COMMUNICATION: INFORMAL AND FORMAL

 

CLASSIFICATION OF COMMUNICATION ON THE BASIS OF STYLE & PURPOSE

On the basis of style, tone and purpose communication is of two types

1. Informal Communication
2. Formal communication

    INFORMAL COMMUNICATION

 The communication which we do with our well-known people, neighbors, relatives, friends, etc. is called informal communication.  we use our own style hence it is also called personal communication. There is no place for formal contents or style in this communication. It is used to develop positive relationship among the workers in an organization and enrich relation at home. This is also called general communication because we speak about our own emotions and feelings to the people whom we trust. It is found in following forms-

 a)     Single Strand Chain: In single strand chain one person pass message to only second person then second person this information to the third person and it goes on. 

b)     Gossip Chain: In the gossip chain, one person remains in the center and passes information to everyone nearby.

c)     Probability Chain: The probability chain is a random process in which someone transmits the information to others without targeting the recipient. 

d)     Cluster Chain: In the cluster chain, a person tells the information to the selected people who may in turn pass the information to other selected people.  Here, recipient is the selected person.

FORMAL COMUNICATION

The communication we do for the purpose of coordination in our professional life and we communicate with the people who are related to our business or job is called formal communication. we discuss matters related to professional life. This communication has a formal content, and style. It is used for smooth functioning of the organization and filling the gap among the departments and man force. It is found in the following forms-

a)     Professional communication

b)     Technical communication

c)     Business communication

On the basis of the flow between hierarchy levels, formal communication is divided into three types-

a)     Vertical communication

b)     Horizontal communication

c)     Diagonal communication

2.1.Vertical flow: When two people communicate to each other and they are at different level in an organization then the flow is called vertical flow. The communication between senior to junior or junior to senior comes under this flow. Vertical flow is of two type.

2.1.a  - Vertically Downward communication: - it flows from a manager, down the chain of command. When managers inform, instruct, advice, or request their subordinates, the communication flows in a downward pattern. This is generally used to convey information, new policies or procedures, to seek clarification, to ask for an analysis etc. Superiors send feedback about their subordinates’ action through this channel. Such communication increases awareness about the organization among subordinates and employees and enables managers to evaluate the performance of their subordinates. Examples: - memos, notices, face to face interactions, or telephone conversations.

Importance/advantages/merits:

v Controls working environment and discipline

v Orders, instructions, directions, promotion, guidelines, appreciation, punishment etc. are given

v Explaining complex issues to juniors

Disadvantages/demerits:

v It encourages fear.

v May check open communication environment

v It promotes Authoritative behavior.

v It suppresses the upward communication.

2.1.b - Vertically Upward communication: - When subordinates send reports to inform their superiors or to present their findings and recommendations the communication flows upward. Seniors make decisions and problems are solved with the help of this communication. The extent of upward communication depends on the organizational culture. In an open culture without too many hierarchical levels, managers are able to create a climate of trust and respect and upward flow is enough. In a highly authoritative environment, where downward flow dominates, upward communication is limited.

Importance/advantages/merits:

v Feedback helps in development of planning

v Request are made

v Message is delivered/Information is passed

v Promotes harmony.

v For registration of grievances

Disadvantages/demerits:

v It encourages flattery.

v May risk discipline.

v May be manipulated due to fear of superiors

 

2.2   Lateral or horizontal communication: -

This form of communication takes place among peer groups (same level people) or hierarchically equivalent employees. Such communication is often necessary to facilitate coordination, save time, and bridge the communication gap among various departments. This communication can be advantageous or disadvantageous. It is very vital for the growth of an organization as it builds cooperation among the various branches. In organizations where work is decentralized, it plays a greater role because there is a higher probability communication gaps.

Importance/Merits:

v In making decision

v For discussing important points

v For making policies, rules, upcoming suggestions etc

Demerits:

v Ego of the persons at the similar level.

v Clashes related to ideology.

2.3  Diagonal or cross-wise communication or radial: - diagonal communication flows in all directions and cuts across levels in an organization. When a sales manager communicates directly with the vice president they are engaged in diagonal communication. Though it deviates from the normal way but it is quick and efficient. The increase use of e-mail also encourages cross-wise communication. It is also called radial or circular communication as there is no specific line of command.

 

 Importance/merits/advantages

v It saves time.

v Reduces barriers.

v increases the efficiency

v Uses as team build up/motivational tool.

Demerits/disadvantages

v increases competitiveness

v Gives threat to discipline

v Gives threat to coordination

v Creates internal disorder

v Bad effect on formal relations

 

DIFFERENCES BETWEEN FORMAL AND INFORMAL COMMUNICATION

Basic Terms	Formal Communication	Informal Communication
Definition	It is a type of communication made according to predefined channels set by the organization	It is a type of communication where the exchange of information does not follow predefined channels
Alternative Name	Official Communication	Grapevine communication
Reliability	More	Comparatively less
Speed	Slow	Very Fast
Core Purpose	Exchange of vital information among various departments	Maintain relationship inside and outside the organization
Types	Upward or bottom-up, downward or top-down, horizontal for lateral and crosswise or diagonal communication	Single strand chain, cluster chain, probability chain, and gossip chain.
Frequency	Occur frequently inside the organization to enhance the performance of duties	Occurs less frequently in the internal communication environment
Evidence	There are documentaries since it is written	No documentaries
Secrecy Level	Tend to be maintained	Difficult to maintained
Time and Cost	Require a lot of time and money	Less time and cost since no standard procedures to be followed