1. Slides By Rana Usman Sattar
Student Of BBA(Hons)
PMAS Arid Agriculture University
Rawalpindi
Gmail: ranaa.usman@gmail
Facebook: usman.shan86@yahoo.com

2.  To increase employees’ job performance and
effectiveness by updating their knowledge
 To promote employees’ sense of belonging and
commitment
 To effect changes smoothly
 To motivate and create a sense of identification
with the organization’s goals
 To inform and convince employees about decisions
and the reasons behind those decisions
 To develop employees’ clear understanding of
their roles and future growth opportunities in
the organization
 To empower employees with information on
development and activities

3.  Internal
 Communicating with superiors
 Communicating with sub-ordinates
 Communicating with colleagues
 Communicating between departments
 External
 Interacting with customers
 Dealing with government agencies and departments
 Handling suppliers
 Dealing with the public
 Communicating with the press

4. Internal Communication
Formal Informal
Vertical Horizontal
Upward Downward

5.  When the information is communicated
through the hierarchical lines of authority
 Covers an ever widening distance as
organizations grow
 Keeps the higher level managers from getting
bogged down with unnecessary information

6.  Along with formal channel , every
organization has informal channel of
communication that is equally effective
 Not officially sanctioned and quite
often discouraged or looked down upon
 Named as grapevine as it runs in all
directions

7. Advantages Disadvantages
 Satisfy the information
needs of the organization  Time consuming and
 Integrates the expensive
organization  Increases the workload
 Coordination and control of line supervisor
Sorts the information for

 Information may get
high level executives
 Restricts unwanted flow distorted
of information  Creates gaps between
 Reliability and accuracy of top executives and
information lower subordinates.

8.  Vertical
 Downward
 Upward
 Horizontal

9. Objectives:
 To give specific directions about the job being
instructed to the subordinates
 To apprise the subordinates about their
performance
 To explain organizational policies and
procedures

10. Written Oral
Eg instructions Eg instructions
Memo Speeches
Letters Meetings
Handbooks Telephone
Pamphlets
Policy statements
Procedures
Electronic news display

11.  Delay
 Loss of information
 Distortion
 Under Communication
 Over Communication
 Built-in Resistance
 Disinterest
 Laziness
 Negative feeling towards the subordinate

12. Objectives:
 Receiving suggestions
 Providing feedback
 Greater Harmony
 Outlet for pent-up emotions
 Projects a caring image about the company
towards the subordinates
 Ensures accountability within the organization

13.  Requests
 reports
 proposals
 feedback
 suggestion box
 exit interviews
 grievance committee

14.  Employees are reluctant to express
 Delay, Distortion and Filtering
 Bypassing and suspicion
 Fear of superior
 Fear of being interpreted as
Personal Incompetency

15.  Transfer of information horizontally from one
department to the other
 Main objective is developing teamwork and
promoting group coordination within an
organization
 More casual in tone and occurs more frequently
 Saves time and facilitates cooperation
 Carried out through informal
discussions, management gossip, telephone
calls, teleconferencing, memos, routine meetings…

16.  Provides better understanding between the
employees
 Enables a sense of belonging
 Enables coordination between different
departments and ensures team work
 Helps the people to share relevant and
important information
 Helps the business to grow
 Helps people of the same organization to solve
common problems

17.  Informal channels transmit official
news through unofficial and informal
communicative interactions known as
grapevine
 Includes teatime gossip, casual
gatherings, lunch time meetings
 Such channels more active in
organizations which are not transparent

18. Y E
C
E K J
G H
D G I
D F H I
C X B
C F B D I
B B J
A K J D
A
Single Strand Gossip A C F
Probability Cluster
A

19.  Is the way in which most people
view the grapevine
 Message is passed from one person
to another along a single strand
Y
D
C
B
A
Single Strand

20. One person passes information to
all the others
E
G
D F H I
C
B J
A K
Gossip

21. Each person tells others at
random E
C
K
H
G I
X
F B D
J
A
Probability

22. J
B I
D
C F
Cluster A
 Most popular pattern of grapevine
 Refers to that flow of communication in which
some people tell a selected few of others
 Which individuals are active on the grapevine
often depends on the message
 Eg: a message that sparks the interest of an
employee may stimulate him/her to tell
someone else, whereas another message that
is perceived to be of lesser interest may
never be transmitted further

23.  Strengthens the solidarity of workers
 Provides emotional relief
 Speedy transmission
 Support to other channels
 Less expensive than formal channels
 May give some information that you may find
otherwise difficult to collect through formal
channels
 Quick Feedback

24.  Less credible
 Incomplete Information
 Distorted information
 Fast spreading nature can cause damage
to the organization
 Loss and wastage of time
 May hurt people

25.  To be used as a supplementary
channel only
 Information to be verified for the
facts and source
 Should not be ignored
 Employees using this channel should
not be threatened or encouraged
too much

26. Some managers believe they can’t maintain their
authority if their employees feel overly
comfortable with them. They fear that if they
become friends with employees, a line of authority
may be crossed. They think that their role
necessitates a professional transformation in both
behavior and mental attitude. They send only
structural messages, never relational messages, to
subordinates. Other managers believe that
friendships with their employees can be productive.
They think the exchange of relational messages
increases morale and motivation and encourages
employees to provide productive feedback.

27.  Can a manager develop friendships with employees
and still command respect?
 Many employees seem to prefer managers who are
sensitive and caring, but still “take care of
business.” How can this blend of caring and
competence be achieved?
 Is it necessary to alter your behavior and/or
personality to be successful business manager in
today’s organization? Explain your viewpoint.
 If some change is necessary to achieve
professionalism, what aspects of your behavior and
attitude need to be modified? Explain why these
changes or new behaviors are necessary.

28.  Gopal, Namita, 2009: Business Communication;
New Age International Publishers (Chapter 5)
 Chaturvedi, P. D. and Chaturvedi, Mukesh, 2009
reprint: Business Communication, Concepts, Cases
and Applications; Pearson Education. (Chap. 3)

29. THANKYOU