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

⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢⇢→→→→→→→→→→→→→→→

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.

Types of Communication-4 Chapter 3

Mass-Line Communication and Mass 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

We now look at 'Mass-Line' communication followed by Mass Communication.

Mass-Line Communication

The term Mass-Line Communication is attributed to Mao Zedong and the Chinese Communist Party. It is a political, leadership method that involved communication with the masses which was non- manipulative and mindful of their needs and knowledge. It includes communication that consulted the masses themselves. It is a 'bottom-up' type of Communication rather that the 'top-down' approach. 

Encyclopedia of Anti-Revisionism On-Line states two important statements of Chairman Mao, which can be used to describe the Mass line Communication. It says, that Chairman Mao pointed out: “The masses in any given place are generally composed of three parts, the relatively active, the intermediate and the relatively backward. The leaders must therefore be skilled in uniting the small number of active elements around the leadership and must rely on them to raise the level of the intermediate elements and to win over the backward elements.”

We, thus note that in Mass Line communication, the leaders do not dominate and over power the masses, rather, rely on the masses themselves to deal with the issues concerning them. In a communication like this, the masses were to inspired and energized to stand for their rights. It was a similar technique that was observed in the life of Mahatma Gandhi during the freedom struggle in India.

Chairman Mao also wrote that “In all the practical work of our Party, all correct leadership is necessarily ’from the masses, to the masses,’ This means: take the ideas of the masses (scattered and unsystematic ideas) and concentrate them (through study rum them into concentrated and systematic ideas), then go to the masses and propagate and explain these ideas until the masses embrace them as their own, hold fast to them and translate them into action, and test the correctness of these ideas in such action.” (Encyclopedia of Anti-Revisionism On-Line)

In India, Gandhiji led to a massive revolution through movements like the Satyagraha and the Dandi March. Thousands of Indians rallied with him. 

In her book, 'Dynamics Of Mass Communication Theory And Practice', Uma Narula, writes on the concept of Mass Line Communication. She says, "Mass Line Concept of Communication is identified with non- elitist leadership. Gandhi (India) suggested bottom- up Communication between the people and the development functionaries. This concept of communication presupposes

(i) People’s Participation and leadership in community activities and development

(ii) Opinion leadership as significant communication links between people and the concerned, and development functionaries."


                                **************************************************

Mass Communication

Mass communication is a term that is basically used to define communication that occurs through the use of  Media or Technology-Mediated Channels to a large number of Recipients. In simple words, the transfer of information or messages is thus done mechanically or through any electronic medium. 

In most instances “The sender often is a person in some large media organization, the messages are public, and the audience tends to be large and varied” (Berger 121). However, with new media coming in messages today, the sender can also be a single individual whose post or file or information could reach out to a large number of recipients through social networking forums. 

Thus Mass communication uses Mass media like Print technology (newspapers, books and Magazines), Television, Radio, Internet, Digital technology, etc. 

P.S: The Books and Online materials have been mentioned for the convenience of the students. You may read them online, or read the books available on the mentioned authors from your library for further study or buy the same online. 

Types of Communication-3 Chapter 3

Group Communication and Public Communication

There are different types of Communication. These are often categorized 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

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 'Verbal Communication and Non- Verbal Communication' in my post titled Types of Communication-1 and 'Inter-personal Communication and Intra-personal Communication' in Types of Communication -2. We now proceed to discuss 'Small Group Communication and Public Communication'.

Group Communication

When we speak of Group Communication, we are speaking about a group. When two or more persons interact with each, have a common goal and consider themselves as part of a Group, It is termed as Group Communication.

A group according to MacIver is a , “mean any collection of human beings who are brought into social relationship with one another”. Robert K. Merton says “A social group is a number of people who define themselves as members of a group; who expect certain behaviour from members that they do not expect from outsiders and whom others define as belonging to a group.”

While Bottomore defines it a bit more elaborately as he says, “A social group is an aggregate of individuals in which
                         (i) definite relations exist between the individuals comprising it, and
                        (ii) each individual is conscious of the group itself and its symbols”

Group members contribute to building of belonging and become a source of information and knowledge. Belonging to a group in some cases also gives a feeling of security and can boost Social identity. It is the interaction among the group that gives it nature rather than Physical proximity.

An individual may belong to one or more groups at the same time. For instance, a person may belong to a group of friends from one's college. However, the same individual may belong to another group that is a football lover's group in one's residential colony.

Luis Kumpiluvelil sdb says, 'Group Communication is one form of interpersonal communication. The persons in the group may belong to a homogenous or heterogenous group depending on their social context. Group Communication can take place at formal and informal levels.'

