Organizational Communication-Networks

Professional Communication and Ethics-I
Networks of Communication (in a Business Organization)
Introduction
Communication is a vital aspect of a business organization. All the processes
happening in an organization depend entirely on the quality of communication
between different professionals working in it. Thinking along these lines, one
would realise that the sum total of all activities that happen any organization is
nothing but communication. If one would compare an organization with a
container, then communication is akin to the liquid that is filled in it. Just as the
liquid takes the shape of the container, communication in an organization takes
its shape. One could go further and say that the organization itself is a type of
extensive communication spread across a huge network consisting of different
people.
In this lecture we will try to understand how communication works in an
organization and the various patterns (networks) of communication in an
organization.
Organizational Communication- Channels/Networks

Communication in an organization can be broadly classified into two categories
as Internal and External communication. Internal communication as the name
suggests is the communication that happens within the organization. External
communication is the communication that the organization has with other
organizations or entities. External communication can be further divided into two
categories, namely, inward and outward. Inward communication includes all the
messages that the organization receives from outside while outward
communication refers to all the messages that the organization sends outside.
Examples of External communication include Press releases, Advertisements,
Web pages and other Customer communications.
Internal Communication
Fig 1: Internal Communication https://goo.gl/images/qRHqbp

Internal communication refers to the interactions that happen within an
organization between different departments, different employees, superiors and
subordinates, etc. There are various ways in which communication flows in an
organization as a result of these interactions. The above chart shows the ways in
which communication generally flows in an organization.
Formal Communication
All communication in an organization can be classified into formal and informal
communication. Formal communication includes all the interactions of an official
nature. These interactions generally flow in the following ways in an
organization:
1. Vertical Communication- Communication flowing upward and downward the

line of organizational hierarchy is called vertical communication. The two types
of vertical communication are downward and upward communication.
a. Downward communication- This is the flow of information from a higher level

of authority to a lower level in an organization. Downward communication is
generally used when goals, strategies and objectives are to be implemented,
while giving instructions, conveying procedures and practices, giving
performance feedback, etc.
Downward communication may have the following disadvantages:
1. Downward communication often causes a long chain of communication
thereby leading to distortion of the original message.
2. Downward communication may result in under communication (giving too
little information) or over information (giving too much information).
3. Communication in an organization can become dictatorial in nature.
b. Upward communication- This refers to the messages that flow from the
subordinates to the higher level of authority in an organization. This is not as
common as downward communication since very few organizations allow upward
communication to any considerable degree. Most organizations follow indirect
ways for their lower level employees to communicate to their higher authorities.
Five types of information are generally communicated through an upward
channel: 1. Problems 2. Suggestions for improvement 3. Performance reports 4.
Grievances and disputes and 5. Financial and accounting information
Upward communication generally brings about the following advantages:

1. It encourages participation by allowing even the lowest rung of employees
with their superiors.
2. It helps the management to know the pulse of the personnel by receiving
periodical feedback.
3. It develops goodwill between superiors and subordinates and thereby helps
bring about the smooth functioning of the organization.
4. It also serves as a relief for pent up emotions as employees are allowed to
voice their grievances.
Upward communication may also have a few disadvantages if:

1. The superiors fail to respond when subordinates bring to their notice crucial
information or impending problems.
2. If the superiors have a negative approach towards unfavourable reports.
Crucial information may be withheld by subordinates if they see this attitude.
3. If there is a delay between the communication and the action taken.
4. The organization or certain superiors try to instigate fear for superiors in the
minds of subordinates.
5. If the subordinates begin to by pass an immediate authority to approach a
higher authority who might come across as more approachable.
6. If subordinates misuse their easy access to superiors in order to slander their
colleagues or to hide their own shortcomings.
Take a look at the following diagram to understand communication in an

organization better.
Hierachical Structure of an organization

2. Horizontal/Lateral Communication
This refers to communication that happens between members at the same level
in an organization. This kind of communication becomes a necessity in
organizations of greater size and complexity. The benefits of horizontal
communication include:
1. Coordination- This allows greater coordination among different departments in
a large organization.
2. Team Spirit- Frequent meetings and discussions with people at the same level
helps develop better understanding and team spirit.
3. Saves time- When some important communication has to passed on to
another department, instead of taking the hierarchical route one may directly
pass on information to the superior of the other department.
Like other channels of communication, horizontal communication may also have

