About channels of communication

1. • By: Ms. Saman Iqbal
Channels of
Communicati
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2. Introduction
This presentation explores the various channels of
communication within organizations, focusing on internal
and external methods, their purposes, and the dynamics
of formal and informal communication.

4. Types of
Communicati
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5. Internal Communication
Internal communication refers to the exchange of
information between individuals or departments
within an organization. It fosters collaboration,
ensures that all employees are informed about
company goals, and promotes a cohesive work
environment. Important forms include emails,
meetings, intranet, and internal newsletters.
•Coordination among departments
•Building organizational culture
•Employee engagement

6. External Communication
External communication encompasses interactions
between an organization and outside entities such as
clients, customers, suppliers, and the public. It is
essential for promoting the organization's image,
managing public relations, and facilitating customer
engagement. Examples include press releases,
marketing campaigns, and social media interactions.
•Branding and public image
•Customer relations
•Legal and regulatory compliance

7. 1) Vertical Communication
•Definition: Flow of information between different
levels of hierarchy.
•Types:
•Upward: From subordinates to superiors (e.g.,
feedback, reports)
•Downward: From superiors to subordinates
(e.g., instructions, policies)

8. a) Upward Communication
•Upward communication is the flow of information from subordinates to
superiors, or from employees to management.
•Encourages employee voice and feedback.
•Examples: Suggestion boxes, feedback forms, performance reports.
•Importance:
•Helps managers understand ground-level issues
•Promotes participative management.

9. • Upward Communication is a mean for the staff to:
• 1. Exchange information
• 2. Offer ideas
• 3. Express enthusiasm
• 4. Achieve job satisfaction
• 5. Provide feedback

10. b) Downward Communication
•Used to instruct, guide, and inform employees.
•Examples: Instructions, newsletters, training
materials.
•Importance:
•Aligns employees with organizational goals
•Reinforces authority

11. • Downward communication refers to the flow of information, feedback, and instructions from
higher levels of management within an organization to lower levels, such as employees or
subordinates.
• It represents the formal channel through which top-level executives convey their decisions,
policies, goals, and other relevant information to those under their supervision.
For example:
• Team leader updating members of the team about an upcoming deadline.

12. 2) Horizontal Communication
•Communication between peers or departments at the same level.
•Purpose: Coordination, collaboration, problem-solving.
•Examples: Inter-departmental emails, joint meetings, shared projects

13. • Horizontal communication normally involves coordinating information, and allows people with the
same or similar rank in an organization to cooperate or collaborate.
• Communication among employees at the same level is crucial for the accomplishment of the
assigned work.
• Horizontal Communication is essential for:
• a. Solving problems
• b. Accomplishing tasks
• c. Improving teamwork
• d. Building goodwill
• e. Boosting efficiency

14. • This is known as the ‘gang- plank.
• In fact, horizontal channel of communication is the communication between
members of different work groups at the same organizational level.
• This type of communication is also known as lateral or cross - wise
communication.

15. Formal and Informal
Communication
Formal communication follows established channels and
adheres to organizational protocols, usually documented
and structured, like official emails or memos.
Informal communication, on the other hand, is more
casual and spontaneous, often occurring through
conversations, chats, and social gatherings.
Both are critical for effective interaction within the
workplace.

16. Purpose of
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17. •Informative: Sharing facts and updates
•Persuasive: Influencing opinions or decisions
•Directive: Giving instructions or orders
•Motivational: Boosting morale and productivity
•Feedback: Enabling improvement and learning

18. Information Sharing
The primary purpose of communication is to share
information effectively among individuals and teams.
It ensures that everyone is on the same page
regarding tasks, expectations, and updates, which
aids in reducing misunderstandings and enhancing
productivity.

19. Relationship Building
Building strong relationships is another key
purpose of communication. By facilitating
open dialogue and fostering connections,
organizations can enhance teamwork,
increase morale, and create a supportive
work culture that promotes collaboration and
trust.

20. Decision Making
Effective communication is crucial for informed
decision-making within organizations. Clear channels
allow for gathering the necessary information,
facilitating discussions, and ultimately reaching
conclusions that align with organizational objectives.

21. Requirements
for Effective
Communicatio
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22. •Clarity: Clear and understandable language
•Timeliness: Information reaches in time
•Feedback: Enables response and clarification
•Accessibility: Available to all concerned parties
•Confidentiality: Protects sensitive information

23. Clarity and Conciseness
For communication to be effective, messages must be
clear and concise. This involves avoiding jargon and
being straightforward to ensure that the intended
message is easily understood by the audience.

24. Audience Awareness
Understanding the audience is vital for effective
communication. Tailoring messages to the
specific characteristics and needs of the
audience helps in ensuring engagement and
promotes better responses.

25. Feedback
Mechanisms
Incorporating feedback mechanisms
allows organizations to assess the
effectiveness of their communication.
This could include surveys, suggestion
boxes, or regular check-ins, which help
in refining communication strategies.

26. • The Grapevine
Informal
Communication
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27. Role in Organizations
The grapevine serves as an informal communication channel
that often disseminates information quickly among
employees. While it can spread rumors, it also plays a role in
creating awareness about organizational changes.

28. Impacts on Culture
The grapevine impacts organizational culture significantly.
It can contribute to a sense of community among
employees, but unchecked rumors can also lead to
distrust. Managing this informal communication is
essential.

29. Managing Grapevine Communication
Effective management of grapevine communication involves
acknowledging its existence and addressing misinformation
promptly. Encouraging open communication channels helps
to mitigate the negative aspects of the grapevine.

30. Grapevine Advantages and Disadvantages
Advantages:
•Fast dissemination of information
•Builds social relationships
•Can reveal employee concerns
Disadvantages:
•May spread rumors
•Lack of accountability
•Hard to control

31. Conclusions
In conclusion, effective communication is essential for
organizational success. It facilitates decision-making,
builds relationships, and enhances the organizational
culture. Balancing formal and informal channels while
ensuring clarity and audience awareness is key to
fostering a positive communication environment.

32. Thank you