Flow, Networks of Communication and Grapevine

Communication can further be categorized as follows:

1- Intrapersonal communication: When communication takes place

within the individual, it is said to be intrapersonal communication. When a
message is transmitted by the brain to the other parts of a body, a response
to the instructions of the brain is made in terms of actions.
e.g. when you are feeling hungry and a packet of biscuits is kept on the table,
a massage will be sent by the brain to the hand and the mouth and the
resulted action will make you eat.

2- Interpersonal communication: When communication takes place

between two or more people, it is said to be Interpersonal
communication.

Formal communication: It is generally official. In this type of

communication, a proper hierarchy is followed and the flow of information
or ideas takes place through a proper channel (Chain of command).
The chain of command can be –

(A) Vertical Communication

(1) Upward communication: When communication takes place from the

lower level to a higher level, i.e., the flow of communication is from the
subordinates to the superior, it is known as upward communication.

It is generally in the form of suggestions and requests.

 Importance of Upward Communication

Upward communication plays a vital role in the successful functioning of an

organization in the following ways.

1- Feedback: Upward communication provides valuable feedback to

managers. With the help of this feedback, they can judge whether the
subordinates have understood and followed the orders and instructions
issued to them. Managers also receive useful information related to the
attitude of employees towards the company and its policies.
2- Release of tension: Upward communication provides the employees
an outlet to vent their pent-up emotions and grievances. When mangers
patiently and sympathetically listen to the problems and complaints of
employees, the employees feel happy and satisfied.
3- Suggestion: Managers can get constructive suggestions and
innovative ideas through upward communication. When these
suggestions are implemented and rewarded, employees get a feeling of
participation and a sense of belonging is created. The efficiency of the
organization also increases.
4- Mutual cooperation: Upward communication helps to create greater
harmony and mutual understanding between management and
employees. Cohesion and mutual trust result in cordial relations.
5- Change: When employees communicate freely with their suppliers,
they do not resist new idea as their attitudes become positive. They not
only accept new schemes readily but even work hard to be successful.

 Limitations of Upward Communication

1- Psychological: Certain problems, primarily of psychological nature,

may come up in upward communication.
2- Hierarchical system: Many managers do not like to be ‘told’ by their
juniors. They may not be patient enough to listen to them or may even
 suppress the message sent to them from below. In such a situation, the
employees may feel let down.
(2) Downward communication: When communication takes place from
the higher level to a lower level, i.e., the flow of communication is from the
superior to the subordinates, it is known as downward communication.

These are generally in the form of instructions.

 Limitations to Downward Communication

1) Distortion: Sometimes the message originating from the highest

level gets distorted and may get lost in between before reaching to the
lowest level.
2) Delay: It is time-consuming. Greater are the chances of delay with
the increase in the level of communications.
3) Filtering: Sometimes managers may withhold some valuable
information from the employees. In such a situation, the employees
may feel frustrated, confused and powerless. This may spoil the
employer-employee relationship.
4) Too much or too less information:
 Some superior talk too much, while others talk too little. When a
manager transmits too much information to his subordinates, he
or she may create confusion or may leak confidential
information.
 A manager may withhold some information thinking that it is not
necessary for subordinates to know all the details. Such under-
communication may create apprehensions among employees.

(B) Horizontal or Lateral: When communication takes place among

people of same level, it is known as horizontal communication, for example,
a message conveyed by the head of one department to the head of another
department.

 Advantages of horizontal communication :

1) It helps to create mutual understanding and trust between people and

department.
2) It facilitates cooperation and coordination between different departments
of the organization.
3) It helps in setting interdepartmental and intradepartmental differences
without the intervention of the management.
4) It makes it possible to solve problems at lower levels.
5) It is generally very effective because there are no status barriers. However,
it may degenerate into gossip and rumors. There is a need to avoid such
time-wasting and counterproductive activities.

 Disadvantage of Horizontal communication

1) There is a need to shed ego and communicate freely.

2) Even employee should develop the habit of natural consultations.
3) Departmental needs should avoid unilateral actions and keep each
other informed of their activities and problems.

