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INDUS UNIVERSITY

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 Course Name

• Teacher • English
• Semester Faculty
• Credit Hours • Spring 2024
• 03

Faculty of Management Sciences, Indus University 3

 Assessment

• Assignment/Report • 10
• Group Discussion/Class Participation• 05
• Presentation • 05
• Quiz/CAT • 10
• Mid Term Exam • 20
• Final Term Exam • 50

Faculty of Management Sciences, Indus University 4

 Types Of Communication
 Intrapersonal Communication

 Interpersonal Communication

 Extra personal Communication

 Mass Communication

 Organizational Communication

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 Intrapersonal Communication
Intrapersonal communication is all about talking to ourselves. We use
phrase like, ‘telling ourselves the truth’ or ‘admitting the truth to ourselves”
reflects human self-awareness.

Prefix ‘intra’ means ‘within’ hence intrapersonal communication is

‘self talk’.

It is the active internal involvement of the individual in symbolic

progressing of messages. The internal thought process keeps on
working even at the sleeping hour.

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 Interpersonal Communication

It involves two parties-a sender and a receiver who use

common language to transit message either through oral
communication or written communication.

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Interpersonal Communication
 Extra-personal Communication:
 Communication is a process that takes place with human . entities and non-human entities as
well. When communication is done with non-human entities it is called to be extra personal
communication.

 The perfect coordination and understanding between human and non—human entities results to
extra personal communication. In this communication one participant of the communication
process uses sign language and the other is verbal.

 For example:

 the bark of a pet dog when something happens to the master,

 wagging of the tail when master shows bone to the pet dog,
 licking of cheek at the returning of master from the work field,
 chirping of birds when a stranger is at the door,
 Parrot calling the name of the master in the morning, etc.

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 Mass Communication:

Mass communication involves the use of media that reach large numbers of people,
usually far removed from the sender; e.g. radio, television, newspapers, books, film,
internet, etc. Newspapers, magazines and periodicals, the means of mass
communication. are frequently used
for oral or written communication.

Besides, technologies such as the internet, e-mail. voicemail, faxes, audiotape,

teleconferencing, videoconferencing and closed circuit televisions have increased
options for internal and external communication. These fast means help people from all
parts of the world to work together.

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Organizational Communication:

 In a team-based business organization, communication becomes its lifeblood where people

communicate with one another.

The flow of communication inside an organization may filter in up, down and horizontal

directions.

Besides internal communication. companies depend on external communication also.

Companies exchange messages with people outside the organization through external

communication.

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 Forms of Communication
 Communication is divided into external and internal communication.
 External Communications are those communications which are occurring
outside the organization like communication with other companies, with
government, general public etc. Internal communications are those which are inside
the organization.
 Internal Communications are further divided into two parts, formal or official and
informal
 Formal: Formal communication flows along prescribed channels which all members
desirous of communicating with one another are obliged to follow.
 Informal: Along with the formal channel of communication every organization has
an equally
effective channel of communication that is the informal channel often called grapevine,
because it runs in all directions—Horizontal, Vertical, Diagonal. It flows around
water cooler, down hallways, through lunch rooms and wherever people get together
in groups. 19
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 Formal Communication
 ADVANTAGES:
 It passes through line and authority and consequently ensures the maintenance of authority as
well as accountability of the executives’ in-charge.
 It helps to develop intimate relations between immediate boss and his subordinates.
 It keeps uniformity in the dissemination of information.
 It flows systematically and the information is trustworthy.
 Source of information is known which creates harmony amongst the employees.

 DISADVANTAGES:
 Increases the workload of various managers as communication is to be transmitted through
them.
 Widens the communication gap between the executives and employees at the lower level.
 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.

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 Types of Formal Communication

 Downward Communication

 Upward Communication

 Horizontal/Lateral Communication

 Consensus

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 Downward Communication

 When the communication flows from higher level to lower level, it is called downward

communication.

 Order, individual instructions, policy statements, circulars etc. fall under downward

communication.

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 Upward Communication

 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.

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 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.

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 Consensus
 When a number of people irrespective of their status, sit down and confer with one another to
arrive at a decision acceptable to all, it is called consensus.

 The format of these communications is predetermined and can not be altered.

