The office grapevine & management communication

The dictionary gives us a definition for the grapevine which says it is "the informal transmission of information, gossip or rumor from person to person” The grapevine is the informal and unsanctioned information network within every organization.

1. “ The Office Grapevine & Management communication ” Presented by, Bablu Chakma

2. What is Communication ? What is organization? What is organizational communication? Types of Organizational communication.

3. Communication The term 'communication' originates from the Latin word communicare, which means to share or impart The art of being able to structure and transmit a message in a way that another can easily understand and/or accept Using symbols (words) to attempt to create shared meaning (mutual understanding) that will result in an effect on the two of them.

4. Organization The objective approach suggests that an organization is a physical, concrete thing, that it is tangible and actually holds people, relationships, and goals. (container view of organization) A subjective approach looks at an organization as activities that people do. Organization consists of the actions, interactions, and transactions in which people engage. Organization is created and maintained through the continually changing contacts people have with one another and does not exist separately from the people whose behavior constitutes the organization.

5. Organizational Communication: A program that focuses on general communication processes and dynamics within organizations. Includes instruction in the development and maintenance of interpersonal group relations within organizations; decision-making and conflict management; the use of symbols to create and maintain organizational images, missions, and values; power and politics within organizations; human interaction with computer technology; and how communications socializes and supports employees and team members.  (source: U. S. Department of Education)

6. The Communication Process Encodes Decodes Receiver Encodes Decodes Sender Feedback Channel Noise

7. Types of Organizational Communication There are two basic types of communication: i . Formal Communication & ii. Informal Communication

8. Formal Communication Communication through officially designated channels of message flow between organization positions Official information exchange Usually found in organizational charts, policy manuals, or hierarchical structures Informal Communication Episodes of interaction that do not reflect officially designated channels of communication. Every organization has an informal communication network – a grapevine – that supplements official channel.. Informal Communication known as also Grapevine communication. Pro: Creates a relaxed, comfortable climate

9. What is Grapevine? The dictionary gives us a definition for the grapevine which says it is "the informal transmission of information, gossip or rumor from person to person” The grapevine is the informal and unsanctioned information network within every organization. In other sense it can also say, the Social network of informal communication through which messages flow throughout the organization. It is called so because it stretches throughout the organization in all directions irrespective of the authority levels.

10. How Grapevine Communications occurs? Grapevine communication is the informal communication network within an organization. The grapevine is formed by individuals and groups in an organization. The people in the groups have something in common that links them together. A person can belong to one or more groups.

11. The main features of grapevine Speed Degree of Selectively Locale of operation Relation to Formal Communications

12. How Grapevine can be controlled ? First, management must be aware of any lies or exaggerations that are flowing through the organization. Management can use the grapevine to dispel myths and distribute truths throughout the company. Finally, management should realize that there is no way to truly eliminate the grapevine in the workplace, nor should that be the goal of upper management.

13. Advantages of Grapevine Communication 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. Grapevine channels carry information rapidly. The grapevine fills in a gap that is left when official information is missing, the grapevine in many ways helps keep people honest The grapevine creates a sense of unity among the employees who share and discuss their views with each other. Thus, grapevine helps in developing group cohesiveness. The managers get to know the reactions of their subordinates on their policies. Thus, the feedback obtained is quick compared to formal channel of communication

14. Disadvantages of Grapevine Communication The grapevine carries partial information at times as it is more based on rumors. Thus, it does not clearly depict the complete state of affairs. The grapevine is not trustworthy always as it does not follows official path of communication and is spread more by gossips and unconfirmed report. The productivity of employees may be hampered as they spend more time talking rather than working. The grapevine may hamper the good will of the organization as it may carry false negative information about the high level people of the organization.

15. Another main disadvantage of grapevine communication is that it's often used to spread more than rumors; it's used to spread gossip. The terms rumors and gossip are used sometimes interchangeably, but rumors are not quite the same as gossip Both are pieces of information that can't be verified, but rumors tend to affect organizations or groups of people, while gossip refers to more personal matters. When gossip is being spread through the grapevine, people's reputations, careers, and lives can get destroyed very rapidly.

16. Management Communication It is an exchange of information within an organization is also called formal communication. It is the formal flow of information which follows in the official chain of command. Management communication is the systematic planning , implementing, monitoring, and revision of all the channels of communication within an organization , and between organizations.

17. Figure: The formal management communication chain

18. Rules of Engagement for management communication The explicit rules for management communication include: It is go through by a channels Adhere to orders and direction coming from above Escalate problems as needed going through your chain of command

19. Management communication flow occurs by, i . Downward ii. Upward & iii. Horizontal Direction of flow within the organization

20. Downward Communication This type of communication exists when managers need to explain job instructions, correct employees' work, or explain new procedures. Flows from upper to lower (such as manager to employer or superior to subordinate). Types of messages: job instructions, job rationales, procedures and practices information, feedback, and indoctrination. (Katz & Kahn, 1978) Downward communication is most effective if top managers communicate directly with supervisors and supervisors communicate with their staff (Larkin & Larkin: 1994)

21. Downward Communication Advantage: efficient (fast) managerial control Problems: information overload lack of openness - withhold information even if sharing is important filtering - some information is left out message can be distorted by adding personal interpretation the fewer the number of authority levels through which communication must pass, the less information will be lost or distorted

22. Upward Communication Transmission of messages from lower to higher levels of the organization ( communication initiated by subordinates with their superiors) Types of messages: performance on the job, job related problems, fellow employees and their problems, subordinates perceptions of org policies and practices, tasks and procedures

23. Advantage: Managers learn what’s going on employees gain from the opportunity to communicate upward promotes morale among all employees facilitates downward communication not enough superiors encourage subordinate Problems: similar to those for downward communication Upward Communication

24. Horizontal Communication Flow of messages across functional areas at a given level of an organization (this permits people at the same level to communication directly). The flow of information between colleagues and peers It is also like as Informal communication Does not follow the chain of command Not recognized as official

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