C. Diagonal or Crosswise: This is also known as crosswise

communication as it flows in all directions regardless of the function and
levels in an organization. For example, direct communication between the
sales manager of a particular department in an organization with the
executive of the H.R. department. This type of communication deviates from
the normal hierarchy but it avoids delayed action.

Advantages of Diagonal communication:

1- Coordination: This crosswise communication serves the
important purpose of coordination through informal meetings,
formal conferences, lunch hour meetings, general notices etc.
2- Practicable: As we know, not all communication takes place
strictly on the lines of organizational hierarchy i.e. downwards or
upwards.

 Disadvantages of Diagonal communication:

1- Fear of infringement: The superior may feel it as an

infringement that his subordinate has been given importance and
he has been bypassed.
2- Anarchy: The lack of accepted procedures may lead internal
anarchy and external animosity.

Advantages of Formal Communication

a. The formal channels account for most of the effectiveness of
communication. Therefore, great care has to be taken in sending
across any letter or report though the ‘proper’ formal channel.
b. Formal channels cover an ever-widening distance as organisation
grows. Through these, it is easier to reach out to the branches of an
organisation spread far and wide.
c. The formal channels, because of their tendency to filter information,
keep the higher-level managers from getting bogged down with it.
d. Formal channels of communication consolidate the organisation and
satisfy the people in managerial position.
Limitations of formal Communication
a. Quite often it is seen that the formal channels of communication
inhibit or stand in the way of free flow of information.
b. We can say that the formal channels are time-consuming. Strict
formality in sending out messages may cost the organisation in terms
of person-hours.
c. The formal channels may also incur a lot of expenditure in terms of
money.
d. There are more chances of red-tapism and delay tactics in this method
because executives generally overlook the interests of the
subordinates. Any information upward or downward favouring
subordinates is more often suppressed or delayed by the superiors.
e. In most of the big organisations, contacts between the top executive
and the subordinates at the lowest are far remote. Very often, they do
not recognise each other. This adversely affects relations between
executive and subordinates.
 COMMUNICATION NETWORKS

 Formal communication network :

1) Chain network: In this type of network, communication is only
possible in the upward or downward direction. It is found in the
hierarchical system where there is a direct line of authority.

2) Y network: This network is found in a multi-level hierarchy and can

combine horizontal and vertical flow of communication. In this type of
communication, two subordinates will report to one superior or one
subordinate can report to two superiors as and when the need arises.

3) Wheel network: In this type of communication, many subordinates of

equal rank, report to one superior but they do not communicate with each
other. It involves horizontal as well as diagonal flow of communication.
4) The circle network: In this network, employees interact with an
adjacent member. Here communication flows horizontally.

5) The all channel network : This type of communication is found in

an organization which is not structured property. Employees are free
to communicate with each other, as there are no restrictions. One can
interact with anyone in the organization.
 Informal communication network or grapevine network:
“Communication that takes place among in an unofficial way and does
not follow a proper chain of command is known as informal
communication.”

 In informal communication, it is difficult to locate the source of the

information, communication flows in all directions. It can be
personal as well as official.
 The Grapevine Network is an essential part of an organization. It
brings out the common interest between the employees and
develops a harmonious atmosphere at the workplace.
 Informal information can be conveyed quickly through the
grapevine network. It helps the manager to know the view and
opinions of his subordinates and efforts can be made to improve the
working conditions accordingly. It increases the efficiency of the
employees.
However, the grapevine network is not positive always as it can create
confusion and doubt among the employees. It can lead to rumors which can
be harmful for the growth of the organization as a whole.
INFORMAL COMMUNICATION OR GRAPEVINE
Factors Leading to the Grapevine Phenomenon
a. Feeling of uncertainty or lack of sense of direction when the
organization is passing through a difficult period.
b. Feeling of inadequacy or lack of self-confidence on the part the
employee, leading to the formation of groups.
c. Formation of a coterie or favored group by the manager, giving other
employees a feeling of insecurity or isolation.

People operating in such circumstances will be filled with all sorts of

ideas and will share them with likeminded companions, at whatever
level they may be. Mostly they find them at their own level, but other
levels are not barred. This type of communication is being seriously
studied by psychologists and management experts.

