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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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Formal and Informal Channels of Communication
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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Formal and Informal Channels of Communication
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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Formal and Informal Channels of Communication
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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Formal and Informal Channels of Communication
Organizational Charts
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Formal Communication
the process of sharing official informationwith others who need to know it,according to the prescribed patternsdepicted in an organization chart
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Formal Communication
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
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Formal Communication
downward communication:instructions, directions, orders
feedback upward communication:
data required to complete projectsstatus reports
suggestions for improvement, new ideas horizontal communication:
coordination of cooperation
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Centralized Networks
One central person
Unequal access to information
Central person is at the crossroads of the information flow
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Communication Structures
Centralized
Y
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Communication Structures
Centralized
Wheel
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Communication Structures
Centralized
Chain
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Decentralized Networks
Information can flow freely
No central person
All members play an equal role in thetransmittal of information
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Formal and Informal Channels of Communication
Communication Structures
Decentralized
Circle
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Formal and Informal Channels of Communication
Communication Structures
Decentralized
Comcon
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Formal and Informal Channels of Communication
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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Formal and Informal Channels of Communication
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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Formal and Informal Channels of Communication
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 and Informal Channels of Communication
Formal Structure vs Informal
Networks
???
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Formal and Informal Channels of Communication
Grapevine
1. A secret means of spreading orreceiving information
2. The informal transmission of(unofficial) information
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Formal and Informal Channels of Communication
Grapevine Characteristics
Oral mostly undocumented
Open to change
Fast (hours instead of days)
Crossing organizational boundaries
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Formal and Informal Channels of Communication
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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Formal and Informal Channels of Communication
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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Formal and Informal Channels of Communication
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 and Informal Channels of Communication
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Formal and Informal Channels of Communication
Formal Media
Company newsletters
Employee handbooksCompany magazines
Formal meetings
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Formal and Informal Channels of Communication
Formal Media continued.........
Letters
Flyers and bulletins
Memos
Faxes
All-employees mailings
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Formal and Informal Channels of Communication
Informal Media
Face-to-face discussions Telephone Voice messaging (voice mail) E-mail Instant messaging (chat)
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Formal and Informal Channels of Communication
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Physical Barriers
Formal and Informal Channels of Communication
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