FORMAL AND INFORMAL COMMUNICATIONS ,lets--study

 The sender or the dispatcher of a written communication means to pass it on to the addressee through someone who occupies an eminent position in the hierarchy of organisation. In this way channel reveals the position or point through which the communication passes. But sometimes there is quite a large amount of communication that does not pass through these positions or which does not follow any protocol.

 Hence, the channels of communication are divided into two categories 

(b) Informal.

(a) Formal 

FORMAL CHANNEL OF COMMUNICATION

A formal channel of communication is that means of communication that is controlled by managers or persons occupying similar positions in any organisation. It is also known as "the main line of the organisation's operational communication."

It includes reports, records and other information that flows up and down in the hierarchical system of the organisation as well as the letters, sales presentations, advertising and publicity material. These forms of communication have to be carefully designed, they do not happen by themselves. Great care is taken in their design and movement.

Characteristics of Formal Communication 

(1) The flow of formal is as per the charts of organisation hierarchy.

(2) Formal communication is mostly written.

(3) The order of Authority, Responsibility and Accountability is fixed in a formal communication. 

(4) Formal communication is mainly straight & perpendicular

(5) Formal communication is the basic need for the management of an organisation.

(6) Formal communication is of personal behaviour too.

(7) Formal communication is definite, authoritative and apparent.

Importance of Formal Communication 

(1) As a development of organisation formal communication should also be developed.

(2) A formal communication helps keep a check on unnecessary spread of rumours in an organisation.

(3) Formal channels monitor and filter the informations

(4) Formal communication develops a feeling of unity of objectives and group goals in an organisation. (5) Formal communication gives equal participation in finding out the solution by the subordinates to various problems. Each employer uses his authority. Skill is counted for in formal communication. (6) Formal communication helps in determining the responsibilities carefully.

Advantages of Formal Channels

of Communication 

(1) The formal channels account for most of the effectiveness of communication. As has been said earlier great care has to be taken in sending across any letter or report through the "proper" formal channel.

(2) Formal channels cover an ever-widening distance as organisations grow. Through them it is easier to reach out to the branches of an organisation spread far and wide.

(3) The formal channels, because of their tendency to filter information, keep the higher level managers from getting bogged down with it.

  (4) Formal channels of communication consolidate the organisation and satisfy the people in managerial position.

Limitations of Formal Channels of Communication

(1) Quite often it is seen that the formal channels of communication inhabit or stand in the way of free flow of information. 

(2) In continuation of the point gives above we can say that the formal channels are time consuming. Strict formality in sending out message may cost the organisation in terms of man hours.

(3) The formal channel may also incurres a lot of expenditure in terms of money.

TYPES OF FORMAL COMMUNICATION OR DIRECTION OF COMMUNICATIONS 

Every organisation has built-in hierarchial system that can be compared to a pyramid. It can therefore, be understood that communication normally flows from top to downwards. But it is not always so. Communication in an organisation is multidimensional or multidirectional. Given below are the directions in which communication are sent :(its also known as types of

Formal Communication)

(a) Downward 

(b) Upward

(c) Horizontal or lateral

(d) Diagonal or Cross wise.

(a) Downward:

As has been stated above, communication in the first place, flows downwards. That is why, tradisionally this direction has been highlighted ar emphasised. It is based on the assumption that the people working at higher levels have the authority to communicate to the people working at lower levels This direction of communication strengthens the authoritarian structure of the organisation. This is also called down stream communication. The follwing messages are included in this type of communication:

1. Order, guidelines and responsibilities pertaining to some job. 

2. Confirmation regarding performance of some work.

3. Questions about work related feedback from subordinates

4. Information concerning policies, rules, work-systems, goals 

5. General information regarding future programmes and progress of the organisation.

LIMITATIONS OF DOWNWARD COMMUNICATION

(1) Distortion / Dilution : Quite often the communication originating at the highest level gets distorted or diluted on the way to the lower levels. Sometimes the messages may get lost. It has to be ensured that the receiver fully understands the purpose/instructions/directions coming from above. This requires an efficient feedback system.

(2) Delay: Another drawback of downward communication is that often it becomes time-consuming. The more the levels the greater the chances of delay. That is why sometime managers choose to send their messages directly to the person concerned.

(3) Filtering: Sometimes managers may withhold some valuable information from the employees. In such a situation the employees become frustrated, confused and powerless.

This may spoil the employer-employee relationship. 

(b) Upward Communication The function of upward communication is to send information, suggestions, complaints and grievances of the lower level workers to the managers above. It is, therefore, more participative in nature. It was not encouraged in the past but modern managers encourage upward communications. This is a direct result of increasing democratisation. This is also called upstream communication

Message can be of following types in this communication: 

1. Work schedules of the workers.

2. Personal problems of the workers. 

3 Reactions, doubts, questions of the subordinates

4. Difficulties concerning performing some jobs and suggestions to remove them 

5. Criticisms regarding policies of management. 6. Work problems of subordinates.

LIMITATIONS OF UPWARD COMMUNICATION

1. Psychological: Certain problems, primarily of psychological nature, may come up in upward communication.

 2. Hierarchical: Many managers do not like to be 'told' by their juniors. They may not be patient enough to listen to them or may even suppress the message sent to them from below. In such a situation the employees may feel let down.

