Category: Management Notes

Importance of Communication in Corporate World in Recent Time

In 21st Centuries, business has become highly complex and competitive. To survive one needs the services of specialists are required in every single field. Communication takes place within the organization as well as between the business and outside world. Today professionals have to compete globally and hence they have to be extra cautious while communicating.

In a global world, we have to communicate globally to negotiate, to deal and to reach out the targeted audience. The ability to communicate effectively with others also and along with a variety of different types of personalities are two of the most desirable qualities in job candidates.

Good communicators have complete control of oral and written communication. Today business communication skills are important for executives as businesses in a professional environment require a rapid inflow, and environment need fast inflow and outflow of communication.

Importance of communication in the corporate world is depicted in the following image.

1. Helps to increase the sale

To increase the sales, a company requires a salesman who is a good communicator, who can sell products, convey company’s ethos and also outlines the values of company to people who will not only buy the products but will become company loyalist. Thus, communication helps to increase sales.

2. Helps in retaining the client

A company executive must have necessary skills to deal with the customers. This helps in retaining the clients as customers are business lifelines and their concern is very important for the organization to succeed.

3. Helps to implement strategies

With the help of effective communication organizations can implement strategies. This builds employment commitment toward the organization, and they feel the sense of sharing of responsibility and capabilities.

4. Helps in corporate branding

Communication has always been the core of the corporate world. Communication between people and company is the core element of a good corporate reputation. Many companies invest millions in strategies, which aim to reinvest their profile in important ways.

5. Helps to develop global competence

Communication helps to develop an understanding of other regions, lifestyles and culture of all around the world. This helps in overcoming the cross-cultural barriers during the conduct of business.

6. Helps in crisis management

To handle the economic crisis is the worst. Each person associated with the company needs information and reassurance with proper communication, thus employees can become the strength of the organization. The stockholders should be communicated properly so they do not indulge in panic and sell off their shares.

THE IMPORTANCE OF GLOBAL COMMUNICATIONS IN THE WORLD TODAY

In a globalized world, effective communication is a necessity. When friends, relatives, and colleagues need to reach all corners of the world, it is easy to see the importance of global communications in the world today. Whether you need to connect from Barcelona to Buenos Aires or Boston to Beijing, instant contact has become the norm and expectation. But how did we get here? Just 10 years ago, we were being introduced to new programs called YouTube, Skype, and Facebook. Now these are household names that are used on a daily basis at home and in the office. But in a business environment, there is more to communications than just opening up Skype and connecting to the other side of the planet. Learning the importance of global communications and implementing effective communications policies are key to helping a global organization thrive in this new world.

Global communications is not only the interaction between two employees within your organization. The first step in achieving effective communications is to know your audience. Your entire company profile and history is available to the whole world at the click of a button, making you a sitting duck if you’re not prepared. If you’re not, your company could wind up as the next viral sensation. Communicating with your customers, your suppliers, your stockholders, and many other stakeholders all factor into the global equation. Proper handling of a customer complaint can be just as important whether it is sent to company headquarters or at a local store – one insensitive comment could wind up being viewed by millions on Twitter. Company owners have to be kept informed about the status of the business and employees have to be able to be in constant contact in order to reach deadlines. Even governments need to be involved in your communications strategy, and having a good one can save you a big headache.

Affecting the true meaning of global communications would be the intercultural factor. Now that we expect to do business on multiple continents, understanding the language and cultural difference between two people can bridge gaps and make business transactions much smoother. Even within Europe, making sure your organization understands the business customs of Spain versus Germany will help grow your business. And in a globalized world, it is absolutely vital.

When analyzing the changes in global communications, technology is, by far, the biggest factor. There have been many changes in technology and something new seems to develop every single day. But just because communication has gotten faster and easier doesn’t mean that it’s always a good idea to implement. Video conferencing is a great way to have face-to-face communication while separated by thousands of kilometers. Without the need for travelling, video conferencing can instantly and vastly improve your internal and external communications over what can be done with a phone call. But installing a video conferencing network can be very costly. Is clear and visual communication a necessity worth such an investment or is it just a nice-to-have? How do you go about making a decision like this?