Most Sociologists refer to three types of Groups. These include

1. Primary Group
2. Secondary Group  
3. Reference Group

Primary Group: 

In the words of C.H. Cooley, “By primary I mean those characterised by intimate face-to-face association and co-operation. These are primary in several senses but chiefly in that they are fundamental in framing the social nature and ideals of the individual”. Primary groups are usually characterised by physical proximity, small size, similarity of background or culture and  common interests.

Secondary Group: 

A secondary group unlike a Primary group is not small in size. It need not have face to face interactions and the relations are casual and impersonal by nature. According to Ogburn, “The groups which provide experience lacking in intimacy are called secondary groups”.

Secondary groups are goal-oriented by nature, however, the roles assigned are clearly specified. The member may be scattered across the globe, but it is the goal that gets them together.

Reference Group:

According to Encyclopedia.com, "The term “reference group” was first used by Hyman, who elaborated the concept and explored some of its properties in 'The Psychology of Status' (1942)." He says, "Reference group is the group to which the individual refers in the sense that he identifies himself either consciously or unconsciously with it."

"In simple words a reference group is any person or group that serves as a point of comparison (for reference) for an individual in forming either general or specific values, attitudes, or behavior (Schiffman & Kanuk, 2000). Given that social networks are conformed in different manners in different cultural contexts, reference group influence varies across cultures (Childers & Rao, 1992).

Reference groups have basically two functions (Kelley, 1965): A normative function that sets and enforces standards for the individual, and a comparative function that serves as a comparison point against which an individual evaluates himself and others (Cocanougher & Bruce, 1971).

Public Communication

Any information that occurs between individuals and groups of people or Public can be termed as Public Communication. Often Mass media is used as a means to reach out to a large audience.
A speech given on a stage to an audience is one instance of Public communication. Politicians speaking in a public rally, or a huge company advertising on a public platform are examples of Public Communication.

Nicole Papa (2017) says, "Public communication is the sending and receiving of messages on a large scale that impacts groups of people. For the communication to be considered effective, the messages must be clearly and accurately sent and received with a high degree of comprehension."

P.S: The Books and Online materials have been mentioned for the convenience of the students. You may read them online, or read the books available on the mentioned authors from your library for further study or buy the same online. 

Types of Communication-2 Chapter 3

Inter-personal Communication and 

Intra-personal Communication

There are different types of Communication. These are often categorized 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

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 'Verbal Communication and Non- Verbal Communication' in my post titled Types of Communication-1 Chapter 3. 

We now proceed to discuss 'Inter-personal Communication and Intra-personal Communication'.

Inter-personal Communication

Interpersonal Communication is a term that is basically attributed to a face to face communication between two persons. It is communication or a dialogue which is direct and personal and unmediated by media technology. In Inter-personal Communication the feedback is immediate. Context plays an important role in Interpersonal communication. The cultural, environmental and situational context all play a very important role in the process of Interpersonal Communication.

Keval J Kumar highlights three stages of Inter-personal communication in his book, 'Mass Communication in India.' he says,

1. The phatic stage: The phatic stage occurs when ritualised greetings are exchanged. They are only a formalised manner of showing interest and attention. The phatic stage then is patterned according to social and cultural norms and rituals.
2. The personal stage: The second stage, called the personal stage, introduces a more personal element into the conversation. During this period, persons lower their social guard a little and are prepared to take some risk in exposing themselves and their feelings. They may be willing to talk about personal matters such as one’s profession, the family, health problems and the like. Professional discussions rarely go beyond this stage. 
3. The intimate stage: This stage is reserved for friends and relatives as there is a degree of intimacy depending upon the closeness of the relationship. Interpersonal communication achieves its highest form in this mode, and words seem inadequate."

Intra-personal communication

In Intra-personal communication, the sender and the receiver is the same. When one tries to reflect, interpret a map, or do self- talk, it is called Intra-personal communication. Luis Kumpiluvelil sdb says, "Thus, transmission of information takes place through the nerve impulses in the brain rather than the sound in the air or written words on a page."

Intra-personal Communication includes interpreting maps, texts, signs and symbols, the stomach growling when hungry or upset, self talk, reading aloud, writing one’s thoughts or observations, day-dreaming or nocturnal dreaming, reflecting, contemplating and meditating.

Intra-personal communication can be understood as ‘communication within oneself’ or as ‘talking within the individual self or with the self’ (David). Activities such as thinking, calculating, planning, imagining, recollecting and also unconscious activities can be included as the process of intra-personal communication (David Gill and Bridget Adams, 1988:82).