Merits / Advantages of the Grapevine

a. Speedy transmission: The greatest merit of this phenomenon is

that it transmits information very speedily. A rumor spreads like
wild fire. The very moment a worker comes to know that
something is ‘top secret’ or ‘confidential’, he or she tries to look into
it or have some idea of it and pass it on to others. Thus, it spreads
within minutes. Managers have been known to distribute
 information through planned ‘leaks’ or carefully used ‘just
between you and me’ remarks.
b. Feedback Value: It is primarily through the grapevine that the
managers or top bosses of an organisation get the feedback
regarding their policies, decisions, memos etc. The feedback reaches
them much faster through the informal channel than through the
formal channel.
c. Support to other channels: The grapevine or informal channel
functions as a supplementary or parallel channel of communication.
The formal channels not only take more time but also impose
certain constraints on the process of communication. So, whatever
is deemed to be unsuitable for the formal channels can be
successfully transmitted through the grapevine.
d. Psychological satisfaction: The grapevine gives immense
psychological satisfaction to the workers and strengthens their
solidarity. It draws them nearer to each other and thus keeps the
organisation intact as a social entity.

Demerits / Disadvantages of the Grapevine

a. The information that spreads through the grapevine is less

credible than the one given by the formal channel. Since the
grapevine spreads information through the word of mouth, it
cannot always be taken seriously.
b. The grapevine does not always carry the complete information.
Thus, one may not get the complete picture on its basis.
c. The grapevine often distorts the picture or often misinform. As
its origin lies in the rumour mill, it may spread any kind of stories
about responsible people. In this way, it may spoil the image of
the organisation.

Effective Use of the Grapevine

Whatever be the demerits of the grapevine phenomenon we have to
learn to live with it. We cannot wish it away. On the other hand, a
skillful manager can make effective use of it. Given below are some
hints for it.
1- A tactful manager will keep the employees well-informed so that
rumours may not spread.
2- The management can and should, organise fruitful group activities
so as to enhance the self-worth of the employees and update their
 knowledge. This will go a long way to stop them from indulging in
small talk.
3- The managers should, as far as possible, have an open door policy
without giving the impression of cheap popularity.
4- The manger should tactfully identify the leaders and win their
confidence. This will help him or her in feeling the pulse of their
followers.
5- As far as possible, the employees, through their leaders, should be
made partners in the decision making process.
6- The manager should create a healthy environment where there is
room for personal talk; regular timings may be allotted for this
purpose.
7- The managers should try to get feedback on his style of functioning
and work for continuous improvement.
8- Rumours aimed at character assassination or maligning somebody
must be discouraged.
9- A manager must learn to be a good empathic listener. In this way,
the employees or their leaders will feel free to talk to him rather than
indulge in rumour mongering.
Grapevine or Informal communication network may be of four
types :

1) Single strand chain: In this type of grapevine, the message is conveyed

from one person to another and further on.
2) Gossip: In the gossip network a message is conveyed by one person to
everyone at the same time.

3) Probability: In this type of network, a message is conveyed to the most

influential person, who can then convey it to others.

4) Cluster: In a cluster network, a message is conveyed by a person to a

select or a few people. This is a very common form of grapevine
communication.
 Characteristics of grapevine:

Advantage Disadvantage

1. In general, the grapevine is not If information from the grapevine is

expensive. blindly accepted, it may be
destructive.

2. Rapid Reveals some degree of error

3. Multidirectional Be harmful in case it is baseless or

imaginary

4. If carefully cultivated, is capable Leads to misunderstanding

of resolving conflicts.

5. A measure of public opinion Not reliable, as nobody takes the

responsibility for it.

6. Promotes unity Causes damage to the organization

because of its excessive swiftness at
times (e.g. a baseless rumour that is
not clarified in time will be accepted
as truth causing a negative impact).

Distinction between Formal and Informal Communications

Basis of Distinction Formal communication Informal

Communications

1. Origin Deliberately Structured Spontaneous and unstructured

2. Flow Prescribed Not-Prescribed
3. Authority Official Channel Unofficial
4. Purpose To achieve organizational To satisfy personal needs
Goals
5. Speed Slow Fast
6. Accuracy Accurate and Authentic Often contains rumors and gossips
7. Form Both oral and written Oral