Formal and informal communication in organizations

Introduction

Organizational communication is a process by which the activities of a society are collected and coordinated to achieve the objectives of individuals, the work group and the organization itself. This is often an effective component of management in all companies or organizations. The functionalist perspective of organizational communication defines it as a system of channels through which messages flow. This communication is basically divided into two groups, formal and informal communication.

Communication is a very important function to manage any organization whether it is small or large. The word communication has been derived from the Latin room "Communis", which means common. Therefore communication means the exchange of ideas is common. It can be defined as an exchange of facts, ideas, opinions or emotions between two or more people to create a common ground of understanding. Or, as the process of transmitting information and messages from one person to another. It involves at least two people, that is, a sender and a receiver. The sender and develops transmits a message to the receiver. The purpose is to achieve common understanding between the sender and receiver. The basic unit of communication in an organization is the link between manager and subordinate.

Communication process

The communication process involves the sender, the transmission of the message through a channel, the receiver and finally the decoding of the message.

Sender

Communication begins with the sender, who has a thought or idea in a way that can be understood by the receiver.

Message transmission channel

The information is transmitted on a channel, the message can be oral or written, and it can be transmitted through a memorandum, a letter, via telephone, television, etc. Two or more channels are used at all times.

Receiver

The recipient is the person who receives the message through different means of communication.

Decoding

It is the part where the recipient turns the message into a thought or idea.

Formal communication

Formal communication is divided into written and oral. Daily tasks are handled through oral communication, while the most relevant issues require written communication.

Formal relationships

This communication between employees is adopted, where formal relationships have been established by the organization. The sender and receiver have some kind of organizational relationship. Communication has to go through a defined channel when going from one person to another.

Organizational Message

This channel is concerned only with authorized organization messages and personal messages are outside your jurisdiction.

Deliberate effort

This channel of communication is not established automatically, but the effort has to be made in its creation. It is decided taking into account the objectives of the organization.

Advantage

Maintenance of the Authority

Formal communication maintains strong relationships between bosses and their subordinates, thanks to which the authority of superiors is maintained. However, it is advisable to control subordinates and set their responsibility, which is necessary for effective and successful control.

Clear and effective communication

In formal communication, there is direct contact between bosses and subordinates. The superiors must know when and at what moment the subordinates need information. In this way, this communication is capable of making the information timely.

Orderly flow of information

Information has to pass through a defined route from one person to another. Easy knowledge of the source of the information In this type of communication, the source of each information can be easily located.

Disadvantages

Work overload Spends a lot of time on official communication, and therefore some other important tasks are left unattended. Information distortion

This method can be an obstacle in the flow of information. Sometimes the distance between the sender and the receiver is so great that the information has to go through many hands and by the time the receiver reaches it is distorted. Therefore, sometimes, it does not achieve its purpose.

Managers are sometimes indifferent

Sometimes bosses don't pay much attention to suggestions and complaints from subordinates. In such a case, a subordinate may lose his faith in the effectiveness of formal communication.

Types of formal communication

(Katz and Kahn, 1978) Formal communication is of two types:

Vertical Communication

Vertical communication is of the following types:

Top-down communication

Communication by the upper hierarchy with their subordinates is called downward communication. This communication includes orders, rules, information, policies, instructions, etc. The main advantage of top-down communication is that subordinates receive useful timely information that helps them perform tasks.

Upward communication

This communication follows from subordinates to superiors. The objective is to provide suggestions, reactions, reports, complaints, etc. This type of communication helps senior management in decision making.

Horizontal Communication

Horizontal communication is born when two individuals of the same level exchange information. It is used by people of the same hierarchical level to solve problems of the organization, obtaining a similar benefit. This information includes requests, suggestions, mutual problems, and information related to group coordination.

Chain communication

Chain communication refers to communication between a superior and a subordinate including all the people who work in an organization.

Circular communication

This type of communication takes place between the members of a team, each of them can communicate with the closest members.

Free Flower Communication

Assume that each member of the group can speak to all the other people in the group.

Inverted communication

In this form of communication, a subordinate is allowed to communicate with his boss's boss. In this form of communication the messages move at a fast speed.

Informal Communication

Informal communication refers to the exchange of information in an unofficial way. It is based on informal relationships:

Friendship Membership in the same club Same interests

It is free from all organizational formalities. The exchange of informal messages is generally carried out at meals, social events, parties, etc. On these occasions, superiors may gather information from their subordinates that is difficult to obtain through formal communication. These messages include comments, suggestions, etc. In this case, communication is done through gesturing, head movement, smiling or remaining silent. There is no defined communication channel.

Advantage

Fast communication

In this communication, messages move fast and their effect is equally great on people. Training through social relationships

This communication is born from social relations, it is beyond the restrictions of the organization. No boss-subordinate relationship is listed. A gregarious boss can collect a lot of information through this channel.

Easy solution to difficult problems

There are many problems that cannot be solved with the help of formal communication. There is more freedom in informal communication that helps solve difficult problems.

Satisfaction of the social needs of employees

Everyone wants good relationships with bosses at a workplace, these relationships give employees satisfaction and are proud of it. But this can be possible only with the help of informal communication.

Disadvantages

Uncertain Path

Since it goes beyond the company's restrictions, there is no defined channel.

Possibility of rumor and distortion

The certainty that the information is true or false is not found in anyone, therefore rumors can quickly arise.

Unsystematic communication

This communication is not systematic and it is possible that the information reaches the wrong person, or that it does not reach the appropriate person.

Information is not reliable

Most of the information received through this communication is unreliable and no major decisions can be made on its basis.

conclusion

Without communication there would be many problems in the organization and the problems could not be easily solved. Communication is a means that all companies must consider as an important element as a basis for making their decisions.