FORMAL AND INFORMAL

COMMUNICATION

2

COMMUNICATION exchange of information between people occurs when one person understands the

meaning of a message

NOISE all factors that interfere with and

distort communication

FEEDBACKinformation about some

behavior and its effects

ENCODING process by which

sender puts a message in a certain format to send to the receiver

DECODING process by which

the receiver translates the sender’s message into an understandable form

Presentation plan

Introduction. Definition of Communication. Formal Communication. Advantages, Disadvantages of Formal Communication. Informal Communication. Grapevine Communication. Advantages, Disadvantages of Informal

Communication. Differences

INTRODUCTION

The word communication has been derived from the Latin word ‘Communicare’ which means ‘to share’. However, communication incorporates, besides commonality, the concept of transfer of ideas, meaning and information. Communication has enabled us to organize - to work in groups; and through organization, we have been able to overcome barriers to our existence that we could not have subjugated individually.

“Communication is the process by which information is transmitted between individuals and / or organizations so that an understanding response results.”

“Peter Little.”

“Communication is an exchange of facts, ideas, opinions, or emotions by two or more persons.”

“ W.H. Newman and C.F. Summer Jr. ”

DEFINITION

FORMALnetworks that are assigned

by the organizational structure, charts or other official documents

INFORMALflows outside of the firm’s

chain of command

Upward Communication

Downward Communication

Horizontal Communication

LEVELS OF COMMUNICA

TION

1

2

3

FORMAL COMMUNICATION

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

Formal Media of Communication

Company’s news bulletins.

Special interviews.

Conferences.

Employees handbook.

Company magazines.

ADVANTAGES AND DISADVANTAGES OF FORMAL COMMUNICATION

Advantages 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 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.

INFORMAL COMMUNICATION

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. Does not follow the authority. It takes place due to individual

needs. It is implicit, multidimensional

And diverse.

GRAPEVINE COMMUNICATION

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 OF GRAPEVINE

Employees rely on the grapevine when:

they feel threatened.

insecure.

under stress.

when communication from management is limited.

ADVANTAGES AND DISADVANTAGESOF INFORMAL COMMUNICATION

AdvantagesMore flexible and

much faster.Helps in achieving

better human relationsFulfills the

psychological needs of the employees.

Disadvantages Information may be

distorted. Lacks official status and

less dependable. Has no definite origin

and direction. Leakage of confidential

information.

Informal media of communication

Face to face discussion.

Telephone.

Email.

Voice messaging (voice mail).

Instant messaging (chatting).

THE FOLLOWING TECHNIQUES HAVE BEEN FOUND TO ENCOURAGE INFORMAL COMMUNICATION:

1. Emphasizing informality

2. Maintaining an extraordinary level of communication intensity

3. Giving communication the physical support

DifferencesInformal

Usually used with friends and family

Contains shortened version of words

Contains slang words

FormalUsed in a Professional

Setting

No Slang

Pronounce words correctly

THANK YOU!!^_______^

Presentation By -Karan Arora