8/11/2019 02-140619005112-phpapp02

1/7

Daffodil Institute of ITProgram BBA

Business Communication

Types of Communication

Questions

1. Types of communication2. Media of communication

Types of communicationDifferent types of communication system are found in different kinds of organization. The types communication differ from organization to organization depending upon the nature of information to bcommunicated and the purpose of communication.

Communication(On the basis of organizational relationship)01. Formal communicationThe communication !hich follo!s established systems rules regulation procedures or any other prescribe

!ays and means are kno!n as formal communication."#ormal communication is that communication !hich follo!s the chain of command established by thorganization$s hierarchy%. &&& 'unt

- Internal communicationhen formal communication occurred !ithin the organization is called internal communication. *& salereport in+entory report !orker$s performance report etc.

- Eternal communicationhen formal communication takes place out side of the organization !ith +arious stakeholders lettersreports memo e&mail speech ne!s release bulletin etc is called e*ternal communication.* & ,nnual financial report of business firm -n+itation to recei+e di+idend etc.

0!. Informal communicationommunication !hich does not follo! any official or prescribed rules and procedure is called inform

communication. -t follo!s no set of rules nor obedient to the organization$s hierarchy rather does it take placoutside the chain of command."-nformal communication is those communications that do not adhere to the organization$s hierarchy%.

&&& 'unt.

Communication(On the basis of flo! of information)01. "ori#ontal communicationommunication bet!een departments or people on the same le+el in the managerial hierarchy or aorganization can be defined as horizontal or lateral communication.0!. $ertical communication

, communication that e*ists bet!een superior and subordinate can be termed as +ertical communication.- %p&ard communication

ommunication flo!s from do!n to up!ard/ from subordinate to superior le+els. This communicatio

takes place either in the nature of feedback or in the nature of original thoughts and suggestions at thinitiati+e of the lo!er le+els.- Do&n&ard communication

ommunication flo!s from up to do!n!ard/ from the superior to subordinate le+els. 0enerally this typof communication is applied in the form of directions interpretations and clarification$s.

0'. Cross&ise communicationross!ise communication has the horizontal flo! of information !ith people on the different le+els that ha+e ndirect reporting relationship. 0ross relationships e*ist bet!een personnel in one di+ision and personnel of eualo!er or superior status in other di+isions. This type of communication is used to speed information flo! timpro+e understanding and to co&ordinate efforts for the achie+ement of organizational obecti+es.

//Daffodil/Lakkhan/Business Communication

8/11/2019 02-140619005112-phpapp02

2/7

Ad(antages of Formal Communication#ormal communication is needed for any organization because of follo!ing reasons3

1. Permanent )ecord*#ormal communication is al!ays kept in record. hen needed the record can be easily traced and cahelp in sol+ing problems. -t can act as reference.

!. To increase o(erall efficiency*4uch types of communication follo! all the set or established rules of an organization and thereforefacilitate the increase of o+erall efficiency of the organization.

'. T+is is easy communication system*#ormal communication mo+es through the pre&determined channel. +eryone in the organization isa!are of the source or destination of the message.

,. -aintenance of discipline*-t creates a sense of a!areness among the employees to be punctual and attenti+e to!ards their obs.

. /ess c+ance of mistae error*Due to care is gi+en to strictly perform the pre&conditioned reuirements !hen anybody is engaged in focommunication.

2. Presence of coordination*o&ordination if acti+ities are highly essential for the smooth functioning of an organization. Organizationha+ing multiple departments reuires strict discipline to co&ordinate it. 5arious functions and suchcoordination are possible through formal communication.

3. )elia4ility of communication*#ormal communication is more reliable and more credible as it passes through a formal process. That is!hy for transmitting important issues like obecti+es orders and directions etc. #ormal communication reuired.

5. 6elf7eplanatory*#ormal communication is al!ays self&e*planatory because the source and destination are clear anddefinite. -t creates no confusion rather a clear meaning to all.