'Intra-personal communication is the origin of all the other forms of communication. The mind is always in communication with internal messages, in processing them constantly before they are expressed outwardly in Public. The self-concept of a person is formed through Intra-personal communication.' (Introduction to communication and media studies, Edited by John Joshva Raja and Samson Prabhakar)

Keval J. Kumar, in his book, 'Mass Communication in India,' says that It ‘is individual reflection, contemplation and meditation. Transcendental meditation for instance is an example of such communication. Conversing with the divine, with spirits and ancestors, may be termed ‘trans-personal’ Communication. This is a vital experience in the religious and monastic life, and in ashrams and places of prayer.

We will discuss 'Small Group Communication and Public Communication' in my next post which is titled Types of Communication-3 , Chapter 3

P.S: The Books and Online materials have been mentioned for the convenience of the students. You may read them online, or read the books available on the mentioned authors from your library for further study or buy the same online. 

ELEMENTS OF THE PROCESS OF COMMUNICATION

While the following is present in chapter 1, it is given in detail in this post for the convenience of students and friends.

Elements of the Process of Communication 

Communication works by exchanging information or messages. The process of communication involves a sender, a receiver and the message. This is the basic concept. However, to have a complete process of communication it need many elements. "The elements in the communication process determine the quality of communication. A problem in any one of these elements can reduce communication effectiveness" (Keyton, 2011).

Communication process thus involves the following basic elements: 

• Source/Sender
• Message
• Medium or Channel
• Receiver
• Feedback 
• Noise

SOURCE/ SENDER: The Sender is the individual who initiates the process of communication by sending a message or information. It is the sender who elicits a response from the recipient of the message or information. The process by which the translation of thoughts is done in order to send it as a message is called Encoding. The sender encodes the message in order to send it to a recipient. "Encoding is the performing and composing of communicative signs within the brain and then their external expression is speech." (Burton and Dimbleby, 1983:3)

MESSAGE: A sender sends the idea, concept or Information to another recipient. This is the message in the field of communication. It is the formulated content in the process of communication. Denis McQuail (1975) says that the simple way of regarding human communication is ‘to consider it as the sending from one person to another of meaningful messages’.

CHANNEL: When a sender sends message to a receiver, the Sender may choose a means for communicating or for transferring this message. The sender may use words, speech, gestures or tools. In the study of communication, these are called a medium or a channel. The primary medium is the human body; all other media are extensions of the body (McLuhan).

RECEIVER: Communication does not happen in Vacuum. The sender sends a message to a recipient of the message. There is a person who receives the message that was sent by the sender. This is the receiver. When the encoded message is re-translated into thoughts, by the receiver in order to understand what was sent by the sender, it is called Decoding. Decoding is basically the receiver decoding and understanding the information received. "Decoding is considered as the physical acceptance of external signals like hearing and understanding or the construction of meaning from those signals" (Burton and Dimbleby, 1983:3)
There may be times that a recipient may choose to refuse to accept the message. In this case, the message was sent, but the recipient responded negatively, however there was communication occuring. If however, there was no one to receive the message, then communication is incomplete.

FEEDBACK: A feedback in communication means the receiver’s response or reaction to the message sent by the sender.

The response of the receiver can further carry on the process of communication. A feedback also helps the sender to understand if the recipient has received the message as desired by the sender.

NOISE: A Noise or Barrier includes anything that impedes the message from being fully received and understood by the receiver. The concept or term ‘Noise’ was introduced in communication theory in 1940's by Shannon and Weaver while working on a mathematical model in Bell Laboratories. While, this term was coined initially as a disturbance in the receptivity of signals by Shannon and Weaver, researchers later realised that in the field of communication 'barrier or noise' could be external or internal.

There is sharing of information or message transmission between the sender and the receiver. The sender sends a message to a receiver. This message could be sent through any medium. The receiver receives the message and interprets it. These terms are technically defined below:

• The sender makes a message based on what  one wants to communicate. it could be a concept or an idea. This process is called 'Encoding'.
• After encoding, the sender transmits this message through the medium.
• The medium may vary based on how the sender wants to send the message to the receiver.
• The recipient receives the message and starts deciphering or understanding it. This process is called 'decoding'.
• The recipient further gives a reaction or a response. This is called a feedback. This feedback could be direct or through the use of a medium and channel.
• This is gradually followed by the decoding of the feedback received.  
• The concept of 'Noise' includes any element that causes disruption or disturbance in the process of communication. It could also be anything that distorts the message.
• If feedback does not occur for any given reason, it is called one-way communication.

