organisational communication new

8/8/2019 Organisational Communication New

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OB - Communication 1

Organisational Communication


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Communication Networks

A network of communication

represents the pattern of contactsamong the members of an

organization.


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Organisational Networks

The formal channel

The

informal channel


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Formal Channel

As the name implies, formal channels are

deliberately created or officially

prescribed path for the flow of

information between the various

positions in the organisation.


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Formal Channels

Single chain Network.

Wheel Network.

Circular Network.

All Channel Network.

Inverted V Network.


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Single chain Single chain communication network exists

between superiors and his subordinate.

Each individual is both superior as well as asubordinate.

Communication flow through the chain may

be orderly and easy to control.

Often we find such a communication in

bureaucratic organizations.


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Single chain

P1

P2

P3

P4

P5


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Wheel Wheel relies on a central figure to act as the

conduit for all the groups communication.

It stimulates the teams communicationnetwork with a strong leader.

They are not allowed to communicate

among themselves. Here, problem of coordination is the main

drawback.


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Wheel

H

P P

P P


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Circular

P1

P2P3

P4


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All channel network

It is most often characterized in

practice by self-managed teams.

Group members are free to contribute

and no one person takes leadership

Here, communication is fast, but

problem of coordination exists.


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All channel network

P1

P4 P5

P2 P3


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Inverted V In this network, an individual is allowed to

communicate with his immediate superior as

well as his superiors superior. In the latter case, the subject matter of

communication is prescribed.


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Inverted V

SS

P1 P2

S


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Informal Channel1 Informal channel of communication , also

known as grapevine.

1

It is an important source of communication.1 75% of employees hear about matters first

through grapevine.

1 Informal communication is a method bywhich people carry on social, non-

programmed activities within the formalboundaries of the system.


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Characters

It is not controlled by management.

It is perceived by most employees as

being more believable and reliable

than formal communication.

It is largely used to serve the self

interest of the people with in it.


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How it starts

Emerge as a response to situations

that are important to them.

When there is ambiguity.

Under conditions that arose anxiety.


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Importance. Gives managers a feel for the morale of the

organisation.

Identifies issues that employees considerimportant.

Helps to tap in to employee anxiety.

It act as a filter and feed back mechanism. Translates formal communication in to

groups jargons.


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Grapevine networks.

There are four types of pattern throughwhich grapevine travels. They are

single strand. gossip.

probability.

cluster.


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Single strand

In single strand network ,the

individual communicates

with other individuals through

intervening persons.

P

P

P

P

P


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Gossip In gossip network, the individual communicates

non selectively.

P PP

PP

P P


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Probability In probability network, the individual

communicates randomly with other

individuals according to the law ofprobability.

a

ef

j

h

i

g

bc

d


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Cluster The most popular informal network

In cluster network , the individual communicates

with only those individuals whom he trusts , thusforming a cluster.

a

c

e

g h

d

i

jb

f


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BARRIERSIN COMMUNICATION


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Barriers in communication.

Any thing which obstructs or blocks the free

flow of communication in organization is

called as communication barrier When communication is obstructed what

happens??

The actual message will be interpreted in a

different manner.


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Communication Barriers

Communication

Barrier

Organizational

EmotionalSemantic

Personal

Barriers in superiors Barriers in subordinates


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Semantic Barriers

Semantics????

It is the science of meaning

Then what is

Phonetics?????

It is the science of sounds.


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SEMANTIC BARRIER

Any barrier which is due to the limitation of

the symbol used , you can call it as a

semantic barrier.

Symbols can be words, pictures, gestures,

etc..


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Popular semantic barriers

> Symbols with different meanings. > Badly expressed message

> Faulty translations

> Unclarified assumptions

> Specialists language.


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Symbols with different meanings

( In verbal communication a particular word mayhave a variety of meanings.

(For eg:- the English word round has 110 differentmeanings: as adjective-23, as noun-42,as verb-16,as preposition-13 and as adverb-16.

( The Hindi word kaka means uncle in one part of

the country but small boy in another part of thecountry and in Malayalam the meaning is entirelydifferent.


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Badly expressed message

Lack of clarity and precision in amessage makes it badly expressed.

Poorly chosen and empty words andphrases, careless omission, lack ofcoherence, bad organisation of ideas,awkward sentence structure,

inadequate vocabulary, numberingrepetition, jargon are some commonfaults in this case.


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Faulty translations

( Transformation of message should be

based on the level of the receiver.

Other wise message may beinterpreted in different manner.


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Unclarified assumptions

( There are certain uncommunicated

assumptions which underlie practically all

meanings. Though a message appears tobe specific , its underlying assumptions may

not be clear to the receiver.

For eg: Altercation occurred at the college

premises.