These are just a few of the many issues that affect global communications on a daily basis. And with an ever-growing globalized world, the importance of global communications becomes more evident every year. Studying a Master’s in Communication can help prepare you to understand how to tackle the various issues and make decisions on your communications strategy. With thorough studying of the core concepts and specific examples, you will be able to cope with the ever-changing world and be ready to guide your organization to new heights in a global world.

Business communications consisted of formal business letters and a conversation in the boss’s office. Today’s technological advances have moved communications into a new realm, where messages are delivered almost instantly, tasks are assigned and managed by computer programs and people are even removed from the communications equation. And while most advances have improved workflow and efficiency, some concerns about the quality of business relationships have surfaced.

Continued Evolution of Email

Perhaps one of the most obvious developments in business communications has been that of direct correspondence through email. Although it’s existed for almost 50 years, email has experienced continual change. It’s gone from being simply a method of sending a message to becoming a means of workflow management. Within an email system users can:

• Flag priority messages and set tasks for follow-up
• Program alerts for when messages from VIP senders arrive
• Send automated responses when out of the office and unable to personally respond

Project Management Systems and Scheduling

Another use of technology in business is the implementation of project management systems for collaboration between employees. Workers no longer need to be in the same building or sit in a lengthy meeting to share their ideas. Whether they’re at the corporate headquarters or working from home, individuals can create task lists, assign work, upload content, set appointments and track progress all in one online application.

Automated Voice Systems Provide Service

Automated voice response systems are another way to provide customer service while allowing employees to stay focused on other tasks. Instead of a “live person,” the automated system handles the call and either directs the customer to the appropriate individual or retrieves data and communicates the basic information requested by the caller. Similarly computer “bots” handle online requests for information through live chats. Customers feel like they are being served by a live representative, but often the site is served by a computer programmed with basic responses to routine questions.

Artificial Intelligence Engages in Marketing

Artificial Intelligence (AI) systems are being used to predict and influence future sales based on consumer preferences. Knowledge of customer preferences in real time can assist marketing departments in determining where to spend their money by tracking trends more closely and adapting promotional and sales efforts. The streaming entertainment industry, for example, suggests additional programming based on shows already being watched. “Because you watched this … you might enjoy this.”

Easy Collaboration with Remote Workers

The gig or freelance industry has also grown dramatically because of technological advancements that allow talented workers to be hired and perform remotely for an organization. Needs can be posted online and workers hired, sometimes within hours. Freelancers can collaborate with managers and employees through project management platforms, without any one-on-one interaction. The cost savings by using contractors adds up as companies save time and effort by not hiring and managing long-term employees.

The Downside of Technology in Communications

Despite the savings to companies, there are some negative effects to this surge in technological integration into business communications. Some studies have shown a decrease in productivity over the long term due to an “always connected” lifestyle fueled by easy access to information. Many employees may never actually take a break from the work routine because they are always checking email or status updates on a project through a mobile app, resulting in high levels of stress and increased illness. Additionally, many workers are lacking in proper sleep, less connected with people outside the office and lacking the ability to relate to each other in face-to-face interactions.

Communication is the lifeblood of an organization. It is the vehicle that ensures proper performance of organizational functions and achievement of organizational goals. As a separate field of study, business communication has the following objectives:

1. To exchange information

The main objective of business communication is to exchange information with internal and external parties. Internal communication occurs within the organization through orders, instructions, suggestions, opinions etc.

2. To develop plans

Plan is the blueprint of future courses of actions. The plan must be formulated for attaining organizational goals. In order to develop a plan, management requires information. In this regard, the objective of communication is to supply required information to the concerned managers.

3. To implement the plan

Once a plan is prepared, it is to be implemented. Implementation of a plan requires timely communication with the concerned parties. Thus, communication aims at transmitting a plan throughout the organization for its successful implementation.

4. To facilitate policy formulation

Policies are guidelines for performing organizational activities. Policies are also termed as standing decisions to recurring problems. Every organization needs to develop a set of policies to guide its operation. Preparing policies also require information from various sources. Therefore, the objective of communication is to collect necessary information for policy formulation.

5. To achieve organizational goal

Collective efforts of both managers and workers are essential for achieving organizational goals. Communication coordinates and synchronizes the efforts of employees at various levels to achieve the stated goals of the organization.