Communication always occurs in a context. Some reseacrh scholars include Context while discussing the basic elements of Communication.

CONTEXT: There is always a context in which a sender sends the message and the receiver receives it. The are both influenced by the context they are in while Communication occurs. The information sent by the sender depends upon the age, background, economic status, and cultural factors that define the lifestyle of the sender. On the other hand, the recipient receiver the message based on the cultural background and lifestyle that the receiver has grown in. 

Context is an important factor in the field of Communication. It is essential to know the background of the receiver for communication to occur smoothly. For instance, a joke in Western Countries may be considered as highly offensive in Asian or Arab countries. The reason being the cultural context of each country being entirely different. 

The above mentioned are the basic elements a students can normally refer to as the elements of Communication. But Scholars always go a step further. 

Today, the field of communication includes different elements of Mass Communication. In such a case, Communication Scholar, Uma Narula presents seven elements in the process of Communication. In her book, 'Dynamics of Mass Communication: Theory and practice', She summarises the process of communication in the following way- 'The essential elements are: there is interaction so there is sender/s and receiver/s within a context. There is a message to be conveyed through a  channel. The object of the interaction is to have intended or unintended effects on receivers (targeted audience), to assess the effectiveness, there should be loops of feedback to the sender and receiver. The need for communication channels, messages and audience for the focused issues varies and develops over time.

Thus, communicator, objective, audience, message, channel and effects, feedback loops, are the essential seven elements of Communication process.' (Narula, 2006)

P.S: The Books and Online materials have been mentioned for the convenience of the students. You may read them online, or read the books available on the mentioned authors from your library for further study or buy the same online. 

CHARACTERISTICS OF COMMUNICATION

This is already included in Chapter 1, However, I am posting it separately for the convenience of students and friends searching primarily for this topic. 

Characteristics of Communication

Communication is not static. It has various characteristics. Some of these are enumerated below:

• Two way process: Communication has a sender and a receiver. Communication cannot occur in a vacuum.

• Dynamic in Nature: Communication is never static. It is dynamic. There is an exchange of information between sender and receiver. The process further elaborates when there is a feedback. The receiver after decoding the message gives a feedback, in this process, the receiver now becomes a sender and vice versa.

• Purpose- Communication has a purpose. The purpose could vary from sender to sender. But there is always a purpose.

• Contextual- Communication always happens in a context. The sender and the receiver communicate in a context. Each of them will be influenced by the context that surrounds them.

• Form: Communication can take a form. It could be sharing or a request or order or an expression of anger. Communication could be formal or informal based on the context the communication is occurring.

• Use of signs and symbols: Communication need not only be verbal. Communication can occur through words, actions, signs , symbols, graphs, expressions, etc.

• Scope: Communication not being static, has a scope. It can help a person to deal with a situation.

FUNCTIONS OF COMMUNICATION

This is already included in Chapter 1, However, I am posting it separately for the convenience of students and friends searching primarily for this topic. 

Functions of Communication

The functions of communication are numerous. A few of these functions are mentioned below:

• Information: One of the primary functions of communication is to inform another person. In any given field whether family, friendships or business, sharing of information is integral for communication to occur.
• Social needs: Communication helps one to fulfill one's social need. The needs to be identified, belong, control and be affectionate and receive affection are innate and communication helps in the same.
• Practical needs: Communication helps one to fulfill the practical needs. For instance, simple things like buying a product, asking someone to pass an object, etc.
• Education: Communication helps in the process of education. It is an important element in the transfer of knowledge, ideas and concepts. To spread literacy and create awareness is an important function of communication.
• Co-ordination: Communication helps to co-ordinate 
• Persuasion: Persuasion could include various dimensions of persuasion. For instance, a mother persuades her child to drink milk for good health but persuasion could also mean different organisations persuading you to buy their product.
• Motivation or Raising Morale: An individual could motivate others through actions, words or deeds. One could always encourage and boost the morale of those around through kind words of encouragement, motivation and inspiration.  A good teacher is a good communicator who motivates and raises the morale of her students by encouraging them to achieve their dreams and work hard for it.
• Instruction: Communication also helps in instructions. It is important while driving to follow the instructions of safe driving. 
• Advice: Communication could also mean advice. 
• Warning: Communication could include warning. For instance: The weather forecast department issues warning regarding the weather conditions to the people.
• Connectivity: In today's arena, communication has jumped leaps and bound and has led to a connectivity unimaginable before. Social networking forums have led to people connecting globally.
• Networking: The world today with its digital activity has become a constant forum for networking. It is not surprising them that Social Networking forums have become major forums for communication and networking.