WAYS TO OVERCOME THE LIMITATIONS OMBUDS PERSONS

In order to tide over such problems an ombuds person plays an important role. The concept of ombudsman or ombuds person was first used in Sweden to go into the complaints of lower level employees against government officials or agencies.

Now a number of companies in many countries have established positions for persons to investigate employees, complaints and grievances. An ombuds person, therefore, effectively mediates between the employers and the employees and smoothens upward communication. (c) Lateral or Horizontal Communication

This type of communication can be seen taking place between persons operating at the same level or working under the same executive, Functional managers operating at the same level in different departments, through their communication, present a good example of lateral communication. The main use of this dimension of communication is to maintain coordination and review activities assigned to various subordinates Occasions for lateral communication arise during committee meetings or conferences in which all members of the group mostly peers or equals, interact. The best example of lateral communication can be seen in the nteraction between production and marketing departments.

(d) Diagonal or Crosswise Communication The crosswise communication serves the important purpose of coordination through informal meetings, formal conferences, lunch hour meetings general notices etc.

Advantages

1. Co-ordination: This crosswise communication serves the important purpose of co-ordination through informal meetings, formal conferences, lunch hour meetings, general notices etc.

2. Practicable: As we know now all communication takes place strictly on the lines of organisational hierarchy, ie downwards or upwards 

3. Morale Boosting: By providing opportunities to lower level workers to interact with managers in informal meetings it gives them morale boost and further commitment to the organisation.

More and more organisations are now encouraging crosswise communication and building up bonhomie.

  Limitations

1. Tear of Infringement: The superior may feel it an infringement. that his subordinate has been given under importance and that he has been by passed.

2. Resistance to Compliance: The superior may not implement the suggestion as he has not been consulted. 

3. Anarchy: The back of accepted procedures may lead internal anarchy and external animosity.

INFORMAL CHANNEL OF COMMUNICATION

Along with the formal channels of communication there exists a much larger scale, an informal channel of communication or a secondary network of information. Its source lies in man's compulsive instinct to communicate or talk out whatever he feels and thinks with his fellow beings and throw all horms to the winds.

Man is essentially gregarious by nature i.e. he likes to move about and form groups. Whenever groups meet they are bound to be talking on different subjects, serious or not so serious.

This tendency is more visible in the lower level of the organisation. Here the people are rather fond of setting afloat rumours regarding all matters under the sun. The rumour mill is always working in any organisation. The larger the organisation, the more active the rumours mill.

It has come to be called the "grapevine" in management literature Quite often it also contains some useful information. That is why it cannot be altogether ignored. When there is informal relationship between sender and receiver, then the communication happening in between them is called informal communication. It is not necessary that such a communication should be in written form.

The source of informal communication is neither the responsibility of the organization, nor it is the limitation of organization.Informal communication is quite reverse in nature to formal communication takes place on many factors like personal and social relations, sentiments, religion, area, language, caste, customs, preference etc.

 These relations are not tied to any norm, law or policy.Neither they are based on some formal organizational structure. Informal relations cannot be demonstrated even by charts. Therefore, such informal relationships emerge itself which break or grow due to degree of personal or social contacts. Thus, when sender and receiver are related to each other in informal way, then the exchange ofmessages, information feelings, jokes, rumours, clarifications and forcasting among them is called informal communication. Body language is also in informal Communication like to show anger, to smile, to remain silent, to move head etc. used

CHARACTERISTICS OF INFORMAL COMMUNICATION

Informal communication has following characteristics: 

1. This system of communication is normally the exchange of verba talks in which sender and receiver face each other personally.

2. This communication consists of rumours and mis-conceptions. If manager has expressed some personal opinion, it will be deemed as 'Would be order" in the times to come. 

3. Informal communication spreads among people like wild fire. creates sensation because every person narrates the information as per his own understanding. 

4. This communication follows no set pattern. rather the news passes through different ways, bacause it depends on nearness of contacts and not on status of persons in the organisation.

ADVANTAGES OF INFORMAL COMMUNICATION 

1. Fast and Flexible Communication- It is most fiexible channel d communication because there is no formal line communication Moreover communication travles quickly in this form of communication from one person to another

2. Fast Feedback- Informal communication acquaints the managers regarding the personal opinions of different workers on some issue Consequently, they evalute their own policies themselves and find out the morale of the workers. They are in a position to frame policies for future by collecting informations in this way.

3. Mutual Co-operation-Informal communication helps in fostering mutual cooperation between sender & receiver. Messages are understood in right spirit & action which is desired, are taken at right time. 

DIS-ADVANTAGES OF INFORMAL COMMUNICATION

1. Spreads mis- understanding. The news and information spread in informal communication is not based on facts and thus it is far from truth There may be many reasons behind it like sense of security, the need to create specific opinion, carelessness etc.

Therefore, exact and full information does not reach the concerned person in this communication. Often mis- understanding emerges in the organisation.Such a situation is exploited by outside elements.

2. Unorganised Communication- If informal communication is resorted to, through public information system, then there is lurking fear regarding the message reaching the right person in right form or not Moreover, there is apprehension in this communication that concerned manager does not know about the re-action of some order which come to his Department's employees not through him, but by grapevine i. e. informal system of communication.

In other words, this is brought out by some employees from top managers on account of their personal contacts with higher authorities.

 3. Difficult to control- This form of communication is difficult to control because it has no beginning or end. Its flow and direction can not be checked. 

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