6. To organize resources

Various kinds of resources are available in an organization such as human resources, material resources, financial resources and so on. In organizing these resources in an effective and efficient way is a key challenge to the managers. Communication is the vehicle to overcome this challenge.

7. To coordinate

Coordination is a basic management function. It involves linking the various functional departments of large organizations. Without proper and timely coordination, an achievement of organizational goals is impossible. Therefore, the objective of communication is to coordinate the functions of various departments for the easy attainment of organizational goals.

8. To direct the subordinates

The job of a manager is to get the things done by others. In order to get the things done, management needs to lead, direct and control the employees. The performance of these managerial functions depends on effective communication with subordinates.

9. To motivate employees

A pre-requisite of employee motivation is the satisfaction of their financial and non-financial needs. Financial needs are fulfilled thorough monetary returns. However, in order to satisfy non-financial needs, management must communicate with employees on a regular basis both formally and informally.

10. To create consciousness

Employees of an organization must be conscious regarding their duties and responsibilities. Communication supplies necessary information and makes them conscious about their duties and responsibilities.

11. To increase efficiency

In order to increase employee efficiency, they should be provided with necessary information and guidelines. Communication supplies such information and guidelines for them.

12. To bring dynamism

Organizations should be dynamic to cope with the internal and external changes. Bringing dynamism requires finding new and better ways of doing things. For this purpose, communication helps to seek new ideas and suggestions from the internal and external parties.

13. To improve labor-management is relationships

Harmonious relationship between workers and management is a prerequisite for organizational success. In this regard, the objective of communication is to ensure the free and fair flow of information and to create good understanding between them.

14. To increase job satisfaction

Communication enhances job satisfaction level of employees. It creates a friendly environment where employees can express themselves. As a result, they become more satisfied with their job.

15. To convey employee reaction

Communication conveys employees’ reactions, opinions, suggestions, and complaints to their superiors about the plans, policies, programs and strategies of the company.

16. To orient employee

Communication orients the new employees with the company’s policies, rules, regulations, procedures etc.

In an organization, information flows forward, backwards and sideways. This information flow is referred to as communication. Communication channels refer to the way this information flows within the organization and with other organizations.

In this web known as communication, a manager becomes a link. Decisions and directions flow upwards or downwards or sideways depending on the position of the manager in the communication web.

For example, reports from lower level manager will flow upwards. A good manager has to inspire, steer and organize his employees efficiently, and for all this, the tools in his possession are spoken and written words.

For the flow of information and for a manager to handle his employees, it is important for an effectual communication channel to be in place.

The Working of a Communication Channel

Through a modem of communication, be it face-to-face conversations or an inter-department memo, information is transmitted from a manager to a subordinate or vice versa.

An important element of the communication process is the feedback mechanism between the management and employees.

In this mechanism, employees inform managers that they have understood the task at hand while managers provide employees with comments and directions on employee’s work.

Importance of a Communication Channel

A breakdown in the communication channel leads to an inefficient flow of information. Employees are unaware of what the company expects of them. They are uninformed of what is going on in the company.

This will cause them to become suspicious of motives and any changes in the company. Also without effective communication, employees become department minded rather than company minded, and this affects their decision making and productivity in the workplace.

Eventually, this harms the overall organizational objectives as well. Hence, in order for an organization to be run effectively, a good manager should be able to communicate to his/her employees what is expected of them, make sure they are fully aware of company policies and any upcoming changes.

Therefore, an effective communication channel should be implemented by managers to optimize worker productivity to ensure the smooth running of the organization.

Types of Communication Channels

The number of communication channels available to a manager has increased over the last 20 odd years. Video conferencing, mobile technology, electronic bulletin boards and fax machines are some of the new possibilities.

As organizations grow in size, managers cannot rely on face-to-face communication alone to get their message across.

A challenge the managers face today is to determine what type of communication channel should they opt for in order to carryout effective communication.

In order to make a manager’s task easier, the types of communication channels are grouped into three main groups: formal, informal and unofficial.

1. Formal Communication Channels

A formal communication channel transmits information such as the goals, policies and procedures of an organization. Messages in this type of communication channel follow a chain of command. This means information flows from a manager to his subordinates and they in turn pass on the information to the next level of staff.

