B.Com 1st Year Self Development And Communication Short Question Answers Notes

Influence of Formal Communication Network: The formal channels influence the electiveness of communication primarily in two ways. In the first place, the formal channels cover an ever widening distance as organisations grow. For example: Effective communication is generally far more difficult in a large retail organisation with branches spread far and wide than in a small or big department store located at one place. Secondly, the formal channels of communication can actually inhibit or stand in the way of free flow of information between organisational levels. For example: In a big factory, an assembly-line worker will communicate a problem to a supervisor rather than to the plant manager. Higher-level managers may sometimes not even come to know something of vital importance as and when needed. On the positive side, there are many advantages also. The formal channels, by virtue of their tendency to monitor and filter information, keep the higher-level managers from getting bogged down with it.

Essentials of Formal Communication: The communication is a two-way process consisting of seven elements:

1. Sender: Sender is the person who has an idea which he wants to share with others. Sender is the beginner of the communication process.

2. Encoding: The sender must take the help of words or non-verbal methods to shape his idea in a message. This is done by the process of encoding.

3. Message: The idea transformed into a presentable form is the message. It can be verbal (written or spoken) or non-verbal (body language, silence).

4. Channel: The medium through which the message reaches to the receiver is the channel,

5. Receiver: The person to whom the message is intended is called the receiver.

6. Decoding: The receiver understands/misunderstands the message by the process called decoding. It is the reverse action of encoding where the message is reconverted into idea.

7 Feedback: The response of the receiver after decoding the message is called feedback. The process of communication ends when this feedback reaches back to the sender.

Q.11. Define grapevine. Give its merits and demerits.

Or What do you understand by Grapevine? (2016)

Ans. Grapevine: Man is by nature gregarious as he likes to move in groups. Whenever two or more persons meet, they tend to talk on various topics. As a result, there arises a secondary network of information in the organisation. This network represents informal channel of communication, which exists side by side with formal channel of communication. Such an informal communication is known as Grapevine.

Merits of Grapevine: The merits of grapevine are as follows:

1. Speedy Transmission: Informal channels of communication transmit information very fast, This is because the message has not to pass through any prescribed routes. A rumour spreads like wild fire. As soon as an employee comes to know something which he feels is confidential or ‘top secret he communicates it to his colleagues. Sometimes, managers also transmit information by using “just between you and me’ remarks.

2. Valuable Feedback: Managers can obtain useful feedback concerning their decisions and actions through the grapevine. Informal channels provide feedback much faster than the formal channels.

3. Psychological Satisfaction: Informal communication draws employees closer to each other and creates in them a sense of belonging. It strengthens group identity and maintains the organisation as a social entity.

4. Support to Formal Channels: The grapevine serves as a supplementarycommunication. The formal channels of communication impose certain constraints on the free flow of information and take more time. Grapevine can be used to transmit information which is considered unsuitable for the formal channels of communication.

Demerits of Grapevine: The demerits of grapevine are as follows:

1. An unconfirmed report spoils the authenticity of the factual message which can adversely affect the organizational image.

2. Any unconfirmed oral information is seriously taken which is always misleading and cannot be trusted.

3. The organisational policies and the secrecy of decisions are at stake owing to such informations adultered with rumours. It also poses a threat to the image of the organisation and sabotages the management planning.