Though Grapevine provides innumerable utilities to the organization, it is still not free from defects. Therefore, managers should try to use the grapevine in a way so that the organization can take the highest benefits from it.
Understand Grapevine or Informal Communication in Business Communication.
What is Grapevine Communication?
Grapevine is a form of informal communication that operates both in internal and external informal channels, which can contribute to and benefit the organization.
Therefore, it is found in all organizations. It does not follow any prescribed or predetermined rule and spreads any information quickly.
Through the grapevine, information flows in different directions, linking almost every one of an organization.
It is governed by social and personal relationships rather than officially recognized rules and formalities.
Grapevine operates both in internal and external informal channels. It passes opinions, suspicions, and rumors that generally do not move through formal channels.
By nature, the grapevine is a channel of horizontal communication.
However, in fact, it does not follow any set pattern. It effectively operates horizontally, vertically, and even diagonally.
Grapevine is a natural outgrowth person-to-person informal communication channel through which information flows horizontally, vertically, or diagonally without following any set rule or regulation among the people within or outside the organization.
Definition of Grapevine Communication or Internal Communication
Informal communication is a natural human form of communication that exists in every human situation. It has a tremendous capacity to convey any information, whether oral, written, or observational. The term “Grapevine” originated during the Civil War in North America (1860-1865).
In those days, intelligence telegraph lines were strung loosely from tree to tree in the manner of a grapevine, and the message was often garbled; thus, any rumor was said to be from the “grapevine.”
Grapevine is the spontaneously generated interactions between persons to exchange information without following the formal communication channels of an organization.
6 Factors Affecting Grapevine/Informal Communication Networks
Grapevine is an inevitable part of the formal organization. There are certain factors that affect the formation of an informal communication network in an organization. The following discussion clarifies the factors and their influence:
Inadequacy of the Formal Network
Informal communication networks emerge due to the inadequacy of the formal communication network in addressing people’s grievances, dissatisfaction, discontent, or any other points of discomfort. Unfulfilled desires find expression through informal communication networks.
Crisis Situations
Management utilizes informal communication networks to resolve crisis situations with the active participation of people. This allows management to gather information from informal sources to effectively address problematic situations.
Active Formal Channels
Informal communication networks form when formal channels are active, and conversely, when formal channels are inactive, the grapevine is also inactive (Habbve, 1952). Thus, the activation of formal communication channels is a prerequisite for the emergence of informal communication networks.
Time
Informal communication networks typically emerge after a considerable amount of time has passed since the formation of a formal organization.
Some time is needed for the development of interpersonal relationships, coding and filtering systems, jargon, informant contacts, and other features among people. Once these elements have developed, informal communication networks naturally form.
Need for Richer Channels
Informal channels can compensate for inefficiencies in formal channels. In certain circumstances, managers opt for the informal organization to support their formal channels in addressing specific challenges that the formal network may not handle successfully.
The richness of communication channels includes not only their technical capacity but also their ability to convey meaning. Informal communication networks provide a richer channel to address and overcome such challenges.
Organizational Slack
In the formal communication system, there exists a form of organizational slack that can help meet unexpected needs or compensate for unforeseen circumstances.
4 Patterns or Types of Grapevine / Informal Communication Network
The grapevine communication is usually horizontal in nature. But it can be horizontal, vertical and diagonal. Prof. Keith Davis has classified grapevine into 4 types.
- Single Strand Chain.
- Gossip Chain.
- Probability Chain.
- Cluster Chain.
Single Strand Network
The Single Strand Network represents an informal communication network in which one person conveys a message to another person, who then communicates it to yet another person. This relay of information gradually spreads but may encounter interruptions along the way.
Gossip Network
In the Gossip Network, one person serves as the source of information and shares the message with everyone. Here, a single individual disseminates the message to all others who come to know it. This network tends to have a lower likelihood of information distortion since it originates from one source.
Probability Network
The Probability Network is an informal communication network in which each liaison individual randomly shares the same message with others.
In this network, the source of information for each person receiving the message is different. Consequently, the potential for information distortion is relatively high due to multiple sources.
Cluster Network
The Cluster Network is an informal communication network in which one person initially shares a piece of information with three individuals.
Out of these three, one passes it on to two more individuals, but only one of those two individuals shares it with another person. Notably, only specific individuals within the cluster pattern tend to repeat what they hear.