Disad(antages of Formal Communication

1. 8astage of Time*

#ormal communication reuires a lot of time to pass through the +arious points. -n each point messageare decoded and encoded again for the transmission to the ne*t stage. This process continues until thmessage reaches the final recipient. This results in killing of huge time.

!. Inflei4ility*, message transmitted through formal communication cannot be changes as and !hen desires. To makany change in formal communication. -t in+ol+es obser+ation of the same rules and procedure as !afollo!ed in original communication.

'. Aut+oritarian system*#ormal communication occurring in the +ertical !ay follo!s the nature of authoritarian as communicatiotakes place bet!een boss and subordinates and therefore formal communication turns into a ob mere obser+ation of formalities.

,. /ac of initiati(e*-nformal communication e+erybody has to follo! the set rules and systems. mployee has no choice select any other system e+en if it is the best one compared to the prescribed one. There is no scope tde+elop creati+ity and e*ercise initiati+es.

. Costly*6rocedures and formalities are maintained for formal commi7nication the communication becomes mocomple* and time consuming and costly.

2. /ac of cordiality*stablished rules are strictly obser+es. More emphasis is gi+en to the formalities rather than human side

,s a result there is no scope to de+elop cordial relationship bet!een the sender and recei+er.

//Daffodil/Lakkhan/Business Communication

8/11/2019 02-140619005112-phpapp02

3/7

Ad(antages of Informal Communication

1. Alternati(e system*There are some messages !hich cannot be sent through formal !ay and therefore reuires some alternati+e4uch alternati+e can be informal communication.

!. Interpretation present*Message sent to subordinates reuires e*planation or interpretation and informal communication is the +aluabmeans here.

'. 9rie(ance present*

mployees cannot make any complaints to superiors through formal communication but informal communicatiogi+es the employees a better opportunity to raise their complaints grie+ance or claim.

,. En+ance efficiency*mployees can freely e*change their opinions in terms of informal communication. They can ask any uestio!ithout any hesitation.

. Impro(ement of relations+ip*,ny dispute created bet!een management and the labor can be settled through informal communicatiooordination and cooperation can be established through harmonious relationship bet!een management anlabor. 4uch relationship is only possible through informal communication.

2. Pro(iding recommendations*4ubordinates feel free to pro+ide management !ith their suggestions and recommendations on different ob relateissues like !ork methods procedures conditions etc.

3. -easuring reaction*8efore releasing any information management !ants to kno! the reaction of employees. -n such a case informacommunication can be +aluable in measuring the reaction of employees before any information is con+eyethrough formal channels.

5. Quic transmission*-nformation flo!s uickly through informal channels. Management may take ad+antage to send or recei+e thmessage of urgent nature through such net!ork.

:. Pro(ide emotional relief*4ome employees may become emotional !hich cannot be remo+ed through formal communication. 8ut informcommunication acts as a safety measure to pro+ide emotional relief and therefore help in concentration to ob.

10. Effecti(eness*Organizational effecti+eness is likely to be enhanced by informal communication through opening ob relatecommunication channels !hich an organization reuires to create social impression.

Disad(antages of informal Communication

1. Distortion*-nformal communication net!orks do not follo! any set rules definite lines or !ays. 4o it can transmit any kind information to any person !ithout any respect or fear. -t may spread !rong or distorted ne!s !hich masometimes pro+e harmful e+en to the employees.

!. /ac of secrecy*-n informal communication e+erybody can freely interact as there are no restriction or rules. ,ny secret matter likely to be flashed !ithout any problem or hesitation. This may cause a huge damage to any organization.

'. Damaging s&iftness*The s!iftness !ith !hich the informal communication transmits the message may e+en be damaging. , rumor maspread and cause serious damage before the management becomes a!are of it and can take any correcti+action.

,. Incomplete information*

-nformation released usually incomplete. There is each and e+ery chance of its being misunderstood misinterpreted.

. ;on7cooperation*4ometimes confusion de+elops among the persons in+ol+ed in informal communication. ,s a result they maremain separate !ithout any cooperation.

