“The Office Grapevine & Management communication”

Presented by,Bablu Chakma

What is Communication ? What is organization? What is organizational communication? Types of Organizational communication.

Communication The term 'communication' originates from the Latin

word communicare, which means to share or impart The art of being able to structure and transmit a

message in a way that another can easily understand and/or accept

Using symbols (words) to attempt to create shared meaning (mutual understanding) that will result in an effect on the two of them.

Organization

The objective approach suggests that an organization is a physical, concrete thing, that it is tangible and actually holds people, relationships, and goals. (container view of organization)

A subjective approach looks at an organization as activities that people do. Organization consists of the actions, interactions, and transactions in which people engage. Organization is created and maintained through the continually changing contacts people have with one another and does not exist separately from the people whose behavior constitutes the organization.

Organizational Communication:

A program that focuses on general communication processes and dynamics within organizations. Includes instruction in the development and maintenance of interpersonal group relations within organizations; decision-making and conflict management; the use of symbols to create and maintain organizational images, missions, and values; power and politics within organizations; human interaction with computer technology; and how communications socializes and supports employees and team members.  (source: U. S. Department of Education)

The Communication Process

Encodes

Decodes

Receiver

Encodes

Decodes

Sender

FeedbackFeedback

ChannelChannel

NoiseNoise

Types of Organizational Communication

There are two basic types of communication: i. Formal Communication & ii. Informal Communication

Formal Communication Communication through officially

designated channels of message flow between

organization positions Official information exchange Usually found in organizational charts, policy

manuals, or hierarchical structures

Informal Communication Episodes of interaction that do not

reflect officially designated channels of

communication. Every organization has an informal communication

network – a grapevine – that supplements official

channel.. Informal Communication known as also Grapevine

communication. Pro: Creates a relaxed, comfortable climate

What is Grapevine?

The dictionary gives us a definition for the grapevine which says it is "the informal transmission of information, gossip or rumor from person to person” The grapevine is the informal and unsanctioned information network within every organization.

In other sense it can also say, the Social network of informal communication through which messages flow throughout the organization. It is called so because it stretches throughout the organization in all directions irrespective of the authority levels.

How Grapevine Communications occurs?

Grapevine communication is the informal communication network within an organization.

The grapevine is formed by individuals and groups in an organization.

The people in the groups have something in common that links them together.

A person can belong to one or more groups.

The main features of grapevine

Speed Degree of Selectively Locale of operation Relation to Formal Communications

How Grapevine can be controlled ?

First, management must be aware of any lies or exaggerations that are flowing through the organization. Management can use the grapevine to dispel myths and distribute truths throughout the company.

Finally, management should realize that there is no way to truly eliminate the grapevine in the workplace, nor should that be the goal of upper management.

Advantages of Grapevine Communication Grapevine communication creates a social bond where none

existed. People like to talk to one another; whether they talk about work or family, or anything.

Grapevine channels carry information rapidly. The grapevine fills in a gap that is left when official

information is missing, the grapevine in many ways helps keep people honest

The grapevine creates a sense of unity among the employees who share and discuss their views with each other. Thus, grapevine helps in developing group cohesiveness.

The managers get to know the reactions of their subordinates on their policies. Thus, the feedback obtained is quick compared to formal channel of communication

Disadvantages of Grapevine Communication The grapevine carries partial information at times as it is more

based on rumors. Thus, it does not clearly depict the complete state of affairs.

The grapevine is not trustworthy always as it does not follows official path of communication and is spread more by gossips and unconfirmed report.

The productivity of employees may be hampered as they spend more time talking rather than working.

The grapevine may hamper the good will of the organization as it may carry false negative information about the high level people of the organization.

Another main disadvantage of grapevine communication is that it's often used to spread more than rumors; it's used to spread gossip. The terms rumors and gossip are used sometimes interchangeably, but rumors are not quite the same as gossip Both are pieces of information that can't be verified, but rumors tend to affect organizations or groups of people, while gossip refers to more personal matters. When gossip is being spread through the grapevine, people's reputations, careers, and lives can get destroyed very rapidly.

Management Communication

It is an exchange of information within an organization is also called formal communication.

It is the formal flow of information which follows in the official chain of command.

Management communication is the systematic planning, implementing, monitoring, and revision of all the channels of communication within an organization, and between organizations.

Figure: The formal management communication chain

Rules of Engagement for management communication

The explicit rules for management communication include: It is go through by a channels Adhere to orders and direction coming from above Escalate problems as needed going through your chain of

command

Management communication flow occurs by,

i. Downward

ii. Upward &

iii. Horizontal

Direction of flow within the organization

Downward Communication• This type of communication exists when managers need to

explain job instructions, correct employees' work, or explain new procedures.

• Flows from upper to lower (such as manager to employer or superior to subordinate).

• Types of messages: job instructions, job rationales, procedures and practices information, feedback, and indoctrination. (Katz & Kahn, 1978)

• Downward communication is most effective if top managers communicate directly with supervisors and supervisors communicate with their staff (Larkin & Larkin: 1994)

Downward Communication Advantage: efficient (fast) managerial control

Problems: information overload lack of openness - withhold information even if sharing is

important filtering - some information is left out

message can be distorted by adding personal interpretation the fewer the number of authority levels through which

communication must pass, the less information will be lost or distorted

Upward Communication Transmission of messages from lower to higher levels of the

organization ( communication initiated by subordinates with their superiors)

Types of messages: performance on the job, job related problems, fellow employees and their problems, subordinates perceptions of org policies and practices, tasks and procedures

Advantage: Managers learn what’s going on employees gain from the opportunity to communicate upward promotes morale among all employees facilitates downward communication not enough superiors encourage subordinate Problems: similar to those for downward communication

Upward Communication

Horizontal Communication

Flow of messages across functional areas at a given level of an organization (this permits people at the same level to communication directly).

• The flow of information between colleagues and peers

• It is also like as Informal communication

• Does not follow the chain of command

• Not recognized as official

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