Business Communication 2003 Final

8/8/2019 Business Communication 2003 Final

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Channels and Networks of communication


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Downward communication flows from top ofthe organization down through various levelsto the bottom along the scalar chain. It

relates to-Instructions relating to job.

Feedback of performance.

Reprimands and criticisms.

Organizational policies, rules &

procedures.


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Help`s in explaining the organization`s policies, plans andprograms, work methodologies to the members .Used to control the activities of the subordinates .

Helps the subordinates to know what is expected of them,and puts a check on the unreasonable demands.Bring satisfaction to people and helps motivate them.


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Weaknesses

Downward communication

he major weakness of downward communication isthat the information has to pass through various

hierarchical levels, and is interpreted and reinterpreted

at each intervening levels. The message may possibly

reach the bottom in a distorted and changed shape.


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It flows from a subordinate to the superiorthrough middle managerial levels along

the line. Such communication is of twotypes-:

Feedback of information.

Voluntary communication.

Upward communication

(Complaints, suggestions, opinions,ideas, reaction to a particular policy or

rules)


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President

Vice President

(Sales)

Stores Marketing

Vice President(Human

Resource)

Vice President

(Finance)

AccountingPurchase &inventory

AdministrativeAssistant

** Upward arrows showing flow of communication.**


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Strengths

It helps the top to know the attitudes, behaviour,opinions, actions and feelings of the workers on the job.

It creates confidence and trust in the superiors.

It develops confidence among subordinates that theyconvey their feelings and messages to top level oforganization.


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Weaknesses


Upward communication is ignored or coloured at theintermediate levels .oTop management is quite unwilling to listen to the juniors.oIt may contain negative points which adversely affect the person atthe intermediate level.

Hesitation in communication with superiors.oLack of social and verbal skill.

oGeneral belief that the management will not respond to

subordinate`s suggestions.


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Horizontal communication

Communication refers to communication betweenvarious departments or units representing the samelevel, or people within the same or different

departments ,without having a superior-subordinate relationship. It flows between personat the same hierarchical levels.


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President

Vice President(Sales)

Stores Marketing

Vice President(Human

Resource)

Vice President(Finance)

AccountingPurchase &inventory

AdministrativeAssistant

**Horizontal or lateral arrows showing flow of communication.**


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Strengths

It helps in coordinating the activities of differentdepartments at the same level.

Different departmental heads may sit together and

thrash out problems of wastage of time, money, labourand material.



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Weaknesses

The difference in approach and vision of differentfunctionaries .



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Oral communication

It occurs through the spoken word. In this ,the twoparties to communication, the sender and the receiver,exchange their views through speech, either in face to

face communication between individual andindividual, or between an individual and a group or bymeans of any device.


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Advantages

Oral communication

Fastest form of communication.

It is more effective communication system.

It allow the parties to get immediate feedback.

It is the only way out during an emergency.It helps in improving the motivation of people andgenerating a sense of participation.


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Disadvantages

There is no documentary proof of oral communication.Conveying lengthy message is inconvenient.Sometimes it is very time consuming.

There is possibility that spoken words are not clearlyheard or understood, or may be taken in other sense.

Oral communication


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Written communication

Written communication is another way of communication , it isundertaken when oral communication cannot reach each and everyperson concerned. It includes written words, graphs, charts,

manuals, reports, diagram, pictures etc. It is the most common form

of communication used in an organization. It should posses fourimportant characteristics i.e. clear, complete, correct and to beintangible.


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Advantages


Written communication posses the quality of beingstored for future reference.

It gives more time to the receiver to think, to analyse.

It is the only mean of sending lengthy messages.It is more orderly and explanatory.


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Disadvantages


Written communication is very time consuming.Everything cannot be put into writing.It cannot remain confidential .

It is not flexible and result in red- tapism.


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Formal communication

Formal communication is closelyassociated with a formalorganizational structure. The

communication flows throughofficially recognized positions alongthe line in the organization. It is thepath of the line of authority linkingtwo positions in the organization.All downward, upward, and lateralcommunication flow through thischain. It is straight forward officialand always precise.


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Advantages


It helps in maintaining the authority of line executivesover their subordinates.Better understanding and effective communication.

Since an executive better informed about theorganization and its problems than the subordinates, abetter solution can possibly be found easily.


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Disadvantages


It increases the workload of the superior.There are more points of filtering the message.Chance of red- tapism and delay tactics.Long chain may adversely affects the relations ofexecutives and subordinates.


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Informal communication

Informal communication includes instance of free, unstrainedcommunication between peoples. It is free from all formalities.No formal chart is followed to convey message. Informalconversation have not any boundaries of time, place or even

subjects. It is also known as grapevine communication.


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Advantages


Communication is faster.It is multi dimensional.It is dynamic and react

quickly.At times, it may supplementthe formal channel.


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Disadvantages


It very often carries half truth, rumors and distorted factsat an fast rate.Productivity of an organization may affected.

It is not trustworthy always.


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Query ?

How?How?


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Documents

Business Communication 2003 Final