4. Communication Networks within Organizations Cont’d…
1. Vertical communication
a) Downward Comm.
•Information flows from higher
authorities to subordinates for
implementation.
5. Communication Networks within Organizations Cont’d…
•Can be realized in the form of:
directives, circulars, instructions,
policy statements, orders /
commands, etc.
•It is a one way communication.
6. Communication Networks within Organizations Cont…
b) Upward Comm.
Flows from bottom upwards
Subordinates initiate communication
to the executives.
7. Upward Comm. Cont’d…
i) It is a two-way process
ii)
Because superiors are expected
to respond to:
•Reports,
•Recommendations,
•Grievances etc.
8. Communication Networks within Organizations Cont’d…
ii) Methods may include:
• Social gatherings,
• Complaints and suggestion boxes,
reports,
• Counseling etc.
iii) It’s a difficult channel to initiate
because of status consciousness.
9. Communication Networks within Organizations Cont’d…
2. Horizontal/ Lateral
• It flows between departments
or same managerial hierarchy.
• Takes place through: letters,
memos, reports or meetings.
11. Communication Networks within Organizations Cont’d…
3. Diagonal
- communication between higher
status (upward diagonal) or lower
status (downward diagonal).
- it is meant to assist, inform and
co- operate.
13. Communication Networks within Organizations Cont’d…
Grapevine Communication
a) Meaning:
•It is an informal communication
network which is mainly based on
gossip and rumor (rumor - mill).
14. Meaning of Grapevine Comm. Cont’d…
•Unstructured and informal network
formed on social relationship rather
than organizational charts or job
descriptions.
15. Meaning of Grapevine Comm. Cont’d…
•It is an informal vehicle by which
messages can flow throughout the
organization.
It is present at all levels of an
organization.
16. Grapevine Comm. Cont’d…
b) Grounds for Grapevine
i) It is founded on fears, distrust
and ignorance.
ii) When other communication
channels and media are closed
or inadequate.
17. Grounds for Grapevine Cont’d…
iii) The emotions of Employees.
Causes of negative excitement:
•Insecurity of service,
•Uncertainty of promotion,
18. The emotions of Employees Cont’d…
•A ban to form or join trade unions,
•Supervisors to undermine the role
of subordinates.
•Any other abuse of power in office.
19. Grounds for Grapevine Cont’d…
iv) Personal matters and other
conditions.
v) The existence of Informal and
Peer Groups.
20. Grounds for Grapevine Cont’d…
vi) Exceptional Information
Causes are exceptional events
or information such as:
•Innovation of new products,
•Investment in any new field,
21. Exceptional Information Cont’d…
•Providing special facilities to a
particular employee, etc.
If these are not disclosed to
the employees, someone might
activate grapevine channel.
22. Grounds for Grapevine Cont’d…
vii) Job Itself
causes are based on jobs positions
such as:
•personal assistants,
•personal secretary,
•drivers, etc.
23. Job Itself Cont’d…
Based on the nature of their jobs, they
may hold some important messages and
feed the grapevine channels.
Research show that “Secretaries to the
managers are the most key grapevine
communicators in organizations”.
24. Grounds for Grapevine Cont’d…
vii) Talkative and Suspicious people
viii) Organizational Climate.
Causes:
•when an organization permits her
employees to communicate with each
other frequently. It inspires them to
activate grapevine comm.
25. Grounds for Grapevine Cont’d…
•Based on the outlined grounds
presence of grapevine is inevitable
in any organization.
•Grapevine is more of a product of
the situation than it is to a person.
26. How Grapevine can be used in
an Organization
a) Providing real news to the
grapevine initiators.
b) Considering grapevine as a
pulse (excitement) feeling tool.
27. Ways Grapevine can Benefit an Organization Cont’d…
c) Contradicting the false rumor.
d) Involving workers in decision-
making process.
e) Creating and sustaining a good
organizational climate.
28. Grapevine Comm. Cont’d…
The importance of grapevine
a) Serves as emotional relief.
b) Inspires solidarity, cohesion, and
harmony in the organization.
29. The importance of grapevine Cont’d…
c) Supplements other channels
(not all information can be
transmitted to the employees
through official channels).
30. The importance of grapevine Cont’d…
d) A fast channel with quick transmission
(spread like a wildfire).
e) Provides feedback to the management
(what the subordinates think about
the organization).
31. Grapevine Comm. Cont’d…
How to control Grapevine
Management should:
a) Use it primarily for feedback
(it should be used to feel the
pulse of the employees.
