Flow Of Communication

&
Organizational Communication
Communication Skills
Lecture 6
Communication structure in Organization
• 1. The organization structure lays down the relationship between
various positions in the company.
• 2. The different levels in the structure have to communicate with
each other in a systematic manner to avoid confusion,
misunderstanding or chaos.
• 3. No organization can survive without a network which maintains
the flow of information.
• 4. The formal channel determines the effectiveness and efficiency of
the organization.
Communication structure in Organization

• Formal channels include the paths of communication

which are institutionally determined by the
organization.
 On the basis of organization

There are two types of communication-

• 1.Formal

• 2.Informal
Formal vs. informal communication

Formal Communication Informal Communication

• Formal communication follows • Informal communication is
the officially established chain of independent of the authority
command and lines of relations in the organization.
communication. • It carries messages at a fast
• It is a slow-moving process. speed.
• It is easy to pin point the • It is not possible to fix the
responsibility with respect to responsibility of informal
formal communication communication.
Formal vs. informal communication

Formal Communication Informal Communication

• It is task oriented. • It is people oriented.
• It consists mainly of work- • It may consist of work related as
related matters. well as social messages.
• It is orderly and systematic as • It is erratic and unsystematic as
regards direction of flow. regards direction of flow.
• It serves organizational needs. • It serves not only organizational
needs but also social needs of the
people.
Formal vs Informal Communication

Formal Communication Informal Communication

• It flows in vertical, horizontal • It flows in every possible
and diagonal directions. direction.
• It can be both oral and written. • It can be mostly oral.
• The message is very accurate • The message can not be
and authentic. considered authentic unless it is
supplemented by formal
channels.
Formal Communication
• The flow of communication may take place vertically along the chain
of command or horizontally between persons holding similar status in
the organizational hierarchy.
• Formal communication enforces a relationship between different
positions whereas informal channel represents communication
among people through informal or personal contacts.
Formal Communication

• Formal communication is both oral and written but mostly written.

Written communication is used usually for matters that are highly
important to the management or to the firm.
• Memos, letters, reports ,policies, procedural changes, orders ,
instructions and confidential reports come under formal
communication.
• This type of communication can flow in various directions.
 Formal Communication
• https://www.slideshare.net/vibhoragarwal9693/flow-of-communication

• “Formal communication means exchange of ideas and information

which is done under the planned organizational structure .”
• ‘ It means an exchange of idea which passes through a definite
channel.’
• ‘ Formal communication is deliberately designed and represent
authority responsibility relationships between different position in the
organization.’
DIRECTION OF MESSAGE

I Downward

II Upward

III Horizontal

IV Diagonal
 METHOD OF EXPRESSION

I ORAL

II WRITTEN

III GESTURAL
 CHANNELS OF COMMUNICATION

A channel of communication is the path through which information is

transmitted throughout the organization.
Channels of communication may be divided into two categories.

a. Formal
b. Informal
Characteristics of formal communication

1. Written or oral

2. Formal relation

3. Prescribed path

4. Organizational message

5. Deliberate effort

6. Authentic information

7. Identified source
 Formal Channel

• Within the network of formal organizational communication structure

there are four types of directional flow.

• 1. Downward Communication

• 2. Upward Communication

• 3. Horizontal Communication

• 4. Diagonal Communication
 VERTICAL COMMUNICATION

• The upward communication is just opposite to the downward

communication. The function of upward communication is to supply
information to the upper levels about what is happening at the lower
level. This type of communication includes progress report,
suggestions and request for aid
 VERTICAL COMMUNICATION
• Vertical communication consists of communication up and down the
organization's chain of command.
• Downward communication starts with top management and flows
down through management levels to line workers.
Purpose:
• Advise
• Inform
• Direct
• Instruct
Downward communication vs. Upward
communication

Downward Communication Upward Communication

• It represents the flow of • It represents the flow of
information from top level to information from lower level to
lower levels. top level .
• Its purpose is to communicate • Its purpose is to keep the
policies, procedures, orders and superiors informed about the
instructions to the sub- progress of work and difficulties
ordinates. faced in the execution of orders.
Downward communication vs. Upward
communication
Downward Communication Upward Communication

• It is used to get things done • It is used to give reports and

through the sub- ordinates. convey reactions of sub-
• It takes the form of written and ordinates to the management.
oral instructions , letters, memos, • It takes the form of activity
company publication etc. reports, suggestions, grievances
etc