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Specialists language

( It is often found that technical personneland special group tend to develop aspecial, peculiar and technical languageof their own. This increases their isolation from others and builds acommunication barrier.

For Eg: JARGONS


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Emotional / psychological barriers

Emotional / psychological factors are

the prime barriers in interpersonal

communication.

The meaning described to a message

depends upon the emotional or

psychological status of both the partiesinvolved.


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Emotional Barriers

Premature evaluation.

Inattention.

Loss by transmission and poor retention .

undue reliance on the written word.

Distrust of communicator.

Failure to communicate .


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Premature evaluation

B Rogers and Roethlisberger in 1952first pointed out this barrier.

B tendency to evaluate the sendersmessage with out paying proper attention to it.

B Solution is active listening andempathy.


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Inattention

Receivers mind is pre occupied and hence

he will not listen to what is being

communicated. It is a common phenomenon that people

simply fail to react to bulletins, notices,

minutes and reports.


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Loss by transmission and poor retention

When communication passes from one level

to another level, the accuracy of the

message decreases. In the case of oral communications , about

30% of the information is lost in each

transmission.

B In case of written communication , loss ofmeaning might occur during each

interpretation.


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Distrust of communicator

B The sender may make illogical decision or

frequent countermanding of the original

communication. Repeated experience ofthis kind gradually conditions the receiver to

delay action of act unenthusiastically, hence

making the communication unsuccessful,

though apparently it is completed.


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Failure to communicate

Managers often fail to transmit the

needed messages. This might happen

because of laziness on the part of thecommunicator or assuming that

everybody knows, or procrastination.


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Organisational barriers

The main organisational barriers are

Organizational policy

Organizational rules andregulations

Status relationships

Complexity in organizational

structure

Organisation facilities


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Organizational policy

In all organizations there will be a general

policy regarding communication mostly in

writing. If the policy is not supportive to theflow of communication, then communication

will not be smooth and adequate.


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Organizational rules and regulations

Organizational rules and regulations affectthe flow of communication by prescribing thesubject matter to be communicated and also

the channel through which these are to becommunicated

The rules may restrict the flow of certainmessages and may leave many importantones. On the other hand, communicationthrough a proper channel in a specified wayprescribed by these rules delays it.


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Status relationships

The placing of people in superior /

subordinate capacity in the formal

organisational structure also blocks the flowof communication and more particularly in

upward direction.

Greater the difference between hierarchical

position in terms of their status, greater would be the possibility of communication

break down.


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Complexity in organisation structure

In an organisation whether there arenumber of managerial levels,communication gets delayed, chancesof communication getting distorted are

more as the numbers of filtering pointsare more.


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Organizational facilities

B Proper organizational facilities should

be provided for communicating. Other

wise it results in communication breakdown.

B Meetings, Conferences, Open door

system, Social and cultural gatheringsetc.


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Personal barriers

Barriers in superior

Barriers in subordinate


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Barriers in superiors

Attitude of superior.

Fear of challenge of authority.

Insistence on proper channel.

Lack of confidence in subordinates.

Ignoring communication.

Lack of time.

Lack of awareness.


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Attitude of superiors

The attitude of superiors towardscommunication in general or in any particulardirections.

For eg:-if this attitude is unfavourable, there isgreater possibility that messages would not

flow adequately from and or to superiors.


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Fear of challenge to authority

A person in the organisation always try to

get a higher position and prestige to satisfyneeds. As such managers, in general, try towithhold the information coming down theline or going up, as frequent passing of information may disclose their weakness.


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Insistence on proper channel

Superiors always like to be a main

LINK in communication.

Superiors consider By passing as

thwarting of their authority. Thus they

block such flow of communication.


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Lack of confidence in subordinates

Superiors generally perceive, that their

subordinates are less competent andcapable, and that they are not able to

advise superiors . This acts as a block

in superiors.


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Ignoring communication

Superiors consciously and deliberately

ignore the communication from their subordinates to maintain their importance.

This works against the willingness of

subordinates to communicate.


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Lack of time

Superiors feel, whether correct orotherwise, that they are

overburdened with the work andthey have little time to talk to theirsubordinates.


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Lack of awareness

Employees at lower level have a

number of communication needs.

Perception of both managers andemployees are different with respect to

this aspect. This difference in

perception makes communicationmore difficult.


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Barriers in subordinates

Unwillingness to communicate.

Lack of incentive.


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Unwillingness to communicate

Subordinates may not freely

communicate with superior becausehe feels that any critical informationwhich travels up may adversely affecthim also.


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Lack of incentive

Sometimes lack of incentive also obstructs

the flow of information.

It happens specially in case of upwardcommunication.

Giving proper rewards for timely

suggestions.


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THANK YOU


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