Department of Civil Engineering

11/28/2016

Submitted by:
Altaf Hussain
2016-BT-Civil-715

Submitted To:
Mam Almas Fatima

MNS Universty Of Engineering and Technology

Communication Skill

Page 2 of 5

Formal and Informal Communication

Communication channel
In an organization, information flows forward, backwards and sideways. This information
flow is referred to as communication. Communication channels refer to the way this
information flows within the organization and with other organizations. In this web known as
communication, a manager becomes a link. Decisions and directions flow upwards or
downwards or sideways depending on the position of the manager in the communication web.
For example, reports from lower level manager will flow upwards. A good manager has to
inspire, steer and organize his employees efficiently, and for all this, the tools in his
possession are spoken and written words. For the flow of information and for a manager to
handle his employees, it is important for an effectual communication channel to be in place.

Types of Communication Channels

The number of communication channels available to a manager has increased over the last 20
odd years. Video conferencing, mobile technology, electronic bulletin boards and fax
machines are some of the new possibilities. As organizations grow in size, managers cannot
rely on face to face communication alone to get their message across. A challenge the
managers face today is to determine what type of communication channel should they opt for
in order to carryout effective communication. In order to make a manager's task easier, the
types of communication channels are grouped into three main groups: formal, informal and
unofficial.

Formal Communication Channels

In case of formal communication information transmitted through official chain of command.
In the words of Thill and Bovee, In case of formal communication information may travel
down, up, and across an organizations formal hierarchy."
S.P. Robbins said, Formal communication are typically vertical, follow the authority chain,
and are limited to task related communication.
Thus it can be said that communication by using the formal official channel can be termed as
formal communication.
Adnan Bilal

2016-BT-Civil-731

Communication Skill

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Features:
1. Uses official channel.
2. Mainly used for vertical communication

3. Used for task related communication

4. Major media for routine communication
5. It may be oral or written

Flow of communication

Vertical communication
The official communication that takes place between superiors and subordinates are known as
vertical communication. This is the most common form of communicationof an organization.
It can be downward or upward.
Vertical communication can be depicted by the following diagram:

Horizontal communication
When an employee of same level communicates each other than it can be labelled
as horizontal communication. It helps employees to perform the task efficiently. In the words
of R. Pal and Korlahalli, Communication between department or people on the same level
in the managerial hierarchy of an organization may be termed as horizontal or lateral

Adnan Bilal

2016-BT-Civil-731

Communication Skill

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communication.Thus it can be stated that exchange of information between same level

employees of different departments in horizontal communication.

Informal Communication Channels:

Formal channels are not only media of communication. In an organization a considerable
portion of communication are completed through informal channels. Communication without
using formal channel is known as informal communications.
In the words of Thill and Bovee, informal communication travels along the organizations
unofficial lines of activity and power.
S.P. Robbins said, Informal communication if free to move of any direction, skip authority
levels and is as likely to satisfy group members, social needs.

Types of Informal Communication:

1) Grapevine is a channel mostly associated with gossip and rumours.
2) Social Gathering gives people chance to meet of various price to meet and talk.
3) Management by Working around where a manager informally walks through out a
work area and casually talk to employees.
4) Administrative assistance Assistance of top bosses pass and received information
informally.

Characteristics/Features of informal communication:

1. Organizational hierarchy not followed
2. Free flow of information
3.Rapid communication
4. Information may be distorted
5. Lack of evidence.

Grapevine informal communication

The grapevine is an informal communication system. It consists of gossip and rumour. More
information can be transmitted through grapevine. There is a negative idea
about grapevine but the reality is it coexists with the formal communication system.In the
Adnan Bilal

2016-BT-Civil-731

Communication Skill

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words of Prof. Keith Davis, Grapevine arises from social interaction; it is as fickle,
dynamic and varied as people are. It is the exercise of their freedom of speech and is a
natural, normal activity.

Features:
The most common informal communication network in an organization is grapevine.
According to Prof. J. W. Newstrom and Others, Grapevine has three main characteristics:
1. It is not controlled by management.
2. It is perceived by the most employees as being more believable and reliable.
3. 3. It is largely used to serve the self-interest of those people within it.

Now features of grapevine can be discussed in the following manner:

Flexibility:

As there is no formal control on grapevine it is more flexible than any other forms of
communication.
Lack of control:
Infect management has no control over the grapevine.
Rapid communication:
It is faster than other formal or informal channels.
No record:
There is no documentary evidence of grapevine that can be produced as future reference.
Used for self-interests:
Grapevine is basically used for the self-interest of the employees.
Popular among employees:
Grapevine is very much popular media among the employees. It is more believable and
reliable than formal communication.
Distortion:
One of the major characteristics of grapevine is message are distorted as it passes from man
to man.
Spontaneous:
Grapevine is spontaneous, it passes automatically from top to bottom of the organization, no
one needs to be urged to deliver.

Adnan Bilal

2016-BT-Civil-731