Communication Flows in an Organization

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Communication Flows in an Organization

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  • http://www.managementstudyguide.com/communication-flows.htm http://www.managementstudyguide.com/communication-flows.htm
  • Let's focus first on downward communication in the workplace, and a couple of its important characteristics. Consider these common, downward forms of workplace communication: Example: On 17 th Sep 2012 New Yahoo CEO Marissa Mayer sent an email to all of Yahoo's full time and part time employees in the US, promising them a new Apple, Samsung, Nokia, or HTC smartphone. Read more:  Barriers to Upward Communication | eHow.com  http://www.ehow.com/list_6698401_barriers-upward-communication.html#ixzz25yEQyhLx
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  • While on presentation.. 1. And, as information moves downward in the workplace, it grows increasingly detailed. 2. All organizations of more than one person must use workplace communication in one way or another. One person must give another instructions before any activity can occur. 3. At each stage in the downward flow of communication, people in the organization receive information to help them do their jobs. And, at each stage the information become less abstract, more specific, and more detailed.
  • The main benefit of downward communication is the way in which the main company goals can be distributed throughout the business.
  • Upward communication manifests itself in different ways. One-on-one meetings are a type of upward communication. For example, if an employee meets with her manager to discuss work-related issues, the upward communication is between the two people.  information flow from the lower levels of a hierarchy to the upper levels, Communication that flows to a higher level in an organization is called upward communication. It provides feedback on how well the organization is functioning. The subordinates use upward communication to convey their problems and performances to their superiors.
  • Benefits: Productivity Upward communication ensures that assignments, projects and tasks are being completed. The employee reports to his supervisor, the supervisor reports to her manager and the manager reports to upper management. It maintains a high level of effectiveness and productivity because each person remains aware of the progress being made. This prevents upper management from becoming disconnected from the details that make the organization run smoothly. Benefits: Feedback Upward communication provides feedback that can help improve organizational development and encourage change. Employees that are encouraged to provide feedback feel respected and that they have a part in how things are run and ways to improve the company. Feedback provides leadership with a clear and accurate perception of how the people in the organization feel about the various aspects of the company. Promotion Promoting and encouraging feedback is the best way to make upward communication effective. Staying consistent and receiving feedback in a positive manner will help people feel open to sharing their thoughts. Leadership should consult with employees in the decision-making process to promote upward communication. Creating systems and policies that promote feedback, such as an online feedback form and an "open-door policy," will encourage employees to give their input. Considerations Hiring an independent communication organization to perform an assessment on the organization will help provide an unbiased, objective overview of how effective the company's upward communication is. Read more: Effective Upward Communication | eHow.com http://www.ehow.com/about_6651601_effective-upward-communication.html#ixzz25yCrddHT
  • Lateral / Horizontal Communication: Communication that takes place at same levels of hierarchy in an organization is called lateral communication, i.e., communication between peers, between managers at same levels or between any horizontally equivalent organizational member. The advantages of horizontal communication are as follows: It is time saving. It facilitates co-ordination of the task. It facilitates co-operation among team members. It provides emotional and social assistance to the organizational members. It helps in solving various organizational problems. It is a means of information sharing It can also be used for resolving conflicts of a department with other department or conflicts within a department. That takes us to the second aspect, the idea of reciprocating. The quality and quantity of information we provide to our peers generally reflects what we get back from them. I may provide good information to you when we start working together, but I won't continue to provide it unless you reciprocate in kind.
  • The advantages of horizontal communication are as follows: It is time saving. It facilitates co-ordination of the task. It facilitates co-operation among team members. It provides emotional and social assistance to the organizational members. It helps in solving various organizational problems. It is a means of information sharing It can also be used for resolving conflicts of a department with other department or conflicts within a department. GG
  • Diagonal Communication: Communication that takes place between a manager and employees of other workgroups is called diagonal communication. It generally does not appear on organizational chart. For instance - To design a training module a training manager interacts with an Operations personnel to enquire about the way they perform their task.
  • External Communication: Communication that takes place between a manager and external groups such as - suppliers, vendors, banks, financial institutes etc. For instance - To raise capital the Managing director would interact with the Bank Manager.
  • http://www.people-communicating.com/grapevine-communication.html
  • Traditionally, the grapevine revolved around mouth-to-mouth communication, with only occasional bits of information written down or put on paper. But, new technologies mean change. The Internet opened up all kinds of new opportunities for unofficial communication. Email, it's true, may be monitored, but that's easily circumvented. For example, free, anonymous email accounts offered all over the Net. Then, there are photocopiers and fax machines, both of which can be used to surreptitiously maintain the grapevine. And how about cell phones, which provide an alternate means of mouth-to-mouth communication, even when you're at the office. While technologies enabling the grapevine may change, the same human traits continue to fuel this communication channel. They include our natural curiosity and our desire to influence the way others think and behave. Don't forget, either, about the need to get even or to belittle, which fuel many rumors that course through grapevines.
  • 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. Teams become more cohesive when members talk to one another outside of the project or assignment they may be working on. Informal communication lends itself to bonding. The grapevine fills in a gap that is left when official information is missing, especially in chaotic or changing times. Even in organizations where management is very proactive about communicating change and keeping employees informed, the grapevine helps to fill in the blanks. The grapevine in many ways helps keep people honest ; it can dissuade people from engaging on behavior that they don’t want others to know about. This is a two edge sword. On one hand, people will think twice about taking what they know is a wrong course of action. On the other hand, they may also think twice about taking a necessary risk and doing the right thing, fearful that appearances that may give rise to rumors.
  • Communication Flows in an Organization

