Technical Communication – Unit 1

Assignment 4

Q.1 Explain formal flows / channels of communication?

Q.2 Explain informal flows / channels of communication?
Q. 3. Differentiate between Formal & Informal Flows / Channels of
Communication.

Q.1 Explain formal flows / channels of communication?

Formal communication:
The communication in which the flow of information takes a predefined channel is termed as
Formal Communication. The communication follows a hierarchical chain of command which is
established by the organization itself. In general, this type of communication is used exclusively
at the workplace, and the employees are bound to follow it while performing their duties. The
other name for formal communication is official communication. Formal flow of communication
takes place through following four channels:
1. Downward Communication
2. Upward Communication
3. Horizontal or lateral communication (Peer)
4. Diagonal or Cross-wise Communication

1. Downward Communication

Downward communication refers to the communication from the higher level in managerial
hierarchy to the lower ones. It is a communication from decision makers to the workers. It is a
communication from seniors to their subordinate employees.
The main function of downward communication is providing direction and control. It
involves the transfer of information, instruction, advice, feedback and ideas to the subordinate
staff. It increases staff awareness and facilitates implementation of:
• New policies
• Guidelines
• Decisions
• Evaluations
• Appraisal of the performance of the employees.

Downward flow of communication is essential for the functioning of any organization.

Examples of Downward Communication:

A communication from General Manager of a company to the branch managers is an
example of downward communication.
Other examples of downward communication include-
Annual Confidential reports
Performance appraisals
Notices
Project feed back
Announcements of company policies
Official instructions and so on…
Forms of downward communication may include-
Notes
Notices
Memos
Telephone conversations
Voice mails
Emails
Face to face conversations
Too much down ward communication may lead to reaction from subordinates and can hamper
better employee - employer relationship.

2. Upward Communication:
This type of communication refers to-
• Communication from subordinates to superiors.
• Communication from employees to management.
• Communication from workers to decision makers.

Since upward communication involves the transfer of – information, request and feedback from
subordinates to their seniors, it promotes better working relationships within an organization
by giving the subordinate staff opportunities to share their views and ideas with their
supervisors. It facilitates employee involvement in the decision making process.
Nevertheless, in any organization there has to be a balance between downward and upward
communication channels.
Examples of Upward Communication:
A business report from the branch manager of a company to the managing director of
the company is an example of upward communication.
Other examples of upward communication include –
• Business proposals
• Suggestion box
• Exit interviews
• Grievance redressal committees and so forth….

3. Horizontal or lateral communication (Peer)

It takes place between professional peer groups or people working on the same level of
hierarchy.
It is the communication among workers at the same level.
The main objectives of horizontal communication are –
- Developing teamwork and Promoting group coordination within an organization.

Horizontal communication is less formal and structured than both downward and upward
communication and may be carried out through –
• Informal discussions
• Management gossip
• Telephone calls
• Teleconferencing
• Memos
• Routine meetings and so on....

4. Diagonal or Cross-wise Communication

It is the product of modern changes in information technology and management. It is basically a

response to market needs that demand speed and efficiency.
Diagonal communication flows in all directions. As the diagonal channel occurs between
people who do not have to follow rigid norms of communication protocol.

Q.2 Explain informal flows / channels of communication?

Informal communication:
On the contrary, Informal communication refers to the form of communication which does not
follow any pre-defined channel for the transmission of information. This type of communication
moves freely in all directions, and thus, it is very quick and rapid. In any organization, this type
of communication is very natural as people interact with each other about their professional
life, personal life, and other matters. The other name for informal communication is grapevine.
Example: Sharing of feelings, casual discussion, gossips, etc.

Informal Channel of Communication: Grapevine

What do you mean by Grapevine?

In the context of an organization’s communication network grapevine may be described
as, “An informal system of information flow, like the far stretching branches of a grapevine, this
system is very complex, uncontrollable and unpredictable.
‘It feeds on rumour and gossip’.
A clever professional / manager knows how to use it for the betterment of the organization.
It is not unorganized communication, which happens automatically without any instructions or
efforts by the authorities.

Informal Communication also known as Grapevine takes place during:

• Tea time gossips
• Casual gatherings
• Lunch time meetings.
Grapevine may be helpful in :
• Positive Group building.
• As a safety valve for pent up emotions.
• Building up organizational solidarity and harmony.

Grapevine (Informal communication) takes place through following channels:

1. Single Strand Chain
2. Cluster Chain
3. Probability Chain
4. Gossip Chain

1. Single Strand Chain:

The communication in which one person tell something to another, who shares it with some
other person and the process goes on.

2. Cluster Chain:
The communication in which one person tells something to some of its most trusted people,
and then they share it with their trustworthy friends and the communication continues.
 3. Probability Chain:
The communication happens when a person randomly chooses some persons to pass on some
information which is of little interest but not important. Those people further share the
information with other people and information flow continues.

4. Gossip Chain:
The communication starts when a person tells something to a group of people, and then they
pass on the information to some more people and in this way the information is passed on to
everyone.

Q. 3. Differentiate between Formal & Informal Flows / Channels of

Communication.

Sl. No. Attribute Formal Communication Informal Communication

1 Definition A type of verbal communication in which A type of verbal communication in

the interchange of information is done which the interchange of information
through the pre-defined channels is does not follow any channels i.e. the
known as formal communication. communication stretches in all
directions.
2 Another Name Formal communication is also known by Informal Communication is also known
the name of official communication by the name of grapevine.

3 Secrecy Full secrecy is maintained Maintenance of secrecy is not possible

4 Form Formal communication is written Informal communication is oral

5 Speed Formal communication is time- Informal communication is rapid and

consuming quick.

6 Reliability Formal communication is more reliable Informal communication is less

reliable

7 Origin Formal communication is designed by Informal communication starts itself

the organization due to the urge of ‘human to talk’

8 Evidence Documentary evidence is always supporting documents are not

available available

9 Information Only through predefined channel Can move freely

Flow