An example of a formal communication channel is a company’s newsletter, which gives employees as well as the clients a clear idea of a company’s goals and vision. It also includes the transfer of information with regard to memoranda, reports, directions, and scheduled meetings in the chain of command.

A business plan, customer satisfaction survey, annual reports, employer’s manual, review meetings are all formal communication channels.

2. Informal Communication Channels

Within a formal working environment, there always exists an informal communication network. The strict hierarchical web of communication cannot function efficiently on its own and hence there exists a communication channel outside of this web. While this type of communication channel may disrupt the chain of command, a good manager needs to find the fine balance between the formal and informal communication channel.

An example of an informal communication channel is lunchtime at the organization’s cafeteria/canteen. Here, in a relaxed atmosphere, discussions among employees are encouraged. Also managers walking around, adopting a hands-on approach to handling employee queries is an example of an informal communication channel.

Quality circles, team work, different training programs are outside of the chain of command and so, fall under the category of informal communication channels.

3. Unofficial Communication Channels

Good managers will recognize the fact that sometimes communication that takes place within an organization is interpersonal. While minutes of a meeting may be a topic of discussion among employees, sports, politics and TV shows also share the floor.

The unofficial communication channel in an organization is the organization’s ‘grapevine.’ It is through the grapevine that rumors circulate. Also those engaging in ‘grapevine’ discussions often form groups, which translate into friendships outside of the organization. While the grapevine may have positive implications, more often than not information circulating in the grapevine is exaggerated and may cause unnecessary alarm to employees. A good manager should be privy to information circulating in this unofficial communication channel and should take positive measures to prevent the flow of false information.

An example of an unofficial communication channel is social gatherings among employees.

In any organization, three types of communication channels exist: formal, informal and unofficial.

While the ideal communication web is a formal structure in which informal communication can take place, unofficial communication channels also exist in an organization.

Through these various channels, it is important for a manager to get his/her ideas across and then listen, absorb, glean and further communicate to employees.

Vertical communication is the communication where information or messages flows between or among the subordinates and superiors of the organizational. Some important definitions of downward communications are given below:

According to Stoner and his associates, “Vertical communication consists of communication up and down the organization’s chain of command.”

According to Bovee and his associates, “Vertical communication is a flow of information up and down the organization’s hierarchy.”

According to Ricky W. Griffin, “Vertical communication is the communication that flows both up and down the organization, along formal reporting lines.”

The graphical presentation of vertical communications is as follows:

So, vertical communication is the communication where information or messages flows within the top level of the organizational structure and bottom level of the organizational structure.

Advantages of vertical communication

Without communicating with superior and subordinate, no organization runs a single day. Communication without upper level and the lower level employee is very much essential for organization. Some advantages of vertical communication system are as follows:

(i) Conveying message of subordinate

Through upward direction of vertical communication system, the upper-level management covey their suggestions, complains and recommendations to the subordinates.

(ii) Maintains good labor-management relations

There is a systematic flow of information under his communication system, so a good relationship can be developed between superiors and subordinates.

(iii) Maintains organizational discipline

There is a chain of command in vertical communication system. So, a sense of discipline may be developed among the employees.

(iv) Explaining policies and plan

Through vertical communication system, upper level management can send the policies and procedures to the subordinates.

(v) Effective decision making

Superiors needed various information to take decision making in the organization. With the help of vertical communications, superiors collect information form subordinate.

(vi) Help in decentralizations

Duties and responsibilities can be delegated among departments thorough vertical communication.

(vii) Avoid by-passing

Under this communication system superior and subordinates exchange message directly. So there is no chance to by-passing.

(viii) Maintains chain of command

proper chain of commands is easily maintained through vertical communication system.

(ix) Assigning jobs and evaluating performance

Vertical communication facilitates job assignment and job evaluation of the employees.

(x) Increase efficiency

Necessary instructions are sent to subordinates and they perform their duties and responsibilities accordingly that is help to increase efficiency both superior and subordinate.

Disadvantages of vertical communication

In spite of having many advantages vertical communication, there are some disadvantages which are given below:-

(i) Delay process

Vertical communication system is a delay process. It maintains long chain of command in large organization to exchange information.

