Communication indetail.......

Communication

Two-way process of reaching mutual understanding, in which participants not only exchange encode-decode information but also create and share meaning. See also communications.

Communication on the basis of organizational structure may be classified into two categories.

    1.Formal

    2.Informal                                                       

Formal communication
                    The communication flows through formal channels that is officially recognized position along  the line in the organization.

·         Formal communication associated with a formal organizational structure.

·         All downward, upward and horizontal communication flow through this chain .

Formal lines of communication of organization comprise--

1.       Line relation ship

2.       Functional relationship

3.       Staff relation ship

1.Line relationship

·         Line relationship is the line of authority. it sets down the Path of the communication from bass to subordinate .

·         All official communication orders and instruction move from seniors to subordinates.

·         All follow up action compliance and execution information and reports move upward from subordinate to boss.

·         If the communication is oral, the message is conveyed to the immediate boss.

2.Functional relationship

                Functional relationship is the communication that occurs when departments inform work and related organizational matters to each other

3.Staff relationship

·         Staff relationship is the communication that supports line management marketing and production.

·         It does not carry the excutive authority of line relationship.

Advantages:

1.it helps in maintain  the authority of line executives over their subordinates who are responsible to get      

   the work done by their subordinates and are answerable to their bosses.

2. An immediate superior has direct contacts with the subordinates .

3. It helps to develop good relation between the leader and his subordinates develop.

Disadvantages:

·         Unforeseen  events cannot be formalized.

·         It leaves the superiors with little time to perform other organizational functions well.

·         It reduces the accuracy of the message

·         Any information upward or downward favoring subordinates is more often suppressed or delayed by the superiors.

·         Very often they do not recognize each other. This adversely affects the relations of executives and subordinates.

Informal communication:

·         It is based on the informal relations of the two persons, the sender and the receiver of communication.

·         It is an informal adjunct or extension of the formal system of the organizational communication.

·         Hence the gap in the formal communication is filled up by the informal gossip circulated among employees  , who form relationship on the basis of work or the same social factors .

·         Informal communication in an organization usually flows through chat and grapevine.

Chat:

                     The horizontal or lateral relationship relates to communication between peer group managers from different departments or within the same department, that carriers out different activities.

                 Managers of the samre level enjoy the same level of authority

The grapevine:

The grapevine is always attributed to reliable source.

1.       The unofficial version of news, irrespective of its basis is more easily believed by people psychologically.

2.       News through the grapevine spreads like wild fire quickly and uncontrollably.

3.       Usually this version of information is somewhat distorted and exaggerated –a result of the vast chain of ‘filters’ used in this process.

4.        Normally the management views the grapevine negatively.

5.       However sometimes the management itself wants to take advantages of the grapevine.

6.       In using informal channel of communication managers Have to be vey careful about the form of informal communication.

7.       Its effectiveness would depend on the personal and image created by the executive through his official behavior. And other personal attributes such as frankness, a sympathetic attitude , and sense of fairness in dealing with people.

Merits of informal communication:

Uniting force:

                    The grapevine brings together work force in matter of common interest.

Speed:

                    Informal channels of communication pass on message speedily.

Creation of ideas:

                     Informal communication, through sharing of ideas and the views or by spreading unofficial grapevine generates ideas and expectations that often prove of the decision makers and planners of goals and schemes.

Good personal relation:

                    Informal communication that promotes personal relations is important for success of public relations.

Advantages:

1. The communication travels at faster speed because there is no formal line of communication.

2. It is multi dimensional. As there is no channel of communication, communication may be made on any topic of interest to any person in the group irrespective of his position in the formal organization.

3. It is dynamic and reacts quickly because inform channel have their sanction in the group and develop within the group and develop within the organization.

4. A t times, it may supplement the formal channel.

Disadvantages of informal communication:

1.       It is often carries half-truths, rumors, and distorted facts at an alarming rate of speed.

2.       Sometime, the message c ommunicated through informal channels are so erratic that any action based on these cannot be taken.

3.       In informal communication, there are greater chances of distortion of message.