Consensus involves consultation

 Chief executive takes up the problem and analysis it to understand.
 Collect additional facts and information.
 Try to find out various means to solve it.
 Find alternatives.
 He contacts the members individually or invites them to a meeting.
 Problem is spelled out to the members.
 To carefully listen all members view.
 Arrived at solution.

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 Informal Communication/Grapevine

 Factor responsible for the grapevine phenomenon:

 Feeling of certainty or lack of direction when the organization is passing through a difficult
period.

 Feeling of inadequacy or lack of self confidence on the part of employee, leading to the formation
of gaps.

 Formation of a clique or favoured group by the managers, giving other employees a feeling of
insecurity or isolation.

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 Forms of Grapevine Communication

 Single chain

 Star/Gossip chain

 Cluster chain

 Probability/Random chain

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 Single Chain
When one person passes certain information to other and they treat the message
as cIn this type of chain ‘A’ tells something to ‘B’ who tells it to ‘C’ and so on it
goes down the line.

This type of communication flows from one person to another person through
single chain orcommunication flows one by one.

When ‘A’ tells something to ‘B’ who tells it to ‘C’ and so on.

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 Star/Gossip Chain

In this type of chain person speaks out and tells everyone the information he/ she has
obtained.

This chain is often used when information or a message regarding an interesting but

non job related nature is being conveyed. Sometimes it also called gossip chain.

Sometimes it also called gossip chain.

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 Cluster Chain

In this type of chain ‘A’ tells something to a few selected individuals who again
inform a few selected individuals.And the information flows in similar manner to other
individual.

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 Probability/Random Chain
 The probability chain is a random process in which a transmission of the information to other

in accordance with the laws of probability and then these tell still others in a similar manner.

 The chain may also be called random.

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Characteristics of Grapevine Communication

 Some general characteristics of grapevine communication are:

 Contradictory Information
 Distortion
 Extensive
 Extra Ability
 Flexibility
 Huge Impact
 Large Receivers
 Oral Way
 Speed
 Unsaid Information

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 Contradictory Information

 The same information which is transmitted through formal chain can be distorted and therefore can
raise contradiction if it passes through grapevine.

Distortion

 Information spreading through grapevine is like to be distorted as it moves point to point, terminal to
terminal or person to person

Extensive

 Grapevine links the whole organization very quickly.

 From top to bottom of an organization, nobody is left from the touch of grapevine.
 That’s why sometimes grapevine communication is considered very effective communication.

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 Extra Ability

 Grapevine can pierce the strong security and can fly from mouth to mouth very easily.

 It has more ability to spread throughout the whole organization.

Flexibility

 It is more flexible than formal channels because formal channels require various formalities

whereas grapevine is free from those formalities.

 Gossiping, sharing moments or conversation are enough to create a grapevine.

Huge Impact

 A large number of employees in an organization depends on the grapevine because they consider this

as the primary source of information as well as the reliable channel to communicate about the facts

and events within the firm.

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 Large Receivers

 As the text or essence of grapevine is catchy, there exists a large receiver to deal with it.
 A huge number of individuals are always there to take part in grapevine.

Oral Way

 Grapevine uses oral techniques more rather than written or non-verbal techniques.
 As oral communication involves less time, grapevine is likely to be dependent on oral mode.

Speed

 Information moves very quickly through the grapevine.

 Grapevine runs faster than the wind.

Unsaid Information

 Grapevine normally carries those information that formal communication does not wish to convey.
 Information based on fabrication or rumor is supposed to be transmitted more in a better way
through grapevine.

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 Importance of Grapevine Communication

 Grapevine communication is based entirely on feelings and emotions; hence their importance
can never be denied in any organization of any size.

 Humans are social animals, and we have the urge to communicate with others.

 You can’t always talk formally to others in your workspace, as it may turn monotonous to an
extent. Hence there arises the need for informal, i.e., grapevine communication.

 Grapevine communications come handy in strengthening the relationships in an organization

– both among the employees and between employees and authorities.

 This not only enhances the efficiency of employees but also creates a friendly environment
within the organization.

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 To cool down the surge emotions, employees should have a medium to talk to their colleagues
informally – grapevine is useful there. The information passes rapidly in grapevine
communication.