a few disadvantages.
1. This may give rise to interdepartmental rivalry giving rise to unhealthy
competitions.
2. Frequent horizontal communication brings the risk of deformalization of
communication in an organization. In other words, it encourages informal
communication.
3. It may bring about a negative unity among the staff causing a threat to the
management.
4. Sometimes differences of opinion or clash of personalities might cause
disruption of communication.
Informal Communication
Informal communication is very commonly called as Grapevine. The term
grapevine refers to “the informal transmission of information, gossip or rumour
from person to person”. The term grapevine can be traced to the American Civil
War days when vine like telegraph wires were strung from tree to tree across
battefields and used by the Army Intelligence. The messages that came over
these lines were often so confusing or inaccurate that soon any rumour was said
to come from the grapevine. Usually grapevines flow around wherever people
get together in groups.
While grapevine is informal in nature and there are risks attached with it if
allowed to grow without control, it has its share of advantages. Let us try to
understand the important advantages and disdvantages of Grapevine as a form
of communication in an organization.
No. Advantages Disadvantages
1. Rapid transmission- Grapevine is The biggest disadvantage of

capable of spreading news rapidly. grapevine is its lack of credibility.
While this may be dangerous in Information is passed on through
certain cases, the swiftness of untrustworthy paths of
grapevine can be tapped to spread communication.
some positive or useful information
.
2 Grapevine can be used to gather An organization which allows its staff
feedback informally on newly to spend a lot of time on grapevine
implemented policies and other will definitely have low productivity.
such issues.
3 Grapevine can create a sense of Chances of distortion of messages

unity among the employees when are very high in grapevine.
they start sharing their grievances,
vies regarding issues, etc.
4 Grapevine always acts like a stress Negative and wrong news about
buster. people may spread through the
grapevine thereby damaging the
goodwill between employees in an
organization.
5 When a new policy is discussed Tracing responsibility of gossip and

repeatedly in the grapevine, people rumours is almost impossible as no
tend to accept the change one will own up to it.
gradually. In this way, grapevine
mentally prepares people for
change.
6 News about action taken against Grapevine can ruin people's

disciplinary lapses or tardiness reputation by spreading lies and
spreads rapidly through grapevine wrong news about them.
and therefore the fear of grapevine
can be used to promote efficiency.
Though grapevine has its advantages, the disadvantages far outweigh them. It is
therefore important for organizations to manage the grapevine. It is often
difficult to take action against the grapevine as no one can be held responsible in
it. Some ways in which the grapevine can be managed are listed below:
1. Keep employees informed about developments through a formal channel like a
newsletter.
2. Grapevine can sometimes provide valuable information as in the case of an
informal but true feedback. Authorities should be prudent enough to segregate
true and fake information spread through grapevine.
3. Do not allow rumours to harden. They should be nipped in the bud. With time
the details spread through rumours become consistent and the information
becomes publicly accepted.
4. Leak positive rumours to counter the effect of the negative ones.
References:
Communication Skills- Meenakshi Raman & Sangeeta Sharma, Oxford University Press 2017.
Communication Skills- Shirley Mathew, Technical Publications & Nirali Prakashan 2017.

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Professional Communication and Ethics-I

Networks of Communication (in a Business Organization)

Organizational Communication- Channels/Networks

Fig 1: Internal Communication https://goo.gl/images/qRHqbp

1. Vertical Communication- Communication flowing upward and downward the

a. Downward communication- This is the flow of information from a higher level

Upward communication generally brings about the following advantages:

Upward communication may also have a few disadvantages if:

Take a look at the following diagram to understand communication in an

Hierachical Structure of an organization

Like other channels of communication, horizontal communication may also have

No. Advantages Disadvantages

1. Rapid transmission- Grapevine is The biggest disadvantage of

3 Grapevine can create a sense of Chances of distortion of messages

5 When a new policy is discussed Tracing responsibility of gossip and

6 News about action taken against Grapevine can ruin people's

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