Organizational Communication Structures

Communication Structures

• Downward Communication: Information flows from superiors to subordinates (e.g., memos, directives).
• Upward Communication: Information flows from subordinates to superiors (e.g., reports, feedback).
• Horizontal Communication: Information flows between colleagues across departments (e.g., collaboration, coordinating activities).
• Crosswise Communication (Grapevine): Informal network transcending hierarchy and departments; often through gossip or rumors.

Downward Communication Channels

• Formal Channels: Structured and recognized by the organization (e.g., project submission, official reports).
  • Focus on accuracy, specificity, and comprehension.
• Informal Channels: Less structured pathways for personal information (e.g., instant messaging, gossip).
  • Less controllable, potential for inaccuracies.

Types of Downward Communication

• Giving Orders: Clear directives, avoid debate.
• Giving Recognition: Positive feedback on performance, acknowledging achievements.
• Correcting Behaviour: Providing timely feedback on deviations from expectations, prevents issues from worsening.
• Giving Information: Frequent dissemination of information through various channels (e.g., emails, meetings, internal tools).
• Getting Information: Managers seeking information from employees.

Upward Communication Types

• Giving Oral or Written Reports: Comprehensive, clear, and addressing the receiver's concerns.
• Reporting Periodic Project Statuses: Providing updates with significant changes, detailed explanations when delays occur.
• Reporting Problems, Concerns and Complaints: Detailed problem descriptions, avoiding unnecessary escalation.
• Giving Information: Sharing relevant information, verifying its accuracy.
• Asking for Something: Requesting raises, resources, authority.
• Floating Suggestions and Ideas: Presenting ideas for improvements including benefits, cost-effectiveness, transition plan, and contingency plans.

Formal Directions of Communication with Subordinates

• Issuing instructions.
• Persuading and selling ideas.
• Appraising performance.
• Providing compliments, rewards, and discipline.
• Clarifying intentions and instructions.
• Getting to know subordinates as individuals.

Types of Upward Communication

• Giving oral or written reports: Thorough, clear, and addressing recipient concerns
• Reporting periodic project statuses: Provide updates; note delays and their reasons.
• Reporting problems, concerns and complaints: Report the issue thoroughly; avoid bypassing the designated manager.
• Giving Information: Providing verified and relevant info.
• Asking for something: Requesting important resources.
• Floating suggestions and ideas: Present well-considered suggestions, including anticipated benefits, cost analysis, and transition plans.

Horizontal Communication

• Sharing ideas for improvement.
• Coordinating activities.
• Providing assistance.
• Building relationships.
• Defining roles and goals.
• Improving work processes.
• Investigating and solving problems.
• Sharing and processing information.

Explores communication flow in organizations: downward, upward, horizontal, and crosswise. It details formal (structured) and informal (less structured) downward communication channels, highlighting accuracy needs vs. potential inaccuracy. Also covers types like orders and recognition.