 Every role within an organization holds a set of messages that employees should share–
grapevine is helpful there.

 Such messages are essential for the proper functioning of the organization.

 One of the excellent examples is the role of a secretary – he holds specific vital messages that
should be transferred informally for smooth functioning.

 There are talkative people everywhere; you can’t deny that. Grapevine communication helps
there urge to talk.

 Grapevine communication is suitable for employee’s mental health; hence organizations

promote this form of communication to boost the overall efficiency of the organization.

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 Advantages of Grapevine
Communication

 Advantages of grapevine communication are:

 Group Cohesiveness

 Propagate Quickly

 Quick Feedback

 Spreads Rapidly

 Substitute for Formal Channel of Communication

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 Group Cohesiveness

 Gossips, which is a form of grapevine often becomes the main reason for bringing people
closer and making them friendly.
 Gossip increases interaction between the employees which directly increases workability of
any organization.
Propagate Quickly

 One of the most important benefit of grapevine communication is that it keeps the employees
updated.
 Any news, good or bad reaches everyone and allows them to respond according to it.

Quick Feedback

 Every action has an equal and opposite reaction,, and in the case of grapevine it is quick too.
 The feedback of the rumor reaches in no time back to the person from where the rumor
originated.

Spreads Rapidly

 Being a channel free from documentation and hierarchal barriers, grapevine serves as the
fastest medium of exchanging thoughts and information within and outside an organization.
Substitute for Formal Channel of Communication

 As we all know that formal communication is time-consuming as it is full of formalities.

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 Disadvantages of Grapevine
Communication
 So, we came across numerous benefits of grapevine communication, but it also holds certain
disadvantages that are listed below:

 Almost no secrecy

 Information spreads quickly

 Misunderstanding and emotional breakdown

 Rumors and not fact-based

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 Almost no secrecy

 The communication mostly occurs in open discussions; hence maintenance of secrecy is almost

impossible.

 Moreover, this form of communication is not backed by any rules; hence it is impossible to

control the spread of information.

Information spreads quickly

 This is an advantage as well as a disadvantage of grapevine communication.

 If a rumor gets going, it won’t take long until the rumor is there in the whole organization.

 Now, if the information is not correct or inappropriate, it can be a disaster.

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 Misunderstanding and emotional breakdown

 This form of communication follow no formal rules; hence misunderstanding may arise quite
often. If the information is emotionally unhealthy for someone, then it may lead to an
emotional breakdown.
 Since the information is mostly partial and not-backed by facts, the chances of
misunderstanding are high.
 This form of communication can hurt others emotionally hence develop an adverse culture in
the organization, which is not good.

Rumors and not fact-based

 Information that spread in grapevine communication is often based on rumors and is mostly
incomplete information.
 Hence the interpretation of the information can be distorted, which could be detrimental for
the organization.

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 Other Disadvantages
 It may provoke sudden unexpected and unwanted reactions from emotionally unstable persons.
 Grapevine is sometimes dangerous to the organization health if permissible to grow without
monitoring.

 It has the potential to spread irrelevant gossip.

 It may result in personal vilification and character assassination of persons.

 Grapevine channels can be moderated but not eradicated.

 Grapevine channel exaggerates or distorts the message content.

 The grapevine communication among the employees and employers cannot be stopped even though
the upper level of management put an effort on it. Communication is after all, a natural human
activity.
 There are several ways on how to deal with grapevine communication and next it can be used as a
medium channel between the employer and employee in the organization.
 The organization should not eliminate the grapevine communication because it can help the
employees in doing their work.

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 Class Activity
 Explain what sort of communication you would use in each of the following situations:

1. getting the reactions of the office staff - six people in all - to a new computerized information system;

2. congratulating an employee on passing an important professional examination;

3. reminding staff of the procedure for making and paying for personal telephone calls at work;

4. telling working colleagues about a university welcome /farewell party;

5. explaining the location of a hotel where your company is holding a conference;

6. reminding a colleague that you are meeting for lunch tomorrow to discuss a new product;

7. putting a nervous visitor at ease.

 You are the health and safety officer of a small electronics company. What kinds of
communication would you use to make sure that your staff are fully aware of the need for
safety at work? Give full reasons for your answer.

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Thank You

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