(ii) Disturbing discipline

In this communication, if the boss’s role of direction is seen by doubtful eyes by the subordinates, the chain of command and discipline may be broken.

(iii) Efficiency reduces

Downward direction of vertical communication is commanding in nature. So, there is no opportunity of the workers to become efficient.

Loss or Distortion of information: Information may be fabricated by the employees to maintain lengthy channel. So, through his communication information may lose its originality.

Reduces relationships: By this communication system relationship between superior and sub-ordinate may be reduced due to inability and inefficiency.

Slowness system: Vertical communication is the slowest communication method because it requires passing through the various levels of an organization. For this, it may become ineffective.

Negligence of superiors: In this communication superiors can neglect to send message to their subordinates.

The term lateral communication can be used interchangeably as horizontal communication. Horizontal communication is communication among people at the parallel or same level, position, rank or status people of the organization. Horizontal communication is the communication that flows laterally within the organization, involves persons at the same level of the organization. Horizontal communication normally involves coordinating information and allows people with the same or similar rank in an organization to cooperate or collaborate. Some definitions of horizontal communication are as follows:

Ricky W. Griffin, “Horizontal communication involves colleagues and peers at the same level of the organization.”

Bartol and Martin, “Horizontal communication is lateral or diagonal message exchange either within work –unit boundaries, involving peers who report to the same supervisor or across-work unit boundaries, involving individuals who report to different supervisors.”

According to William A. Conboy, “Horizontal communication is the exchanges between and among agencies and personnel on the same level of the organizational chart.”

According to Bovee and others, “Horizontal communication is the flow of information across departmetal boundaries, either laterally or diagonally.”

According to Ivancevich and others, “Horizontal communication occurs when the communicator and the receiver are at the same level in the organization.”

The graphical presentation of horizontal communication is as follows:

So, Horizontal communication is the communication where information or messages flows among the similar or same level statuses of people in the organizational structure.

Differences between horizontal and vertical communication

Horizontal communication is the communication where information or messages flows between the parallel same level or statuses people of the organizational structure. On the other hand, vertical communication is the communication where information or messages flows between or among the subordinates and superiors of the organizational. The difference between horizontal and vertical communication are as follows:

Essentials of effective Horizontal communication

 The essentials of effective Horizontal communication are as follows:

(i) Recognition

To make Horizontal communication effective top executive must recognize it is a realistic and useful way to exchange a message.

(ii) Emergency communication

To make it effective this communication system is to be considered a form of emergency communication to effect a quick resolution of a particular problem.

(iii) Direct supervision

To make more effective of this system manager should convince the workers.

(iv) Discipline

To make more effective discipline to be maintained strictly in every level. Otherwise, management may be broken.

(v) Clear understandability

To make effective, care should be taken so that managers may have a clear understanding that horizontal communication is a functional part of the total communication process.

(vi) Interdepartmental communication increase

To make it effective, organizational structure should be made in such a way that opportunity for interdepartmental communication can be ensured.

(vii) Act as Lubricant

To make effective, departments must be developed, so that it will act as a lubricant in the way of effectively using horizontal communication.

Communication that takes place between a manager and employees of other workgroups is called diagonal communication. It generally does not appear on organizational chart. For instance to design a training module a training manager interacts with an Operations personnel to enquire about the way they perform their task.

The modern business environment requires organizations to develop effective communication processes to cope with increased employee involvement, flattened organizational structures, advances in communication technology and the move toward an economy based more on knowledge than traditional industrial and service skills. Barriers to communication such as language differences, information overload and strained relationships lead to mistakes, misunderstandings and interpersonal issues. Diagonal communication offers employees the opportunity to communicate effectively with the organizational hierarchy.

Importance of Diagonal Communication

(i) Necessity

Business organizations are highly complex, and so are the projects they undertake. Projects often require the cooperative efforts of more than one department, and of employees of varying levels within the involved departments. Furthermore, a project-group member may have a different status on the project than he has within the organization, so the hierarchy of the project group is less clear-cut than is the hierarchy of the organization. A diagonal communications route allows this functionally diverse group to share information directly, as required for the project’s execution, rather than according to a hierarchy that has little relevance to the project.