32. How to control Grapevine Cont’d…
b) Keep an eye on rumor-mongers
(to find out people who are more
active on grapevine and keep
them well informed so that
harmful rumors do not spread to
the employees).
33. How to control Grapevine Cont’d…
c)Contradict rumors promptly (if
there is any false rumor, the
management should immediately
use the official channels to
contradict it).
34. How to control Grapevine Cont’d…
d) Involve the workers in the decision
making process (if workers are
involved in decision making, the
rumor mongers will automatically
be frustrated. This will neutralize
its harmful effects).
35. Types of Grapevine Comm.
There four major types:
a)Single Strand Chain.
i. Information flows in form of a
chain.
ii. Individual ‘A’ tells individual ‘B’ who
tells individual ‘C’ and so on.
36. Types of Grapevine comm. Cont’d…
b)Gossip Chain.
iii. one individual tells everybody else.
iv. Information is spread through
bypassing the formal communication
channels.
37. Types of Grapevine comm. Cont’d…
v. Like a grapevine tree, it spreads in
random ways and in any direction.
vi. It is formed by individuals & groups
in an organization.
38. Types of Grapevine comm. Cont’d…
vii. The people in groups have
something in common that links
them together.
viii.A person can belong to one or
more groups.
39. Types of Grapevine comm. Cont’d…
c)Probability Chain.
i. Information may begin and move
from anybody to anybody.
ii. This chain is found when the
information is somewhat interesting
but not really significant.
40. Types of Grapevine comm. Cont’d…
d)Cluster Chain.
i. Information moves through
selected groups.
ii.“A’ tells something to a few
selected individuals , then
41. Types of Grapevine comm. Cont’d…
iii.Some of these individuals inform
a few other selected individuals
iv.This is the dominant grapevine
pattern in an organization.
44. Communication Networks within Organizations Cont’d…
ORGANIZATION STRUCTURE
PRINCIPAL
DIRECTOR
BUSINESS PROMOTION
HEADS OF
DEPARTMENTS
DIRECTOR OF
STUDIES
HRM
DIRECTOR OF
FINANCE
CHIEF
ACCOUNTANT
LECTURERS
STUDENTS
REGISTRAR
PUBLIC
RELATIONS
OFFICER
MARKETING
UNIT
46. Functions of Organizational Communication Cont’d…
a) Formulate new policies,
b) Maintain security
c) Establish salary benefits,
d) Sensitize consumers about
products and services etc.
47. Functions of Organizational Communication Cont’d…
2.Regulative (control)
- Employees are informed of what
is expected from them.
- Imposing proper restrictions on
employees behaviours for
adjustment.
49. Functions of Organizational Communication Cont…
3.Persuasive
- it has been established that
voluntary compliance by
employees provides greater
commitment than commands or
appeals to authority.
50. Functions of Organizational Communication Cont’d…
4.Integrative
- they operate to give the organization
unity and cohesion
- they are told about the goals and
objectives of the organization and
- they are reminded about their roles.
51. TECHNIQUES FOR IMPROVING
COMMUNICATION IN ORGANIZATIONS
a) Communicate positively.
b) Clarity in thinking and expression.
c) Right medium.
d) Combine media of communication.
e) Eliminate physical distractions.
52. Techniques for Improving Communication cont’d…
f) Eliminate the socio-psychological
barriers.
g) Listen attentively.
h) Accept differences in perception.
i) Overcome language barriers.
53. Techniques for Improving Communication cont’d…
h) Consider the feedback
i) Provide complete information
j) Impart integrity to your message
k) Improve human relations
54. PRINCIPLES OF COMMUNICATION WITHIN AN
ORGANIZATION
as you communicate, keep in mind
the following:
1.Know well your employees or
the employer.
2.Understand the organization.
55. Principles of Communication within an Organization Cont’d
3. Communication with decision makers:
-To know them well.
-Know your subject before.
4. Selling new ideas:
sell the conceived idea to those:
a) Who can act upon it,
56. Principles of Communication within an Organization Cont’d
b) Who evaluate it,
c) Who can adopt it.
d) Who can make proper preparations
and effective initiatives.
e) Who are patient enough for wise
decisions.
57. Principles of Communication Cont’d…
5. Feedback (Listening):
a)Listen to the complete
message;
b)Provide clear and unambiguous
feedback;
58. Feedback Cont’d
a)Be alert and non judgemental;
b)Show interest through:
•facial expressions,
•posture etc.
59. Principles of Communication Cont’d…
6. judge the content not the form of the
message:
•weigh emotionally charged language;
•eliminate distractions and think critically:
evidence, assumptions, effect, structure,
example and summary.
