THE INFORMAL CHANNEL

GRAPEVINE

CHARACTERESTICS

INFORMALSPONTANEOUSADJUNCT TO FORMAL CHANNELMULTI-DIRECTIONALMOSTLY INTRA ORGANIZATIONAL

FACTORS RESPONSIBLE FOR GRAPEVINE PHENOMENON

Insecurity and lack of direction in organization

Inadequacy and lack of self confidence in individual

Formation of favored groups or coteriesUnusual or unexplained events in

organizationPersonal problems of employees

WHY THE GRAPEVINE GROWS

The human mind is ever active and full of ideas.

The tendency to communicate and share these ideas is natural and in born.

Individuals look for like minded people to share feelings, fears, aspirations and problems.

TYPES OF GRAPEVINE

There are four types of grapevine chains:

Single strand chainGossip chainProbability chainCluster chain

SINGLE STRAND CHAIN

A B C D E

This chain consists of one on one interaction. In it A says something to B who then relays it to C and so on. It is the least accurate of the four chains and with the increase of transit points the chances of distortion and deletion increase.

GOSSIP CHAIN

A

BC

D

E

G

F

This chain is characterized by a

group of people gathering to discuss matters of mutual interest. Here one person seeks out

and tells everyone the news that

he/she has gathered. It is used to relay interesting

bits of news that may not be job

oriented

PROBABLITY CHAIN

A

CD

B

Message is passed on randomly without

direction or method. The choice of

recipient depends on the sender’s will,

situation or context. Sender is indifferent to or not interested in the receiver he

chooses.

CLUSTER CHAIN

A

B L

D

EP

This is the most popular grapevine pattern . Information is passed on a selective basis to a

few members only. The first sender informs a few chosen

individuals who again pass on the information to individuals of their choice or keep the information to themselves. Choice of recipient

depends on the content and intent of the message as well as the

relationship b etween the members of the group or coterie.

ADVANTAGES OF GRAPEVINE

Speedy transmission- Rumours travel fast and spread like wild fire. Management often takes advantage of the desire to know secrets by planting information on grapevine through deliberate leaks.

Feedback value- Free and frank opinion about policies, decision, and events is relayed through grapevine. It helps the management to understand the pulse of the organization.

Support to official channels- grapevine functions as a supplement to official channels and does away with the restrictions that bind official communication.

Cont….

Psychological satisfaction- Grapevine disperses stress and tension and makes the work environment healthy. It is a channel for articulating frustrations, fears, reservations and elation.

Uniting force- It brings together various elements in the work force in a matter of common interest and helps in binding them into a unit.

Builds relationships- Personal relationships beyond the purview of hierarchy can develop. This helps build up public relation.

Creates ideas- Ideas and expectations in grapevine prove invaluable for decision making and planning.

DISADVANTAGES

Not taken seriously- Lack of credibility is in built in the grapevine system. Information is spread through word of mouth so it can be contradicted.

Incomplete information- Based as it is on rumours and conjectures, grapevine seldom carries complete information.

Distorts information- As it is unofficial, informal, unauthenticated, it is liable to distortion of information in accordance with personal perceptions and relationships.

Cont…

May prove to be counter productive- Official information is conveyed at the right time and place for greatest effect. Leakage through grapevine can damage an organization’s well being and upset plans.

Chances of misinterpretation- Every individual passing the information adds or deletes information according to will.

Lack of accountability- Rumours have no source point. Informal communication does not allow fixing responsibility structure and in case of default it is not possible to find the source of information.

EFFECTIVE USE OF GRAPEVINE

To keep employees up-to-date with organizational policy matters plans, and prospects in order to check speculation.

Regular group discussions and brain storming sessions boost morale and self confidence as well as decrease small talk.

An open door policy devoid of favouritism helps percolation of ideas.

Setting aside time for personal concerns and queries improves time management and productivity.

Use Cont…

Use feedback- Managers can use feedback from grape to monitor their effectiveness and identify individuals for delegation of work.

Associate employees in decision making- Before decisions are made opinions on grapevine can be taken into consideration. This brings in the double benefit of feedback from ground level and employee satisfaction.

Set limits- Be firm and strict about the extent of grapevine accepted in the organization.

Tips for dealing with Grapevine

• Listen to whatever is being said without getting too emotional or losing your temper. You don’t know what message will get sent back through the grapevine.

• If the information is accurate, don’t go on a witch hunt to find the leak. You can’t close the grapevine down, but you can put a crimp in access to it.

Dealing with Grapevine

• If the information is totally false, don’t make a public denouncement. Nothing cuts a grapevine deeper than a completely false story.

• Pump as much accurate information into the system as you possibly can. Prevent rumors by consistently leveling with employees. Correct false rumors immediately. Communicate in person whenever you can. Memos, e-mail messages, and comments that get passed through numerous people are usually wide open to interpretation

Dealing with Grapevine

Don’t try to kill the grapevine. It’s human nature for people to want to exchange “inside information” about what’s happening in the office. Too many attempts to manage the flow of information will make employees suspect you’re covering something up.