5 Ways to Make Grapevine Beneficiary to Organization
Grapevine represents the unofficial communication system of the informal organization. Informal communication carries information along the organization’s unofficial lines of activity and power.
Providing real news to the grapevine initiators
Managers should identify the people who take an active part in grapevine channels and provide them with real news so that they can transmit real facts to the grapevine channels.
This will eventually, resist transmission of rumor, untrue and distorted messages.
Considering grapevine as a pulse-feeling tool
Since grapevine is an important source of receiving feedback, managers should use it as a tool for feeling the pulse of the employees.
Contradicting the false rumor
If any false rumor occurs in the organization, management should immediately contradict and protest the rumor through formal channels.
As a result, the feeding of false rumors will decrease.
Allowing workers in the decision-making process
If the workers are allowed to take part in the decision-making process, they will be well informed of the facts.
In such a situation, there will be nothing to suspect and to create a false rumor.
Developing good organizational climate
Good organizational climate impels the employees to develop a sense of belongingness, to maintain status, chain of command and self-respect, and to enhance satisfaction.
All these will facilitate the occurrence of grapevine in the most desired and effective way.
At last, we can say that though the organization cannot hire and fire the grapevine, it can ensure an environment where people can practice grapevine in the most desired and effective way.
6 Reasons Why Grapevine Communication Exists in Organization
Communication through the grapevine is a matter of spontaneous feelings. Some personal matters and other situations may cause these feelings.
Keith Davis said in this regard-“The grapevine is more a product of situation than it is of the person.”
Typical examples of situations prompting grapevines include layoffs, takeovers, promotions, the introduction of new technology, etc.
However; personal factors also encourage involving in grapevine actively.
6 reasons why grapevine communication happenings in Organization;
- The emotion of Employees.
- The existence of Informal and Peer Groups.
- Exceptional Information.
- Job Itself.
- People of Talkative Nature and Suspicious Attitude.
- Organizational Climate.
The probable causes that may activate the grapevine are discussed below:
Emotion of Employees
Some organizational issues like the insecurity of service, the uncertainty of promotion, a prohibition to forming and enter into trade unions, undermining the role of subordinates by superiors, etc. are likely to create emotions in the mind of workers and make them excited.
Thus for relieving the emotions and cooling down the excitement of some workers tend to activate grapevine.
Existence of Informal and Peer Groups
Grapevine is a symbol that reveals the existence of informal and peer groups in the organization.
For exchanging most personal and some organizational matters, they start channeling information through the grapevine.
Exceptional Information
Exceptional events or information like the innovation of new products, investment in the new field, providing special facilities to a particular employee, etc. should be disseminated throughout the organization.
If these are not disclosed to the employees, someone may activate the grapevine channel.
Job Itself
It is observed that some jobs or positions such as personal assistant, personal secretary, driver, etc. by their nature can hold some important messages and play an active role in feeding information in grapevine.
Keith Davis pointed out in this regard that – “Secretaries to the managers are four times likely to be key grapevine communicators, compared with other employees”.
People of Talkative Nature and Suspicious Attitude
People of talkative nature or people holding suspicion on any matter play an active role in channeling information through the grapevine.
Organizational Climate
Now a day, many organizations permit their employees to communicate with each other frequently. This also inspires them to activate grapevine.
In conclusion, we can say that since the above-stated issues or situations are common in every organization regardless of their size and nature, the presence of grapevine is inevitable there.
Grapevine is more a product of the situation than it is to the person.
Conclusion
Grapevine Communication is a type of informal communication that operates through both internal and external channels of an organization. Unlike formal communication, it is spontaneous and does not follow a set of prescribed rules.
Grapevine Communication spreads information quickly in various directions, governed by social and personal relationships, and can convey opinions, suspicions, and rumors.
The formation of informal communication networks is influenced by several factors such as the inadequacy of the formal network, crisis situations, activation of formal channels, time, the need for richer channels, and organizational slack. These factors are responsible for the emergence and functioning of Grapevine Communication within an organization.
The reasons for the existence of Grapevine Communication include the emotions of employees, the presence of informal and peer groups, the dissemination of exceptional information, the nature of certain jobs, people with talkative and suspicious attitudes, and the organizational climate. It is more a product of the situation than of the person.