Types of Communication-5 Chapter 3

Formal Communication and Informal Communication

There are different types of Communication. These are often categorised differently by different scholars. We will discuss different types of Communication in this blog. Since this chapter is a long one, I have split it into different volumes to help students. This will be a series called Types of Communication-1,2,3,4,5,6

1. Verbal Communication and Non- Verbal Communication
2. Inter-personal Communication and Intra-personal Communication
3. Small Group Communication and Public Communication
4. Mass-Line Communication and Mass Communication
5. Formal Communication and Informal Communication

We have already discussed :

1. 'Verbal Communication and Non- Verbal Communication' in my post titled Types of Communication-1 Chapter 3
2.  'Inter-personal Communication and Intra-personal Communication' in my post titled Types of Communication -2 Chapter 3 
3. 'Small Group Communication and Public Communication' in my post titled Types of Communication -3 Chapter 3
4. Mass-Line' communication and Mass Communication in my post titled Types of Communication-4 Chapter 3

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Formal and Informal Communication are two categories which are often discussed in the realm of Business Communication or communication involved in an organisation.  Communication in an organisation is a means to achieve organisational gols or targets. The transfer of information is important in any given organisation, institute or Business firm to achieve success. Lack of Communication could lead to chaos. In Business Communication or communication in any organisation there are two types of communication. These are:

1. Formal Communication
2. Informal Communication

Formal Communication  

Formal communication refers to communication that takes place officially in the form of official messages and news. It is an official Communication that occurs through recognised channels and means within a given organisation or Business entity and has a laid down structure.

Thus, Official Letters, Memos, Emails, Reports, Official Minutes of the Meetings, Communication between Superiors and subordinates and vice versa, Communication between employees in the department or across the Department, etc are all part and parcel of Formal Communication.

In simple terms , Formal communication is associated with job or business or work related matters.

Formal Communication has different categories:

                               i)     Downward communication
                               ii)    Upward Communication
                               iii)   Horizontal communication 

                               iv)   Diagonal communication 

   i) Downward Communication

In Downward Communication, the flow of communication is in a top to down approach, i.e. from the Top Management downwards to the subordinates or employees. Such a communication could comprise of Orders, Plans, Policy Implementation Directives, Rules, Memos, Emails concerning the same, etc.

 ii) Upward Communication 

In Upward Communication, the flow of communication is in a bottom to top approach, i.e. from the lower levels of any institute, organisation or business entity, towards the higher level in the same firm. In simple terms, from the subordinates or employees upwards to the Top Management.

Upward Communication is an important element of Formal Communication, as it is the feedback in response to the communication that comes from the higher level to the lower level. The authority is thus informed about how the desired plans, policies and projects are being responded or attended to.

Upward Communication also permits the subordinates to present their opinion, ideas or plans, project implementation schemes, or their disappointments.

The Higher level or Authority then makes decisions based on the response received through the Upward Communication.

   iii)   Horizontal communication 

As the term suggests, Horizontal communication is communication that happens between members on the same level in an organisation heirarchy. Horizontal Communication is also called Lateral or Side-ward communication.  So, it could be communication between two managers who are working in different departments of the same company, or it could be communication among two subordinates or employees working under one manager or one boss, etc.

Horizontal Communication is equally important as it is an important means of communication that leads to passing of information, co-ordination, attempts at working together, exchange of important Data and Co-ordination of activities that require team effort and project implementations. The communication at this level could be oral or written. However, in business firms, written communication is always a better means to implement important projects.

   iv)   Diagonal communication 

Communication can occur across levels. For instance a manger could communicate with an employee from the production team in a Company. This example shows communication occuring diagonally between different structural levels in an organisation.

Informal Communication 

One of the most common forms of communication is what we term as informal communication. A chat between two individuals working in the office over a cup of tea or between employees during lunch,etc are examples of informal communication. In simple terms any communication in an organisation that is not formal and structured is informal communication. Office gossip is also considered to be an informal type of communication.

Grapevines 

Grapevines is a peculiar term attributed to informal communication that happens in all offices cutting across all departments. It is a natural human instinct to build friendships, start communication in any given workplace. Grapevines can also spread rumours. This is a dangerous trend as the news spreads fast and the management has a tough time controlling such grapevines and maligning  or tarnishing of reputations. It could also be a rumour that puts the firm in danger. Grapevines are often the cause for gossip. However, at times, officials have also made use of grapevines to send across messages. Grapevines are chats that occur during breaks, recesses or in between impromptu chats in offices. Grapevines can be work oriented or people related as it could include casual discussions on work related matters or gossip about members and their errors.