Formal Communication Assignment Help

Introduction

Formal communication channel results from the formal organisation structure. Formal communication is one where the message travels through the formal route laid down by the organisation. It is the official route through which a message should pass. If ‘A’ wants to give certain message containing some instructions to ‘£’ and between A and £ are 8, C and D (who form the official hierarchy) then that message takes a route as shown Formal Communication Assignment Helpbelow.

A—> B——> C—–> D——-> E

This formal communication ensures orderly flow of information. There is smooth and accurate flow of information to its destination is ensured under this system of communication. It enables the line of authority to have the knowledge of information as it passes through them. The formal communication possesses certain advantages and disadvantages.

The communication which is free from all formalities is informal communication. Informal communication takes place through informal contacts among people. It coexists with the formal communication network in the organisation.

Informal communication takes the form of comments, advices, suggestions, informal talks and reactions. This type of communication is also known as ‘grapevine’. The management of the organisation cannot control or regulate this type of communication network. It results from the social relationships developed among people at work in the organisation.

Man being a social animal this has to be there. They form groups and discuss organisational matters among themselves and express their opinions and comment upon working, some express their negative reactions also. Informal communication has certain advantages and hence the managers encourage this type of communication.

Formal Communication Assignment Help

Koontz and O’Donnell have rightly observed that “the most effective communication results when managers utilize the informal organisation to supplement the communication channels of the formal organisation.”

Some people criticize informal communication by saying that it is inaccurate and misleading but it is not so always. It may be incomplete which results in misunderstanding. It rather aids the formal communication system by filling the existing gap in formal communication. Informal communication system possesses certain advantages and disadvantages.

Oral Communication:

It is simple and common method of communication. It is verbal communication. It is person to person communication. Speaking personally and exchanging views and ideas with the subordinates and employees has special effects and helps in developing good human relations. To make oral communication effective, choice of appropriate words to have clarity in the message should be used. Harsh words should be avoided.

The tone of a person also affects the communication even though good and appropriate words are used. It should be controlled by the speaker. Efforts should be made to feel the listener at ease. He should not get annoyed after listening to the speaker’s instructions. Oral communication is an effective tool of maintaining good human relations.

Smile on a face, personal enquiry, greeting a person, sense of humour, understanding practical difficulties are some of the vital clues make the communication very effective. Oral communication also has some advantages and disadvantages.

Non-Verbal Communication:

Communicating with gestures, body movements, actions, signals, and facial expressions is non-verbal communication. In primitive society communication was non-verbal. Non­verbal communication is visual which can be observed, recorded and understood. Non­verbal communication is used along with verbal communication. Non-verbal communication is not obsolete but is still in vogue. An executive can understand from the facial expressions the feelings of his subordinates.

When an executive is busy with his work he calls his assistant with hand signal. Under certain circumstances it is better to use non-verbal communication because words may hurt the feelings and one should remember the saying that “Acts speak louder than words.”

Channels of Communication:

In modern times the organisations want speedy flow of information. In the world of competition this is the need of the hour because if you are late you will lag behind. Now internet is in which will throw away old channels. Any information required is on net now. The channel of communication is a path of transmitting messages from sender to the receiver. The managers need various types of information quickly and on time to carry on his managerial activities effectively. Organizations according to their needs establish their own system of communication. The popular and in practice channels of communication are downward, upward, horizontal and diagonal.

Downward Communication:

Downward channel of communication flows from top to the bottom level of management. As the direction of the flow of communication suggests, it is from superior to subordinate. This type of channel of communication speaks for authoritarian character of management and environment. This communication is directive in nature. The communication from superiors include directives, orders, instructions relating to policies, programmes, mission, objectives and other information relating to specific task etc.

Upward Communication:

It is just the reverse of the downward channel of communication and flows from bottom to top level of management. The importance of this channel of communication is being realized. Superiors get feedback and know the reactions, feelings and opinion of their subordinates and staff working at lower level through this channel of communication. It helps in knowing the grievances of the employees which are generally not known to the superior authorities. It also has some advantages and disadvantages.Order Now