(ii) Efficiency

The standard method of communication between a subordinate in one department and a higher-up in another is for the subordinate to engage in upward communications with her supervisor, and for that supervisor to escalate the message until it reaches the level of its intended recipient. At that time, the message reaches the recipient via a horizontal engagement. It’s an inefficient process unnecessarily so, in many cases that risks miscommunication as the message passes from one individual to another. Diagonal communication routes eliminate this inefficiency.

(iii) Speed

The shortest distance between two points is a straight line. Diagonal communication routes are the straight lines that speed communications directly to their recipients, at the moment communication is necessary. Communications that zigzag along horizontal and vertical routes, on the other hand, are vulnerable to the schedules and whims of the individuals who pass them along.

(iv) Challenges

Ultimately, it’s up to management to determine when diagonal communications are appropriate. It’s important to trust diagonal communications to individuals who can be counted on to use them in a cooperative manner, for the benefit of the project, by maintaining the exchange on a formal-communications level.

Grapevine is a form of informal communication, operates both in internal and external informal channels which can contribute to and benefit the organization.

Therefore, it is found in all organizations. It does not follow any prescribed or predetermined rule and spreads any information quickly.

Through the grapevine, information flows in different directions linking almost every one of an organization.

It is governed by social and personal relationships rather than officially recognized rules and formalities.

Grapevine operates both in internal and external informal channels. It passes opinions, suspicions, and rumors that generally do not move through formal channels.

By nature, the grapevine is a channel of horizontal communication.

The term ‘Grapevine Communication’ originated during the American Civil War (1861- 1865). During the period the communication of intelligence information through telegraph was not effective and reliable because the telegraph system was unorganized. Telegraph lines were strung in a haphazard way through the trees like a real grapevine.

The messages received or sent through these lines were often incorrect and confusing. Rumors were rampant during the civil war. Thus any rumor, whatever might be the source, was presumed to be originated from the unarranged telegraph lines or grapevine. Later, in course of time, grapevine communication has become synonymous with informal communication.

Examples of Informal or Grapevine Communication:

1. The manager calls an employee to his chamber and talks with him for sometimes relating to official work. Rumor is spread that the employee will be promoted to higher position ignoring the promotion of other employees.
2. The employees of a company have come to know the profit figure for the year from the accounts department. Somebody among the employees within the company puts some imagination to it and tells others that the company is going to offer bonus to the employees on the basis of profit earned.

Patterns or Types of Grapevine

The grapevine communication is usually horizontal in nature. But it can be horizontal, vertical and diagonal. Prof. Keith Davis has classified grapevine into 4 types.

• Single Strand Chain
• Gossip Chain
• Probability Chain
• Cluster Chain

1. Single Strand Chain

In this type of grapevine communication the information passes through a number of persons like a chain. A tells something to B, who tells it to C, who tells it to D and so on.

It is generally a long chain. The longer the chain the greater is the possibility of distortion of the information.

2. Gossip Chain

In Gossip Chain one person actively conveys information to other persons around him. A circle or wheel-like figure is formed in this communication.

Here, in this picture. A is at the centre and transmits messages to ‘B’, ‘C\ ‘D\ ‘E\ ‘F, ‘G’, and ‘H’ around him/her.

Gossip Chain is generally used when information to be communicated is non-job oriented in nature.

3. Probability Chain

It is a random process in which information may move from one person to any other person or persons according to law of probability. Naturally, in this type of communication, some people of the organization will be informed and some others will remain outside the arena of the communication.

Here, in the illustration, E, F, G and K are outside the communication chain. This chain is used when information is interesting but less important.

4. Cluster Chain

Cluster chain is mostly used and the dominant pattern of grapevine communication. In this type one person tells something to some selected trust worthy persons. Some of these persons may inform a few selected other individuals. Here in the picture, A tells some selected and trustworthy persons, B, C and D. C again relays it to his selected persons, G, H and I. D tells J, a person of his choice. E and F remain outside the cluster.

Importance of Informal or Grapevine Communication

Informal or Grapevine communication is an indispensable part of entire communication system. Formal communication is compared to arteries of a living being, whereas, grapevine or informal communication are like veins. The later is a supplement to the former. Where formal communication fails to operate, grapevine or informal communication is used.

