Q.4. Explain the various types of Communication.
Types of Communication
These are as explained below:
According to the Organizational Structure
1. Formal Communication
Such communication is associated with the formal organisation structure. Communication travels through the formal channel we very other hear the phrase through proper channel; it explains the essence of formal channel. This is a deliberate attempt to regulate the flow of organizational communication so as to make it orderly and thereby to ensure that information flows smoothly, accurately and timely. This formal channel is the path of line authority linking the position to its line superior. It is also known as Channel of Command. Its implications is that all communication to and from a position should flow through the line superior or subordinate only, i.e., through the scalar chain. This type of formal communication is known as single-path communication. There may be multiple channel communication which improves communication through more than one path at a time.
Advantages of Formal Communication
1. It helps maintain the authority of line officers that control the subordinates and fixes the responsibility for the activities done.
2. An immediate superior has a direct contact with his subordinates. It helps understand the attitude and behaviour of each other well.
3. Since an officer knows better about the organisation and his subordinates, solutions of problems become easy.
Disadvantages of Formal Communication
1. It increases the workload of the line superior because all communications are transmitted through them. It leaves no time to perform other functions well.
2. It enables the chances of more transmission errors and reduces accuracy of the message.
3. It is not good for upward communication because officers overlook the interest of their subordinates. It implies delay tactics and red-tapism.
4. It has generally happened that the contact of distinct subordinates with the topmost superior is far and remote. They do not even recognize each other. It adversely affects the relationship.
2. Informal Communication
Such communication is free from all formalities because they are based on the informal relationship because the parties. Such communication includes comments, suggestions or any other informal reactions. Such types of communication are also called grapevine communication. They may be conveyed by a simple glance, gesture, nod, smile or silence too. It is not the result of any official action but of the operation of personal, social and group relations of the people. Informal communication is unplanned but may follow a predictable pattern.
Advantages of Informal Communication
1. Communication is always transmitted at a greater speed and is more flexible.
2. It is dynamic and reacts quickly to its changing environment.
3. It meets the social needs of people, which are not met by formal communication.
4. It provides a means for exchange of mutually beneficial information between people who are not linked through formal channels.
Disadvantages of Informal Communication
1. It is less orderly and less static, any action taken on the basis of such communication may be erratic and may lead the organisation in difficulty.
2. It very often carries half-truth, rumours and distorted information and it is difficult to fix the responsibility of such erratic information.
According to Direction of Communication
According to direction of communication, the communication may be of following three types:
1. Downward Communication
Communication which flow forms the superiors to subordinates with the help of scalar chain, is known as downward communication. They include orders, instruction, rules, policies, programmes and directions etc. There nature is directive.
2. Upward Communication
Upward communications are just reverse of the downward communications. Feedback to the higher authorities by the lower level is an upward communication. It flow form the subordinates to their superiors through the line. Such communication includes suggestions, opinion, reactions, complaints and grievance, etc. Generally the superior ignores this type of communication but in modern times it is regarded as the main source of motivation in employees.
3. Horizontal Communication
It refers to transmission of information among positions of the same level, i.e., when communication takes place between two or more persons of the same level under the same superior, it is known as horizontal communication. Such communication is to coordinates the efforts of the person working under various departments. It removes duplication of work and thus minimizes the wastage of time, money and labour.
According to Way of Expressions
On the basis of their expression communication may be divided in two categories oral and written.
Oral Communication
Transmission with the help of spoken words is a common system of communication. In oral communication both parties in the process exchange their ideas through oral words either face-to-face or through any mechanical device such as telephone, etc. Meetings, lectures, conferences are some other media of such communication.
Advantages of Oral Communication
1. It saves time and money.
2. It is more effective, Gesture, tones and facial expression make the communication effective and efficient.
3. The communicator knows the reaction of communicate. They may even clear the doubts, if any in the minds of other party.
4. It is the only way out during emergencies.
5. It is more convenient to measure the effect of communication. The communicator can easily guess whether the recipient is following him or not.
