Introduction:-

Que:- For the following tasks, identify the necessary direction of communication (Downward, upward horizontal), suggest an appropriate type of communicate (Casual communication formal interview, meeting workshop video tape, newsletter, Memo, bulleting notice board and so on), and briefly explain your suggestion.

(A) As a Class Representative, you want to announce details about this year’s college Excursion.
(B) As a Literary Direction of your institute, you want to convince your faculty Members of the need for a newsletter.
(C) As a coordinator of Enrichment classes, you want to help your colleagues Understand the institution’s goals and its approach for these classes.

Introduction:-
In organization, the Main purpose of all communication is the generalisation. In order to ensure this welfare, effective communication is needed. And for Effective communication formalities become primary thing. Formality means, Clear working in any of the sections can not directly communicate with the Managing director. Every organization concerned with two types of communication: (1) external communication and (2) internal communication. Externally, it has to communicate with other business houses, bank, the press, etc. And internal communication consists in transmitting information within the organization. Internal communications divide in to two types: (1) formal or official, and (2) informal. Formal communication may move vertically or horizontally. Vertical communication can flow downward from superiors to subordinates or upward from subordinates to superiors.

Types of communication:-

Before we analyses following tasks, it is necessary for us to understand types of communication. Mainly we have four type of communication:

(1) Vertical communication
(2) Horizontal communication
(3) Grapevine communication and
(4) Consensus communication.
Vertical communication again may be divided in to two types up ward communication and downward communication. In addition to these formal channels of communication we have an informal channel often called the grapevine. It dose not arise out of the organizational needs, but it is integral part of communication system. Mostly rumours that are all the time spreading in any organization follow the grapevine .now let us discuss formal channels of communication.

[1] Downward communication:-

Downward communication flows from a superior to a subordinate. It may be either oral or written. Important directives communicated through letters, policies and procedures may be announced through circulars. Manuals, bulletins etc. Order, individual instructions policy statements jobsites etc. fall under downward communication.



[A] As a class Representative you want to announce details about this year’s college excursion

Types of communications:-

Here class Representative want to give information about college excursion. He is going to inform his casements or students of the institute as a class Representative. It means he may get information from his teacher or head of department, and pass it to his casements. Thus here source of information his flow from up to down. So this task falls under down ward communication.

Suggestion:-
As earlier explained that down ward communication flow from superior to subordinate And it may be either oral or written. But the down ward flow of communication is dominated by oral means. Head of department or teacher convene a meeting of the class Representative and gives information about college excursion. In the same way class Representative can also convene a meeting of the all classes of the institute and announce details what he get from his superiors. Like oral he can also use written media like notice board to pass on details or information to the students. As a class Representative he may prepare notes which include important details of college excursion.

How to make it effective:-
Generally in down ward communication a superior may either talk too little or too much about details sometime he may act in presumptuous manner. So As a lass Representative he should keep himself well in formed of the detail and activities, and pass it with confidence and clearly to college students. He will be able to transmit information to his subordinates in effective manner. Loss of information distorts its message. So class Representative mention point wise notice or give clear instruction about details. He should not delay this detail, because he has time limit. So information must be passed in proper time without losing any important topic.

Objective of Communication:-
One of the main and most important objectives of all communication is passing or Receiving information. Here class Representative receives information from teacher and pass it to his class mates so here objective of this task is to pass information. An objective means something that we want to attain or accomplish by affords. For this task we make it clear that it come under down ward communication.

How to make it effective:-

How to make it effective:-
Information includes two aspects Receiving and passing it. So before accepting any piece of information, class Representative should make first him self clear. He clearly understood what he needs to announce? The information that he get is complete or not? Than we going to announce it in passing information he keep in mind that what he pass or announce is accurate or not? It is complete or not and is this information recent properly or not? The means that he uses to pass information is proper or not? Information may be given orally or in written if classes Representative want to announce or pass information orally, he may use video or tape. If tape or mike system available in the institute class Representative use it to inform about detail to students, if various classes have to given information, a meeting may be called and he may announce what he has detail about college excursion.

Grapevine communication:-
The grapevine is basically a channel of horizontal communication, but the fact is that the grapevine dos not follow any set pattern. It follows no setlines not any definite rules but spread like grapevine in any direction any where and spread fast. Professor Keith Davis classifies the grapevine in to four basic types: SINGLE STRAND, GOSSIP, PROBABILITY, & CLUSTER. The single strand chain involves the passing information through long line of person to person A tell B, B tell C…In the gossip chain A actively seeks and tell everyone. This chain is just like while where A is at the centre. The probability chain is a random process. In which A transmits message to other and those other tells to other. In the cluster chain A tells selected person this selected tells to others whom he accepts as a selected.

B] As a Literary Direction of your institute, you want to convince your faculty members of the need for newsletter.

