formal and informal channels of communication

Formal and Informal Communication

prepared by

Anush Kuchipudi

Monika Goswami

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ContentsContents1.1. Communication 5

2.2. The Role of Communication in Organizations

6

3.3. Organizational Structure 7

4.4. Organizational Charts 8

5.5. Formal Communication 9

6.6. Informal Communication 12

7.7. Grapevine 13

8.8. Grapevine Characteristics 14

9.9. Managing the Grapevine 15

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1010..

Positive Aspects of the Grapevine 16

1111..

Grapevine Figures 17

1212..

Formal Media 18

1313..

Informal Media 19

ContentsContents

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Communication

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Communication

The social glue that continues to keep the organization tied together.

The essence of organization. A key process underlying all aspects of organizational

operations.

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The Role of Communication in an Organizations

Key Purposes: Direct action: to get others to behave in desired fashion. Achieve coordinated action.

Systematic sharing of information ++ Interpersonal side with the focus on interpersonal

relations between people.

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Organizational Structure

The formally prescribed pattern of interrelationships existing between the various units of an organization.

Dictating who may and may not communicate with whom. Abstract construction. Depicted in organizational charts.

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Organizational Charts

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The process of sharing official information with others who need to know it.

According to the prescribed patterns depicted in an organization chart.

Formal Communication

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Formal Communication

President

VicePresident

VicePresident

Manager Manager Manager Manager

Efforts at coordination

Info

rmat

ion

Instructions and directives

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Formal Communication

Downward Communication: instructions, directions, orders feedback

Upward Communication: data required to complete projects status reports suggestions for improvement, new ideas

Lateral Communication: co-ordination of co-operation

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Informal Communication

Defn-: Information shared without any formally imposed obligations or restrictions.

If an organization’s formal communication represents its skeleton, its informal communication constitutes its central nervous system.

An organization’s informal channels of communication, based mainly on friendship or acquaintance.

Origin: American Civil War [Grapevine Telegraphs].

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Grapevine

A secret means of spreading or receiving information. The informal transmission (un-official) of information ,

gossip or rumor from person-to-person. A rumor.

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Grapevine Characteristics

Crossing organizational boundaries. Inaccuracy. Levelling. Deletion of crucial details. Sharpening. Exaggeration of most dramatic details.

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Managing the Grapevine

“the grapevine cannot be abolished, rubbed out, hidden under a the grapevine cannot be abolished, rubbed out, hidden under a

basket, chopped down, tied up or stoppedbasket, chopped down, tied up or stopped“

Don‘t try to control or restrict it. Use it to supplement formal channels.

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Positive Aspects of the Grapevine

Social function. Identification of pending problems. Early warning system for organizational change. Vehicle for creating a common organizational culture. Desired information can be circulated quickly to a large

group of subordinates (inofficially!).

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Grapevine Figures

70% of all organizational communication occurs at the grapevine level.

Estimated accuracy rates: 75-90%. The incorrect part might change the meaning of the whole

message though. An estimated 80% of grapevine information is oriented toward

the individual while 20% concerns the company.

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Formal Media

Company newsletters.

Employee handbooks.

Company magazines.

Formal meetings.

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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