FORMAL AND INFORMAL COMMUNICATION

FRAZER TAYLOR

FYBCOM(D) 37

FORMAL COMMUNICATION

MEANING: It is in the form of official messages and news that flow through recognized channels or routes formally laid by the organization.

This communication may take place between a superior and subordinate, a subordinate and superior or among employees at same level or departmental managers.

It flows in 3 directions:1)downward 2)upward 3)laterally between departments. i.e. horizontal

TOP LEVEL

MIDDLE LEVEL MIDDLE LEVEL

LOWER LEVEL

LOWER LEVEL

LOWER LEVEL

LOWER LEVEL

DOWNWARD

DOWNWARD

UPWARD

UPWARD

HORIZONTALHORIZONTAL

CHART SHOWING COMMUNICATION FLOW IN AN …ORGANISATION.

Communication networks

Single chain

Wheel

Circular

Free flow

Inverted v

SINGLE CHAIN

Exists between a superior and his subordinates Communication flows from every superior to his subordinates through single chain.

WHEEL

All subordinates communicate through one superior who acts as a hub to the wheel. The subordinates are not allowed to talk among themselves.

HUB

CIRCULAR Communication moves in a circle. Each person can communicate with its adjoining persons. Communication flow is slow.

FREE FLOW

Can communicate with others freely.Communication flow is fast.

INVERTED V

Subordinate is allowed to communicate with his immediate superior as well as his superiors superior.

Advantages of formal communication

Effective

Provides close contact between members of the organization

Control over the sub-ordinates and fixing in their responsibility.

Flow of essential information in an orderly manner.

Disadvantages of formal communication

Stiff , Slow and Rigid

Channels of communication are not perfect.

Organizational distance, screening at various points and narrow route are the three bottlenecks in the flow of communication.

Formal media

Company’s news bulletins

Special interviews

Conferences

Employees handbook

Company magazines

Informal Communication

Meaning : It is in the form of unofficial messages(work related or people related) that flow outside the officially designed channels.

Technically called as grapevine communication.

Result of natural desire to communicate with each other freely and frequently.

Grapevine networks

• Single strand: communication in sequence.

• Gossip network: communicates to all on non-selective basis.

• Probability network: Individual communicates randomly.

• Cluster network: an individual communicates to only those whom he trusts.

Factors influencing Grapevine

Employees rely on the grapevine when:

they feel threatened

insecure

under stress

when communication from management is limited .

Statistics

70% of all organizational communication occurs at the grapevine level.

estimated accuracy rates: 75-90%

an estimated 80% of grapevine information is oriented toward the individual while 20% concerns the company.

Advantages of informal communication

More flexible and much faster.

Helps in achieving better human relations

Fulfills the psychological needs of the employees.

Disadvantages of informal communication

Information may be distorted.

Lacks official status and less dependable.

Has no definite origin and direction.

Leakage of confidential information.

Informal media

Face to face discussion

Telephone

Email

Voice messaging (voice mail)

Instant messaging (chatting)

Comparisons

• Formal communication

• Has official recognition and status as official channels are used.

• Does not mislead the employees.

• Speed is slow

• Informal communication

• Lacks official status and recognition as unofficial channels are used.

• May misinform the employees.

• Fast speed

• Normally work related information.

• Controllable

• It is mostly in a written form.

• May be work or people related.

• Uncontrollable

• Mostly in an oral form.

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