    1. 1. Communication Flows in an Organization Downward Upward Lateral Diagonal External
    2. 2. Downward Workplace Communication: Enabling Downward communication consists of communications sent from management to workers, like emails and performance reviews. A manager explains a task to an employee A customer gives an order to a supplier Shareholders instruct management. Continuous ….
    3. 3. Enabling These forms have more than direction in common. Each one also provides enabling information in the workplace. When a manager instructs an employee, she enables the employee to do his job, and makes it possible for him to earn a living by doing something that has value for the employer. Another example: senior management finds out from shareholders, or the board of directors, how owners want to apply the money theyve invested. Continuous
    4. 4. Information moves downward Make a Budget reportMake a Budget report for the month to include the followingMake sure the report includes the exact amount and the qty.
    5. 5. Purposes Business Goals can be share Providing feedback on employees performance Giving job instructions Providing a complete understanding of the employees job as well as to communicate them how their job is related to other jobs in the organization. Communicating the organizations mission and vision to the employees. Highlighting the areas of attention.
    6. 6. Error-free downward communication Specify communication objective Ensure that the message is accurate, specific and unambiguous. Utilize the best communication technique to convey the message to the receiver in right form
    7. 7. Upward Communication Information flow from the lower levels of a hierarchy to the upper levels A second major flow of communication is upward, from employee to supervisor, supervisor to department head, department head to vice president, and so on.
    8. 8. Purposes Productivity Feedback Promotion Considerations
    9. 9. Lateral/Horizontal Communication that takes place at same levels of hierarchy in an organization. First, no superior/subordinate relationship exists here; its strictly a case of two people with roughly equal amounts of power and prestige. That makes this form of communication voluntary and discretionary.
    10. 10. Purposes It is time Saving It Facilities co-ordination of the task. It Facilities Co-ordination among team members It Provides emotional and social assistance to the organizational members. It help in solving Various Organizational problem It can also be used for resolving conflicts of a department with other department or conflicts within a department.
    11. 11. Diagonal Communication Communication that takes place between a manager and employees of other workgroups is called diagonal communication. It generally does not appear on organizational chart. For instance - To design a training module a training manager interacts with an Operations personnel to enquire about the way they perform their task.
    12. 12. External Communication Communication that takes place between a manager and external groups such as - suppliers, vendors, banks, financial institutes etc. For instance - To raise capital the Managing director would interact with the Bank Manager.
    13. 13. The Grapevine Grapevine communication is the informal communication network within an organization.
    14. 14. Channel Traditionally , the grapevine Mouth to mouth Email, Fax, Chat Cell Phone Facebook
    15. 15. Example Suppose the profit Amount of a company is known. Rumor is spread that this much profit is there and on that basis bonus is declared. CEO may be in relation to the production manager. they may have friendly relations with each other
    16. 16. Purposes Grapevine communication creates a social bond. The grapevine fills in a gap The grapevine in many ways helps keep people honest.
    17. 17. Communication Speed Where downward, upward, and lateral communication are structured and flow formally through specific channels, the grapevine goes through multiple channels and even multiple versions.

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