateral com.

Between two persons operating at the same level

To maintain co-ordination among various departments

Face to face exchange of views, conversation over phone, letters, memo, reports, are convenient

(C) Diagonal communication Apart from vertical and horizontal forms of com.,

there is another form which takes unpredictable path.

Information could at certain stage take on upward path then a horizontal direction and finally move downward or could even stop at certain stages.

Allows communication to flow irrespective of position or status, without any bonding or rules

Could give rise to gossip , grapevine and rumors.

channel (network) of communication

Education