Flows In Communication

FLOWS IN COMMUNICATION

Flow in communication defines the direction of communication from the source (writer/speaker) to the receiver. In an organization, communication floats continuously. The flow of information helps organizations to coordinate internally or externally. The channel of this flow is formal and informal. 

1. Formal Flow

The flow of communication that obeys the rules of an organization is called formal flow. Organizations prefer formal flow for coordination. It maintains discipline and a hierarchy system in an organization.  Internal operational and external operational communication uses formal flow. Formal flow is used to circulate information like policy or procedural changes, orders, instructions, etc.

Importance/merits/advantages

• It is authenticated and systematic hence it can be relied upon.
• It is helpful in coordination and maintaining discipline in an organization.

Demerits/disadvantages

• It follows rules hence it is slow in speed.
• It stops the open flow of communication
• Various organizational barriers may arise at different points.

Communication flows in various directions downward, upward, diagonal, and horizontally. Hence formal flows of communication have the following types-

a)     Vertical communication

b)    Horizontal communication

c)     Diagonal communication

2.a) Vertical flow: When two people communicate with each other at different levels in an organization, 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 types.

i- Vertically Downward communication: - it flows from a manager, down the chain of command. When managers inform, instruct, advise, 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, ask for an analysis, etc. Superiors send feedback about their subordinates’ actions 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:

• Controls working environment and discipline
• Orders, instructions, directions, promotion, guidelines, appreciation, punishment, etc. are given
• Explaining complex issues to juniors

Disadvantages/demerits:

• It encourages fear.
• May check the open communication environment
• It promotes Authoritative behavior.
• It suppresses upward communication.

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 can create a climate of trust and respect and an upward flow is enough. In a highly authoritative environment, where downward flow dominates, upward communication is limited.

Importance/advantages/merits:

• Feedback helps in the development of planning
• Request is made
• Message is delivered/Information is passed
• Promotes harmony.
• For registration of grievances

Disadvantages/demerits:

• It encourages flattery.
• May risk discipline.
• May be manipulated due to fear of superiors

b) 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 of communication gaps.

Importance/Merits:

• In making a decision
• For discussing important points
• For making policies, rules, upcoming suggestions, etc

Demerits:

• The ego of the persons at a similar level.
• Clashes related to ideology.

c) 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 it is quick and efficient. The increased 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

• It saves time.
• Reduces barriers.
• increases the efficiency
• Uses as a team build-up/motivational tool.

Demerits/disadvantages

• increases competitiveness
• Gives a threat to discipline
• Gives a threat to coordination
• Creates internal disorder
• Bad effect on formal relations

2. Informal communication

 The communication that 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 content or style in this communication. It is used to develop positive relationships among the workers in an organization and enrich relations 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 the following forms-

a)     Single Strand Chain: In a single-strand chain one person passes a message to only the second person then the second person passes 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, the recipient is the selected person.