2. /ac of control*-nformal communication does not follo! any established system/ it is beyond of any control. Organization has nmechanism to resist its mo+ement.

3. "uge rumor*Most of the time informal communication fabricates the real facts and makes some rosy picture. This realdamages the !orking en+ironment of any organization.

//Daffodil/Lakkhan/Business Communication

8/11/2019 02-140619005112-phpapp02

4/7

9rape(ine

The grape+ine is a maor informal communication path!ay in an organization is such a term !as used in the ci+!ar to describe the telegraph lines falling loosely from tree to tree and resembling a grape+ine. -t arises from thsocial and personal interests of people rather than the formal reuirements of an organization. Think abopeople making assembly in any function or ceremony they become interested to kno! each other more closelhere grape+ine is sure to de+elop.C+aracteristics of t+e 9rape(ine

1. "uge impact*

, large number of employees in an organization depend on the grape+ine because they consider this athe primary source of information as !ell as the reliable channel to communicate about the facts ane+ents !ithin the firm.

!. Etensi(e*0rape+ine links the !hole organization +ery uickly/ from top to bottom of an organization no body is lefrom the touch of grape+ine.

'. Flei4ility*-t is more fle*ible than formal channels because formal channels reuire +arious formalities !hereagrape+ine is free from those formalities.

,. 6peed*-nformation mo+es +ery uickly through the grape+ine. 0rape+ine runs faster than the !ind.

. Distortion*

-nformation spreading through grape+ine is like to be disported as it mo+es point&to&point terminal&toterminal or person&to&person.

2.

8/11/2019 02-140619005112-phpapp02

5/7

-edia C+annels of Communicationommunication and media are not independent rather they are dependent and complimentary to eacother. ithout media communication cannot happen and therefore they are t!o sides of the samcoin.

$er4al Communication

, communication using oral or !ritten methods kno! to be +erbal communication or +erbcommunication is a method that uses oral and !ritten e*pression face to face communicatiocon+ersation meeting inter+ie! etc. are the methods used under oral communication. herealetters memos report internet tele* fa* telegram and others are used for !rittecommunication both oral and !ritten communication methods can be used ointly or uniuely tcreate +erbal communication.

8/11/2019 02-140619005112-phpapp02

6/7

Oral communication is the process of communication !hich is sent by the sender through th!ord of mouth. -t takes the form of speech and listening. -t consists of !ords arranged imeaningful patterns.

8ritten Communication, message communicated in a !ritten form is kno!n as !ritten communication. Ob+iously it !ord based communication and is made in terms of !riting and generally used !hen thaudience is at a distance and !hen there is a need of record.

;on7(er4al Communication

9on&+erbal communication is a non&!ord communication. -t clearly defines that succommunication is neither !ritten nor oral but uses some series of symbols or !ays tcommunicate a message. e can say 9on&+erbal communication means all communicatiothat in+ol+es neither !ritten nor spoken !ords but occurs !ithout the use of !ords.

$isual Communication5isual communication is done using sight only. *& #acial e*pressions gesture printed pictureposters slides film etc. 5isual communication generally communicates elementary and simplideas. -t can be effecti+ely used only in combination !ith other media. hen !rittecommunication fails !e can take the help of +isual communication to communicate !itpersons.

Audi4le Audial Communication

ommunications that done by using only sound is called ,udible : ,udial communication. *siren calling bell ringing bell etc.

Audio7(isual Communication,udio&+isual communication is a combination of sight and sound i.e. it uses audible and +isutechniues both for transmitting message information or idea to create a meaningful pictur!hich is communicati+e. * ;

8/11/2019 02-140619005112-phpapp02

7/7

-erits = /imitations of &ritten communication-erits- -t is accurate and precise- -t can be repeatedly referred to- -t is a permanent record- -t is a legal document- -t facilitates the assignation of responsibilities

- -t has a !ide access/imitations- -t is time consuming- -t is costly- =uick clarification is not possible

-erits = /imitations of