Sometimes, grapevine communication is more effective than the formal communication. In fact, it carries more information than formal communication. Not only is a large volume of information, important and vital information also conveyed through it.

In an organization small groups of people work together. It is quite natural that they will become interested about each other and want to know various information regarding each other’s service condition, salary, facilities available, appointment, retirement, transfer, punishment, etc.

They will also be interested to know any private, secret and confidential information which includes any romantic affair, family disputes, marriage, birth of a child, examination results of their children, special treatment or favour by boss to any member and so on.

The employees generally exchange their views with their peers openly during lunch break or at an interval and get emotional relief from monotony and stress. Thus, the informal or grapevine communication promotes social relationship among the participants. It helps to build up unity, integrity and solidarity among them and boosts up their morale.

Grapevine or informal communication is faster than the formal communication. Being oral in nature, it has little or no cost and can reach maximum number of people irrespective of their positions within a very short time.

Since there is no official procedure and formalities it is not binding and compelling, rather it is flexible and spontaneous. The managers can get feedback from their subordinates quickly on the plan and policies through grapevine. New ideas, suggestions, opinions may come out as people can express their feelings without fear.

Characteristics of Informal Communication

The informal communication has the following characteristics:

(i) It is based on informal relationship.

(ii) It grows spontaneously.

(iii) It takes the form of gossip.

(iv) It is conveyed through conversation, facial expression, body movement, silence, etc.

(v) It does not follow any structured route or channel.

(vi) Small groups are formed with like-minded people in such communication.

(vii) It is direct and fast.

(viii) It is flexible and dynamic in nature.

Advantages of Informal or Grapevine Communication

The advantages of informal communication are pointed out below:

(i) Informal communication, being unofficial and personal, promotes a social relationship among the participants.

(ii) Flow of information is fast and is suitable for emergencies.

(iii) New ideas, suggestions, opinions may come out through such communication as people can express their feelings without fear.

(iv) It can create an atmosphere congenial for work as the relationship between the managers and the employees improves.

(v) The managers can collect information regarding reaction of the workers, attitude of the employees of other departments, intention of peer officers through such communication. It is not possible in the case of formal communication. Thus, informal communication supplements the formal communication to fulfill the objective of the organization.

(vi) Sharing of information in a free atmosphere makes the picture clear, bringing out the hidden dimension of the management, if any. It puts an end to misunderstanding and suspicion.

(vii) It is an outlet of expression of complaints, dis-likings, grievances, etc.

Disadvantages/Limitations of Informal or Grapevine Communication

Informal Communication has the following disadvantages or limitations:

(i) Inaccurate, incomplete and half true information’s are spread through informal communication as everybody interprets it in his/her own way.

(ii) In most cases it is emotional and full of sentiments which can change its meaning.

(iii) No one can be held responsible as it is not possible to find out the supplier of wrong information in the case on an enquiry.

(iv) It is not reliable. The managers cannot depend upon such information as it does not follow any norm and is too loose a system. No decision can be taken depending upon such communication.

(v) It spreads rumors and endangers consolidation and unity of the organization.

(vi) It creates conflicts between groups by spreading rumors against them and reducing their mental strength.

5 Ways to make Grapevine Beneficiary to Organization

1. Providing real news to the grapevine initiators

Managers should identify the people who take an active part in grapevine channels and provide them with real news so that they can transmit real facts to the grapevine channels.

This will eventually, resist transmission of rumor, untrue and distorted messages.

2. Considering grapevine as a pulse feeling tool

Since grapevine is an important source of receiving feedback, managers should use it as a tool for feeling the pulse of the employees.

3. Contradicting the false rumor

If any false rumor occurs in the organization, management should immediately contradict and protest the rumor through formal channels.

As a result, the feeding of false rumors will decrease.

4. Allowing workers in the decision-making process

If the workers are allowed to take part in the decision-making process, they will be well informed of the facts.

In such a situation, there will be nothing to suspect and to create a false rumor.

5. Developing good organizational climate

Good organizational climate impels the employees to develop a sense of belongingness, to maintain status, chain of command and self-respect, and to enhance satisfaction.

All these will facilitate the occurrence of grapevine in the most desired and effective way.

