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Channels of Communication

Classified in two Categories

Formal Informal

Formal Channel of Communication


When the information is communicated through

the hierarchical lines of authority Covers an ever widening distance as organizations grow Keeps the higher level managers from getting bogged down with unnecessary information

Informal Channel of Communication


Along with formal channel , every organization has

informal channel of communication that is equally effective Not officially sanctioned and quite often discouraged or looked down upon Named as grapevine as it runs in all directions

Types of Formal Communication


1. 2. 3.

4.

Downward Upward Horizontal/Lateral Diagonal/Crosswise

Downward Communication

(refers to communication from higher level in managerial hierarchy to lower ones)

Supervisory communication initiated by upper

management Flows downward through hierarchy of command Effective downward communication is crucial to success of organization

Downward Communication

Written Eg instructions Memo

Oral Eg instructions Speeches

Letters
Handbooks Pamphlets Policy statements Procedures Electronic news display

Meetings
Telephone

Downward Communication-Merits
Essential for functioning of any organization as it

involves transfer of information, instruction, advice, ideas to subordinate staff Increases staff awareness and facilitates implementation of new policies, guidelines, decisions, evaluation and appraisal of the performance of employees

Downward Communication-Limitations
Delay Message Abbreviation Message Distortion

Message Overload
Incomplete information

Upward Communication
Refers to the flow of information from lower levels

to higher levels within an organization in the form of information, requests, reports, proposals, feedback, suggestion box, exit interviews, grievance committees Main function is to supply information to the upper levels about what is happening at lower levels Essentially participative in nature and can flourish only in democratic organizational environment

Upward Communication-Merits
Promotes better working relationships within an

organization Facilitates employee involvement in the decision making process

Upward Communication-Limitations
Lack of Positive Encouragement Concealing unfavorable facts Delay, Distortion and Filtering

Bypassing and suspicion


Poor Listening Communicating Criticism

Lateral/ Horizontal Communication


Communication between two or more persons who

are subordinates working under the same person or on the same level Main objective is developing teamwork and promoting group coordination within an organization More casual in tone and occurs more frequently Saves time and facilitates cooperation Carried out through informal discussions, management gossip, telephone calls, teleconferencing, memos, routine meetings

Diagonal/Crosswise/Spiral Communication
Communication flowing between people belonging

to different levels of hierarchy and having no direct reporting relationship Is the result of growing realization of fraternity and equality in corporate sector Used generally to quicken the information flow, improve understanding

Diagonal/Crosswise/Spiral Communication
Oral Eg informal meetings Lunch hour meetings

Written Eg company newspaper or magazine

Bulletin boards
General notices etc

Formal conferences

Informal Channel of CommunicationGrapevine


Informal channels transmit official news through

unofficial and informal communicative interactions known as grapevine. Includes teatime gossip, casual gatherings, lunch time meetings.. Such channels more active in organizations which are not transparent

Factors Responsible for Grapevine Phenomenon


Feeling of uncertainty or lack of sense of

direction when the organization is passing through a difficult period. Feeling of inadequacy or lack of self confidence on the part of employees, leading to formation of groups Formation of coterie, clique or favored group, giving other employees a feeling of insecurity or isolation

Merits of Grapevine
Speedy transmission Feedback value Support to other channels

Strengthens the solidarity of workers


Less expensive than formal channels May give some information that you may find

otherwise difficult to collect through formal channels

Demerits of Grapevine
Less credible Incomplete Information Distorted information

Fast spreading nature can cause damage to the

organization

Guidelines for Grapevine


To be used as a supplementary channel only Information to be verified for the facts and

source Should not be ignored Employees using this channel should not be threatened or encouraged too much

Case Study Analysis


Analyze the reasons for spreading of rumors of the

lay off of the observation ward staff. Was it correct to include Lily in the initial discussion meeting Ideally how should this situation have been handled?

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