TYPES OF COMMUNICATION

There are basically two types of communication. These are

a) Internal communication
b) External communication

These two types of communication are further classified into different types on the basis of

a) Direction of flow of communication

b) Relationship
c) Means of communication
d) Methods and equipments used

Internal communication

Refers to exchange of information or messages between persons and departments of the same
organisation. E.g. communication between employer and employees and communication between
an organisation and its shareholders

Importance of Internal Communication

a) Better understanding
b) Greater efficiency
c) Effective coordination
d) To avoid losses

External Communication

It refers to exchange of information or messages between a particular organisation or office and an

outside person and organisations. Communication with customers and suppliers, other business
organisations, government departments and service institutions come within the category.

Importance of external communication

Good reputation

Improvement in public relations

Better business prospects

Government departments

Job requirements
 a) On the basis of direction of flow of communication

Information can flow in different directions depending on the organisation structure and the need of
the enterprise. Basically four directions of flow exist. Vertical, horizontal, diagonal and grapevine

Vertical

Downward flow

The flow of communication moves downward from superiors to subordinate at different levels of
organisation. Through this flow management plans, decisions and directives are communicated to
lower level for implementation.

Main objectives of downward communication

i. To give specific directives

ii. To explain policies
iii. To praise the subordinates
iv. To give subordinates information about the rational aspect of their job so that they
understand the significance of their job

Media for downward communication

May be both oral and written. Important directives may be communicated through letters, policies
and procedures may be announced through circulars, house organs, manuals, bulletins, etc

Limitations of downwards communication

a) Under and over communication

Under communication may lead to leaving out very important information and over communication
which might lead to leaking of confidential information.

b) Delay

The lines of communication in downward communication being very long, transmitting information
to the lowest level is a time consuming process. By the time information reaches him, it may have
lost its significance or it may have caused damaging delay.

c) Loss of information

Unless the communication is fully written, it is not likely to be transmitted downward in its entirety.

d) Distortion

In long lines of communication, information is not only lost but even distorted. Exaggerating, making
under statements, giving unconscious twists to facts are a part of human nature.

e) Built-in resistance
Downward communication smacks of too much authoritarianism. The subordinates do not get any
opportunity of participating in the decision making process. They are expected to receive the policy
decisions and directives without questioning.

Upward Flow

It denotes flow or movement of information upward from the lowest level to the highest level of the
organisation. I.e. From subordinates to superior. Through this flow, feedback information moves
from lower to higher levels in the form of reports, suggestions, complains etc.

Importance of upward communication

i. Providing feedback
ii. Outlet for pent-up emotions
iii. Constructive suggestions
iv. Easier introduction of new schemes
v. Greater harmony and cohesion

Methods of upward communication

i. Open door policy

ii. Complaints and suggestions boxes
iii. Social gatherings
iv. Direct correspondence
v. Reports
vi. Counselling

Limitations of upward communication

i. Reluctances in initiating upward communication process

ii. Prone to distortion
iii. Boldness and immediate manager may be ignored

Horizontal

The flow of communication may be lateral or diagonal. Communication may take place laterally
between persons on the same level of organisation hierarchy (say, supervisor of two sections) in the
same department. It may also take place diagonally between mangers or supervisors of separate
departments or between persons on different levels of hierarchy, cutting across departmental
barriers

Importance of Horizontal communication

i. Promotes understanding and coordination among various departments

ii. Coordination of activities
iii. Decreasing misunderstanding
iv. Quick solutions of problems
v. Enhancing mutual relationships
Methods of horizontal communication

It is effectively carried out through oral means, face to face exchanges of views or a brief
conversation over the telephone

Grapevine

It is an informal type of communication. It is described as rumours since there is no specific direction

that the information flows.

Importance of Grapevine

i. It acts as a safety valve

ii. Enhances organisation solidarity and cohesion
iii. Supplements other channels
iv. Quick transmission

Demerits of grapevine

i. Distortion
ii. Incomplete information
iii. Damaging swiftness

f) On the basis of relationship

On this basis, communication may be formal or informal

Formal communication

It follows the channels of formal relationships of authority and responsibility in the organisation
structure. Communication takes place between different levels of hierarchy strictly according to the
formal organisational relationships established by management.

Informal communication

This is a quite often described as grapevine. It takes place between persons or groups at the same or
different levels of hierarchy on the basis of informal relationships. Information passes informally
between persons or groups as they come in contact with each other in the course of performing
their jobs. Although not officially recognised by management, it is useful in increasing the
effectiveness of formal communication.

g) On the basis of means adopted

On this basis, communication may be of two types. Oral and written

Oral communication
Is the easiest and most commonly used means of communication. Communication both internal and
external takes place between persons orally, face to face conversations, telephonic conversations
among many others.

Written communication

In this type information or messages are communicated internally or externally through written
media like letters, reports, memoranda, etc.

h) On the basis of method used

Oral and written communication may be conducted through direct manual method or mechanical
method. Accordingly, oral and written communication may be classified into the following types

Direct oral communication

It is the form of face to face communication, interviews, meetings, conferences, etc

Oral communication by mechanical method

Conducted with the various mechanical devices like telephones, mobile phones, dictating machines,
etc.

Manual delivery of written messages

Physical delivery of written messages can be done by post or through messengers.

Mechanical Transmission of written messages

Without actual delivery of the papers communication can be sent through various mechanical
devices like telegraph, tele-printer, fax, television, e-mail, etc.

i) On the basis of number of people involved in the communication process

Intrapersonal Communication

Intrapersonal communication can be defined as communication with one's self, and that may
include self-talk, acts of imagination and visualization, and even recall and memory

Interpersonal communication

Interpersonal communication is the process of exchange of information, ideas and feelings between
two or more people through verbal or non-verbal methods. It often includes face-to-face exchange
of information, in a form of voice, facial expressions, body language and gestures

Group communication

Refers to the messages that are exchanged by group members. The messages that are exchanged by
group members provide evidence of the nature of the group. The messages that are exchanged
identify whether the group is a social group or a task group
Public Communication

Public communication happens through public speaking events, conferences, seminars, press
conferences and so on. Newspaper editorials and billboard advertisements are other forms of public
communication

Mass communication

Mass communication is "the process by which a person, group of people or organization creates a
message and transmits it through some type of medium to a large, anonymous, heterogeneous
audience." This implies that the audience of mass communication is mostly made up of different
cultures, behaviour, and belief systems