Formal Communication and its Features

In case of formal communication information transmitted through official chain command. In the words of Thill and Bovee,'In case of formal communication information may travel down, up, and across an organizations formal hierarchy."

S.P. Robbins said, "formal communication are typically vertical, follow the authority)

chain and are limited to task related communication."

Thus it can be said that communication by using the formal official channel can be

termed as formal communication.

Features :

l. Uses official channel.

2. Mainly used for vertical communication.

3. Used for task related communication.

4. Major media for routine communication.

5. It may be oral or written.

Advantages and Disadvantages of Formal Communication .

Most of the routine operations and controlling activities are performed through formal

communication.

Advantages of formal communication are as follows

1. Transmission of official messages : Formal communication facilitates the smooth transmission of official messages.

2. Documentary evidence : It has documentary evidence which can be used as future references. `

3. Enhance coordination : For the achievement of the goal of an organization there must be coordination among different departments and employees. Formal communication enhance the coordination by using the official channels.

4. Reliable : As it has documentary evidence it is more reliable than other form of communication.

5. Discipline : As information are transmitted by following organizational hierarchy, discipline is strictly maintained.

6. Accuracy : As discipline is maintained, accuracy of information can be insured. Chance of mistakes can be minimized.

7. Efficiency : Through formal communication coordination among different division of an organization increases. As a result organizational efficiency also enhanced.

8. Clarity : Clarity of the message is another considerable advantage of formal communication. As formal channel is used chance of ambiguity decreases.

Disadvantages :

1. Lack of flexibility : As strict formalities or chain of command is maintained, it is not flexible.

2. Time consuming : As information flows through the chain it takes long time to convey information from upper level to lower level.

3. Not suitable for motivation : Formal communication is not suitable for the motivation of employees.

4. Creates misunderstanding : In the way of communication messages can be distorted. Thus chance of distortion increases in formal communication.

5. Creates mental distance : In case of formal communication lower level employees can not exchange their views freely with the executives by breaking the chain of command. As a result sometimes it creates mental distance.