Types of communication:-

Types of communication:-
Above mention task is definitely follow the grapevine communication. Here you can not get information from your subordinate or superiors. But as a literary direction of your institute you feel needs of newsletter. And you have to convince your faculty members about it. To convince anybody about any thing means you show them importance of that thing. Here you are going to convince your faculty members about needs of newsletter so you have to mention good points and benefits of newsletter. Why newsletter is necessary in our institute? What are that benefits of it? What is its important? After clarified this point in your mind you have tell to the person who is in you favours, in this way you can create a group who not against you than all of you can convince other members who do not know value of newsletter. Here you can get feedback because the message you want to spread is become debate.

How to make it effective:-
For effective use of grapevine communication you have to choose any one channel of it like gossip, cluster. Generally the grapevine spread message very fast, but at the same time it can be spread humour. So you need to keep eye on wrong message. In single strand or gossip you directly tell to other, so here chance of humour is not as much as in cluster or in probability. In cluster and probability you tell to your selected and than they tell to other, so misunderstanding can take place & you can not get accepted result. Sometime these misunderstandings become harmful for institute.

Objective of communication:-
In this task you serve two objectives, advice and persuasion. You give advice about need of newsletter, for that you are treys to perceive other about your opinion. In other words persuasion means you make your maximum effort influence others about your beliefs or attitude’s. Thus here you are going to give advice about need of newsletter in your institute.

How to make it effective:-

How to make it effective:-
While offering advice the adviser should keep in mind that he is going to convince his friend and not subordinate. He frankly tells them about good point of his topic and he should accept that they may know about good point of what he is going to say. If advice given in right way it create better understanding between the adviser and his faculty members. Thus adviser gives advice in interesting way so his faculty members can understand welfare of institute. Persuasion his also another important objective of this task. Persuasion is an art which can be learn with great care. You can persuade other if you are able to convince yourself, and your are not rigid you can look at the situation from the others point of view. The communicators discuss the whole issue from the receiver’s point of view. He analyzes the situation to find out why this need arise and what will be the advantages of the newsletter. You do not our whelm him with argument, but show your faculty members needs of newsletter in your institute.

3] Horizontal communication:-
It is the most frequently used channel of communication. Horizontal communication is most effectively carried through oral means. Mostly we have exchange our view face to face, horizontal flow between people at the same level, e.g. between clerk to clerk, between teacher to teacher.

C] As a Coordinator of enrichment classes, you want to help your colleagues understand the institution’s goals and its approach for these classes

Types of communication:-
This task defiantly follows horizon communication. Here you as a coordinator you going to explain institution’s goals and its approach to your colleagues agues. They are neither your subordinate nor your boss or superior. So flow of communication takes place between same levels

How to make it effective:-

How to make it effective:-
As above mention that horizontal communication is generally face to face communication, it means it used oral means more then written. At one level for this task you may follow downward because you as a coordinator going to help you colleagues to understand the integration Goals and its approach you are handle enrich means .you give suggestion for these classes to your colleagues; here you need to motivate your colleagues about approach of enrichment classes.

Objective of communication:-
For this task you serve more than one objective. You motivate your colleagues, you educate then about goals & approach of your enrichment classes and at the same time you are indirectly arise moral among them. Thus this task includes mainly three objectives of communication:
(1) Raising moral
(2) Motivation and
(3) Education.

1] Raising moral:-

1] Raising moral:-
Raising moral include confidence and courage. You as a coordinator of enrichment classes, help your colleagues. You develop confidence among them about result and importance of these classes. For that you encourage them to help you to full fill goals and approach of lasses.

2] Motivation:-
Motivation and behaviour related to each other, your colleagues get motivation from your behaviour. As coordinator you motivate them so that they work willingly and eagerly. A motivated colleague does not need much supervision. He does his work as if it were his own. In the institute motivation make great effect on better result.

3] Education:-
The main purpose of education is to improve skills. It is very conscious process, education in this task mainly based on two levels [1] your level of understanding and [2] colleagues level of understanding. As a coordinator of enrichment lasses you have proper information about goals and approach of lasses. And through your understanding you are going to help your colleagues about goals and approach of lasses. Thus both your level of your understanding and your colleagues’ level of understanding. If you’re not well familiar of goals and approach of classes the result might be failed.

Conclusion:-

Conclusion:-

In short we can divide any communication in four types:
(1) Vertical communication.
(2) Horizontal communication.
(3) Grapevine communication.
(4) Consensus communication.

Vertical communication again may be divided in to two types: [1] upward communication [2] downward communication. Upward communication flow from up to down, from boss clerk downward communication totally opposite to upward communication. It flow from down to up, horizontally communication take place between people the same level. While grapevine follows four pattern (1) Gossip (2) Single strand (3) cluster and (4) probability.

As per situation. Need, types and objective of communication, we can use different means of communication. To make effect, uses we may follow above mention suggestion so we can communication more effectively and get accepted result or achieve its objectives.