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.

Types /Classification of Business Communication

Communication is the transfer of ideas and information from one person to another person. It is a bridge of meaning among people so that they can share what they feel and know. By using this bridge, a person can safely cross the river of misunderstanding that sometimes separates people. To make successful communication there are different methods/ways.

Different types of communication can be depicted by the following diagram :

 (A) On the basis of location of the receiver : Depending on the location of the receiver there are two types of communication :

(l) Internal communication, (2) External communication

(1) Internal communication : Communication among the members of an organization is known as internal communication. That is when executives and employee of an organization communicate each other within the organization then it will be labeled as internal communication.

 

 (2) External Communication : When executives and employees of an organization 

communicates or exchanges information with outsiders of the organization then it is called

external communication.

Formal and Informal Communication : Both internal and external communication .

can be subdivided into two types :

(i) Formal Communication ,

(ii) Informal Communication. 

(i) Formal Communication : When information exchanged through formal

organizational channels by following fixed rules then it is known as formal communication. l

(ii) Informal Communication : Fixed rules and system can not prevent people from

talking with each other. Thus the communication that takes place with in and outside of 

an organization through unofficial lines can be labeled as informal communication.

(B) On the Basis of Media of Presentation : From this point' of view communication can be of three (3) types :

(l) Written Communication

(2) Oral/Verbal Communication

(3) Non-Verbal Communication

(1) Written Communication:  When information, ideas, or feelings exchanged in

written form, then is known as written communication. Written communication has its

own importance and for some particular purposes it has no other alternatives.

(2) Oral/Verbal Communication: It is a process of communication through words.

Verbal communication consists of words arranged in meaningful patterns. Oral

communication normally takes place in a face to face situation. It may be formal or

informal.

(3) Non-Verbal Communication: Communication without using words or writings

is known as non-verbal communication. In other words, non-verbal communication means

communication through physical movements and facial expressions. Gestures, posture,

eye movements, etc. are examples of non-verbal communication.

(C) On the Basis of Information Flow : Depending on the flow of information

there are different types of communication :

(1) Vertical Communication I

                        (2) Horizontal Communication

(3) Cross/Diagonal Communication.

(1) Vertical Communication : When communication takes place between superior

and subordinates then it is known as vertical communication. Here flow of information

can be of two types :

 (i) Downward

(ii) Upward

i. Downward : It is the flow of information from higher authority to lower authority.

ii. Upward : Here the flow of information goes to higher authority from subordinates.

(2) Horizontal communication : This type of communication flows between

employees of equal level.

(3) Cross/Diagonal communication : Communication across the formal chain of

command is known as cross or diagonal communication. In this case executives and

employees of different departments and of different levels communicates each other

without maintaining the official channels.

(D) Other forms of communication : I Besides the above types of communication

there can be some other forms of communication like mass communication.

1. Mass Communication : When communication takes place among large group of

people then it can be termed as mass communication. There is no formal system for mass

communication, it is situational. For different social and political purposes mass

communication can takes place.

2. Consensus : It is a kind of unanimous decision. Consensus is a process of arriving

at a complete agreement in a point through discussion.