At last, we can say that though the organization cannot hire and fire the grapevine, it can ensure an environment where people can practice grapevine in the most desired and effective way.

Nonverbal communication refers to gestures, facial expressions, tone of voice, eye contact (or lack thereof), body language, posture, and other ways people can communicate without using language.

When you’re interviewing for a job or participating in a meeting, your nonverbal communication is almost as important as your verbal responses. Crossed arms can seem defensive. Poor posture may appear unprofessional. A downward gaze or avoiding eye contact can detract from you being seen as confident.

Employers will evaluate what you do as well as what you say, and you can use your nonverbal communication skills to make the best impression. If your skills aren’t top-notch, you can practice them so you make a positive impression on everyone you meet in the workplace and beyond.

Types of nonverbal communication

The many different types of nonverbal communication or body language include:

1. Facial expressions

The human face is extremely expressive, able to convey countless emotions without saying a word. And unlike some forms of nonverbal communication, facial expressions are universal. The facial expressions for happiness, sadness, anger, surprise, fear, and disgust are the same across cultures.

2. Body movement and posture

Consider how your perceptions of people are affected by the way they sit, walk, stand, or hold their head. The way you move and carry yourself communicates a wealth of information to the world. This type of nonverbal communication includes your posture, bearing, stance, and the subtle movements you make.

3. Gestures

Gestures are woven into the fabric of our daily lives. You may wave, point, beckon, or use your hands when arguing or speaking animatedly, often expressing yourself with gestures without thinking. However, the meaning of some gestures can be very different across cultures. While the OK sign made with the hand, for example, conveys a positive message in English-speaking countries, it’s consider offensive in countries such as Germany, Russia, and Brazil. So, it’s important to be careful of how you use gestures to avoid misinterpretation.

4. Eye contact

Since the visual sense is dominant for most people, eye contact is an especially important type of nonverbal communication. The way you look at someone can communicate many things, including interest, affection, hostility, or attraction. Eye contact is also important in maintaining the flow of conversation and for gauging the other person’s interest and response.

5. Touch

We communicate a great deal through touch. Think about the very different messages given by a weak handshake, a warm bear hug, a patronizing pat on the head, or a controlling grip on the arm, for example.

6. Space

Have you ever felt uncomfortable during a conversation because the other person was standing too close and invading your space? We all have a need for physical space, although that need differs depending on the culture, the situation, and the closeness of the relationship. You can use physical space to communicate many different nonverbal messages, including signals of intimacy and affection, aggression or dominance.

7. Voice

It’s not just what you say, it’s how you say it. When you speak, other people “read” your voice in addition to listening to your words. Things they pay attention to include your timing and pace, how loud you speak, your tone and inflection, and sounds that convey understanding, such as “ahh” and “uh-huh.” Think about how your tone of voice can indicate sarcasm, anger, affection, or confidence.

Characteristics of non-verbal communication

Non-verbal communication is any information that is communicated without using words. The important characteristics of non-verbal communication are as follows:

(i) No use of words

Non-verbal communication is a communication without words or language like oral or written communication. It uses gestures, facial expressions, eye contact, physical proximity, touching, etc. for communicating with others.

(ii) Culturally determined

Non-verbal communication is learned in childhood, passed on to you by your parents and others with whom you associate. Through this process of growing up in a particular society, you adopt the taints and mannerisms of your cultural group.

(iii) Different meaning

Non-verbal symbols can many meanings. Cross-culture aspects give various meanings to same expression in respect of non-verbal communication.

(iv) Vague and imprecise

Non-verbal communication is quite vague and imprecise. Since in this communication, there is no use of words or language which expresses clear meaning to the receiver.

(v) May conflict with verbal message

Non-verbal communication is so deeply rooted, so unconscious, that you can express a verbal message and then directly contradict it with a nonverbal message.

(vi) Largely unconscious

Non-verbal communication is unconscious in the sense that it is usually not planned nor rehearsed. It comes almost instantaneously.

(vii) Shows feelings and attitudes

Facial expressions, gestures, body movements, the way you use your eyes all communicate your feelings and emotions to others.

(viii) Informality

Nonverbal communication does not follow any rules, formality or structure like other communication. Most of cases people unconsciously and habitually engaged in non-verbal communication by moving the various parts of the body.