These are as explained below:
According to the Organizational Structure
1. Formal Communication
Such communication is associated with the formal organisation structure. Communication travels through the formal channel we very other hear the phrase through proper channel; it explains the essence of formal channel. This is a deliberate attempt to regulate the flow of organizational communication so as to make it orderly and thereby to ensure that information flows smoothly, accurately and timely. This formal channel is the path of line authority linking the position to its line superior. It is also known as Channel of Command. Its implications is that all communication to and from a position should flow through the line superior or subordinate only, i.e., through the scalar chain. This type of formal communication is known as single-path communication. There may be multiple channel communication which improves communication through more than one path at a time.
Advantages of Formal Communication
1. It helps maintain the authority of line officers that control the subordinates and fixes the responsibility for the activities done.
2. An immediate superior has a direct contact with his subordinates. It helps understand the attitude and behaviour of each other well.
3. Since an officer knows better about the organisation and his subordinates, solutions of problems become easy.
Disadvantages of Formal Communication
1. It increases the workload of the line superior because all communications are transmitted through them. It leaves no time to perform other functions well.
2. It enables the chances of more transmission errors and reduces accuracy of the message.
3. It is not good for upward communication because officers overlook the interest of their subordinates. It implies delay tactics and red-tapism.
4. It has generally happened that the contact of distinct subordinates with the topmost superior is far and remote. They do not even recognize each other. It adversely affects the relationship.
2. Informal Communication
Such communication is free from all formalities because they are based on the informal relationship because the parties. Such communication includes comments, suggestions or any other informal reactions. Such types of communication are also called grapevine communication. They may be conveyed by a simple glance, gesture, nod, smile or silence too. It is not the result of any official action but of the operation of personal, social and group relations of the people. Informal communication is unplanned but may follow a predictable pattern.
Advantages of Informal Communication
1. Communication is always transmitted at a greater speed and is more flexible.
2. It is dynamic and reacts quickly to its changing environment.
3. It meets the social needs of people, which are not met by formal communication.
4. It provides a means for exchange of mutually beneficial information between people who are not linked through formal channels.
Disadvantages of Informal Communication
1. It is less orderly and less static, any action taken on the basis of such communication may be erratic and may lead the organisation in difficulty.
2. It very often carries half-truth, rumours and distorted information and it is difficult to fix the responsibility of such erratic information.
According to Direction of Communication
According to direction of communication, the communication may be of following three types:
1. Downward Communication
Communication which flow forms the superiors to subordinates with the help of scalar chain, is known as downward communication. They include orders, instruction, rules, policies, programmes and directions etc. There nature is directive.
2. Upward Communication
Upward communications are just reverse of the downward communications. Feedback to the higher authorities by the lower level is an upward communication. It flow form the subordinates to their superiors through the line. Such communication includes suggestions, opinion, reactions, complaints and grievance, etc. Generally the superior ignores this type of communication but in modern times it is regarded as the main source of motivation in employees.
3. Horizontal Communication
It refers to transmission of information among positions of the same level, i.e., when communication takes place between two or more persons of the same level under the same superior, it is known as horizontal communication. Such communication is to coordinates the efforts of the person working under various departments. It removes duplication of work and thus minimizes the wastage of time, money and labour.
According to Way of Expressions
On the basis of their expression communication may be divided in two categories oral and written.
Oral Communication
Transmission with the help of spoken words is a common system of communication. In oral communication both parties in the process exchange their ideas through oral words either face-to-face or through any mechanical device such as telephone, etc. Meetings, lectures, conferences are some other media of such communication.
Advantages of Oral Communication
1. It saves time and money.
2. It is more effective, Gesture, tones and facial expression make the communication effective and efficient.
3. The communicator knows the reaction of communicate. They may even clear the doubts, if any in the minds of other party.
4. It is the only way out during emergencies.
5. It is more convenient to measure the effect of communication. The communicator can easily guess whether the recipient is following him or not.
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