Lecture no.

4
COMMUNICATION AND
ORGANIZATION STRUCTURE
C O U R S E T I T L E : B U S I N E S S C O M M U N I C AT I O N A N D R E P O RT W R I T I N G
COURSE CODE: EN326
R E S O U R C E P E R S O N : WA R D A H A H M A D
WA R D A H . A H M A D @ U M T. E D U . P K
FORMS OF COMMUNICATION
 Formal (follow rules, regulations and set patterns of Communication)
 Grapevine/informal communication (runs in all directions—Horizontal, Vertical, Diagonal)
 External and Internal Communication
Formal Communication
ADVANTAGES
1. It passes through line and authority and consequently ensures the maintenance of authority
as well as accountability of the executives’ in-charge.
2. It helps to develop intimate relations between immediate boss and his subordinates.
3. It keeps uniformity in the dissemination of information.
4. It flows systematically and the information is trustworthy.
5. Source of information is known which creates harmony amongst the employees.
Formal Communication
DISADVANTAGES
1. Increases the workload of various managers as communication is to be
transmitted through them.
2. Widens the communication gap between the executives and employees at the
lower level.
3. It is time consuming because it follows the scalar chain of authority. The
communication flows from one authority level to another and it takes too much
time.
Downward and Upward Communication
When the communication flows from higher
level to lower level, it is called downward
communication.
Helps to explain to subordinates the
organizational plans, policies program and
procedures, work methodology etc. necessary
information for performing the job.
Helps to convey to the subordinates the
expectations of management from them.
Acts as a mean to control the activities of the
subordinates with active feedback.
Provides motivation to the subordinates.
This communication flows the message from
subordinates to superiors. It is reverse of the
downward communication or communication
flows from lower level to upper level.
Provides feedback to the superiors.
Introduction of new schemes without unduly
opposition from the employees.
Helps in to promote harmony between the
management and the employees.
Problems and grievances are redressed.
Problems in Downwards and Upwards
Communication
1. Sometimes the message may be distorted in 1. Employees fear that their criticism may be
the transmission from one level to another interpreted as a sign of their personal
level. weakness.
2. If a particular authority is not present on the 2. Bypassed superiors feel insulted which leads
time of passing information it may leads to differences between the relationship of the
delay in transmission of the message. superiors and employees.
3. Sometimes when the workload is unevenly 3. Great possibility of message distortion.
distributed among the employees it creates
overload or unload of work which causes
dissatisfaction among the employees.
 Methods/Channels of Upward
communication
1. Subordinates tell their problem and through discussion find out the solution.
2. If employees having any complaint and suggestion about working environment,
policy and procedure, peer group etc., then they write to management without giving
identification of themselves and drop into the box.
3. Some modes of social gathering where superiors and subordinates are at the same
platform and share their emotions, feeling and thought more comfortably.
4. It is just opposite to grip box system. Here, identification of employee is not hidden.
Any employee can write directly to the higher level about the problem which he/she
had.
5. It emphasizes in the psychological aspect of human being. A superior act as counselor
and he counsels the problem facing employees. Counselor does not address the
problem individually.
Horizontal/Lateral Communication
This communication flows between persons at the same hierarchy
level either of the same or other department or division of the
organization
1. It develops mutual trust and confidence 1. Sometimes it creates rivalry among employees of
amongst employees of same level which various departments.
help in maintaining or promote
understanding between similar position 2. Proximity shows the liking and disliking of an
holders of different departments. employee who is near by another in respect of
space.
2. If employees at similar position
communicate to each other for a given task 3. Biasing shows the liking and disliking of an
it will create or develop the feeling of co- employee due to religion, caste, family background,
ordination among various departments. personality etc.
Methods of Horizontal
Communication
 Face-to-face discussion (Discussing face to face)
 Telephonic Communication (Over the phone)
 Periodical Meeting (Scheduled Meeting)
 Memorandum (Written Communication)
Grapevine/Informal Communication
Factor responsible for the grapevine phenomenon:
1. Feeling of certainty or lack of direction when the organization is passing through a difficult
period.
2. Feeling of inadequacy or lack of self confidence on the part of employee, leading to the
formation of gaps.
3. Formation of a clique or favored group by the managers, giving other employees a feeling
of insecurity or isolation.
 Forms of grapevine communication
 Single Line Chain (A-B-C---)

 Star Chain (A to all)

 Cluster Chain (A to groups, groups to further groups)

 Probability Chain (Depends on probability)

Grapevine Communication
1. Under grapevine message travel or transmission
is faster than any other form of communication
1. There is a great possibility of
because group formation is based on individual’s distortion of message between
own liking and disliking.
members of group.
2. It supports other channels of communication.
3. Feedbacks quickly come out from this type of
2. Transmission of message
communication. depends upon willingness of
4. When an individual communicates with other sender and what method they
individual through grapevine it will develop the
cohesiveness and maintain or promote harmony
used in grapevine which causes
between members of group. sometimes transmission of
5. By using grapevine communication, employees incomplete information.
feel emotional relief. Because they can
communicate with other without the feeling of
inadequacy and without threat of higher authority.
Activity
Choose a form of communication and find out more
merits and demits except the listed ones.
 Work in Pairs for this activity.
 Assignment no. 1 is uploaded on LMS.