Bussiness Communication- Module 2

8/3/2019 Bussiness Communication- Module 2

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Formal and Informal Channels of

Communication


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Formal and Informal Channels of Communication

Communication

Behavior in Organizations, p.289


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The Role of Communication in

Organizationskey purposes:

direct action: to get others to behave in

desired fashionachieve coordinated action

systematic sharing of information+ interpersonal side with the focus oninterpersonal relations betweenpeople


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Communication

the social glue that continues to keepthe organization tied together

the essence of organization a key process underlying all aspects oforganizational operations

properly managing communicationprocesses is central to organizationalfunctioning


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Organizational Structure:

Directing the Flow of MessagesOrganizational structure:

the formally prescribed pattern ofinterrelationships existing between thevarious units of an organization

dictating who may and may notcommunicate with whom


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Organizational Charts


7/37Formal and Informal Channels of Communication

Formal Communication

the process of sharing official informationwith others who need to know it,according to the prescribed patternsdepicted in an organization chart




President

VicePresident

VicePresident

Manager Manager Manager Manager

Efforts at coordination

I n f o r m a

t i o n

I n s t r u c t

i on

s a

n d

d i r

e c

t i v e s




downward communication:instructions, directions, orders

feedback upward communication:

data required to complete projectsstatus reports

suggestions for improvement, new ideas horizontal communication:

coordination of cooperation



Centralized Networks

One central person

Unequal access to information

Central person is at the crossroads of the information flow



Communication Structures

Centralized

Y




Centralized

Wheel




Centralized

Chain



Decentralized Networks

Information can flow freely

No central person

All members play an equal role in thetransmittal of information


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Decentralized

Circle


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Decentralized

Comcon


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Communication Networks

Behavior in Organizations, p.305


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11/18/2003Formal and Informal Channels of Communication

Network Performance


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Informal Communication

information shared without any formally imposedobligations or restrictions

if an organizations formal communication represents itsskeleton, its informal communication constitutes its central nervous system

grapevine An organizations informal channels of communication,based mainly on friendship or acquaintance


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Informal Networks

Y

D

C

B

A

Chain

AJB

D H I

K

F

GE

C

Gossip

A

F B D

J

H

CEK

G I

X

Probability

AC

D

F

J

IB

Cluster

McGraw-Hill


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Formal Structure vs Informal

Networks

???


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Grapevine

1. A secret means of spreading orreceiving information

2. The informal transmission of(unofficial) information


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Grapevine Characteristics

Oral mostly undocumented

Open to change

Fast (hours instead of days)

Crossing organizational boundaries


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Grapevine Characteristics(continued....)

inaccuracy:deletion of crucial details

Exaggeration of the most dramatic details

while the grapevine generally carries the

truth but it seldom carries the whole truth


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Factors influencing Grapevine

Employees rely on the grapevine when:they feel threatened,insecure,under stresswhen there is pending changewhen communication from managementis limited


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Positive Aspects of the Grapevine

Social function

Reduction of anxiety

Release mechanism for stress

Identification of pending problems

Early warning system for organizational change


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Formal Media

Company newsletters

Employee handbooksCompany magazines

Formal meetings


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Formal Media continued.........

Letters

Flyers and bulletins

Memos

Faxes

All-employees mailings


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Informal Media

Face-to-face discussions Telephone Voice messaging (voice mail) E-mail Instant messaging (chat)


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Physical Barriers


Poor or outdated equipment, particularly the failureof management to introduce new technology, may alsocause problems

Whilst distractions like background noise, poor

lighting or an environment which is too hot or cold canall affect people's morale and concentration

System design faults refer to problems with thestructures or systems in place in an organization.

System Design


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Attitudinal barriers

Problems with staff in anorganization Poor managementLack of consultation with employees

Personality conflicts

Different languages and cultures especially fororganizations involved in overseas business

Physiological barriers may result from individuals'personal discomfort, caused, for example, by ill health, poor eye sight or hearing difficulties.

Some Common barriers


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Ways to Overcome the Barriers

Use Simple Words to Convey the MessageLearn the Art of Listening

Listen AttentivelyListen Proactively

Keeping Composure While Communicating

Constructive Criticism is Important


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Essentials of Business Communication

Structure

Clarity

Consistency

Medium

Relevancy

Primacy/Recency

Psychological Rule of 72


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Assignment

11/18/2003Formal and Informal Channels of Communication

CNA under two major headingsBusiness Wrap & General News

Business Wrap & General News : 4-5 personin one group (Approx. 9-10 slides from eachclass)

Categories for General News : List of CEOs(Exp.), Retail companies (Exp.), GDP/Inflation,

Tag lines, Logo Identification (Exp.), Sports,Technological innovations.

Date : On 4 th (20% Marks)


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Details

In the main slide Names of the all the 4students should be clearly mentioned

Each group should prepare Minimum 7-8slides

Add relevant pictures to the slide

Logical sequencing of slide should be madeMarks would be given based on the abovementioned criteria's

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Bussiness Communication- Module 2

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