KINDS OF COMMUNICATION

Administrative Communication
Reported by:
Claudine A. Lizano
Luring Luchie Ijan
Subject Time:
1:00 - 4:30 pm

What is Communication?

• It is simply the act of transferring information from one place, person or group to
another. Every communication involves (at least) one sender, a message and a
recipient. These includes our emotions, the cultural situation, the medium used
to communicate and even our location.
Kinds of Communication:

• 1. Formal

• 2. Informal
• 3. Grapevine

• 4. Top Down

• 5. Down Top

Formal Communication
It refers to interchange of information officially. The flow of communication is
controlled and is a deliberate effort. This makes it possible for the information to reach
the desired place without any hindrance, at a little cost and in a proper way.

Characteristics of Formal Communication

• Recognition: It occurs within the organizational framework. ...

• Bindings: It is bound to maintain the formal rules of communication.

• Necessity: It is essential for planning, organizing and controlling of an

organization.
• Delegation of Authority: Authority can be delegated towards subordinates
through formal communication.

Advantages of Formal Communication

1. Being official, formal communication is binding and effective.
2. Formal communication is generally written. So, there is less possibility of any
ambiguity or misunderstanding.
 3. Being written, it can be preserved and used as reference in future.
4. The responsibility of the sender and the receiver is great as formal
communication is official.
5. Formal communication is less time-consuming as compared to informal
communication which consumes a lot of time in discussion, side talks, and even
arguments.
6. It helps to maintain an overall control on the employees as it emerges from
authority -subordinate relationship.
7. It being a routine type of communication the managers need not take much
trouble about the message. It will reach its goal in its formal course.
8. In sensitive situations, formal communication saves the parties from the
embarrassment of face-to-face conversation which they want to avoid.

Disadvantages of Formal Communication

(1) Overload of Work:

➢ In a modern business organization much information, many messages and other
things have to be communicated. Under formal communication, they are routed
through a definite channel and this consumes much of the time of the superiors
and thus some other important works are left unattended.

(2) Distortion of Information:

➢ This method can be a hindrance in the flow of information. Sometimes the

distance between the sender and the receiver is so big that the information has
to pass through many hands and by the time it reaches the receiver it is distorted.
Thus it fails to serve its purpose.
(3) Indifferent Officers:

➢ The officers do not pay much attention to the suggestions and complaints of the
subordinates. In such a case a subordinate may come lose his faith in the
effectiveness of communication.

(4) It sometimes emphasizes on explaining simple and unimportant matters

underestimating the recipient’s capacity to comprehend.

Informal Communication
• is the casual and unofficial form of communication wherein the information is
exchanged spontaneously between two or more persons without conforming the
prescribed official rules, processes, system, formalities and chain of command.

Characteristics of Informal Communication

1) Formation through Social Relations:

➢ This communication is born out of social relations who mean that it is beyond
the restrictions of the organization. No superior-subordinate relationship figures
therein. A more sociable superior can gather much information through this
channel.
2) Two types of Information:
➢ Through this communication, information about the work and the individual can
be collected.

3) Uncertain Path:

➢ Since it is beyond the restrictions of the organisation, it follows no definite

channel. Like a grapevine, it moves in a zigzag manner.
4) Possibility of Rumour and Distortion:

➢ Responsibility for the true or false nature of communication does not lie on any
individual and, therefore, not much attention is paid to its meaning while
communicating. Consequently, the rumours keep floating.

5) Quick Relay:
➢ Informal communication makes news spread like wildfire. Not only this, people
start adding something of their own which sometimes changes the real meaning
of the communication.

Advantages of Informal Communication

1) Fast and Effective Communication:

➢ Under this communication, the messages move fast and their effect is equally
great on the people.
2) Free Environment:

➢ Informal communication is done in a free environment. Free environment means

that there is no pressure of any office-big or small. The reactions of the employees
can easily be collected.
3) Better Human Relations:

➢ Informal communication saves the employees from tension. Freedom from

tension helps the establishment of better human relations. This also affects the
formal communication.

4) Easy Solution of the Difficult Problems:

➢ There are many problems which cannot be solved with the help of formal
communication. There is more freedom in informal communication which helps
the solution of difficult problems.
5) Satisfying the Social Needs of the Workers:

➢ Everybody wants good relations with the high officers at the place of his work.
Such relations give satisfaction to the employees and they feel proud. But this
can be possible only with the help of the informal communication.
Disadvantages of Informal Communication

1. Distortion

- Informal communication networks do not follow any set of rules, definite

liners or ways. So it can transmit any kind of information to any person
without any respect or fear.

2. Lack of Secrecy
- In informal communication, everybody can freely interact as there are no
restriction or rules. Any secret matter is likely to be flashed without any
problem or hesitation.
3. Incomplete Information

- Information released from such communication network is usually

incomplete. So, There is a chance for it to be misunderstood or misinterpreted.
4. Non-Co-Operation

- Sometimes confusion develops among the persons involved in informal

communication. As a result, they may remain separate without any co-
operation.

5. Lack of Resistance

- As informal communication does not follow any established system, it is

beyond any control. Organization has no mechanism to resist its movement.
6. Huge Rumor

- Most of the time, informal communication fabricates the real facts and make
some rosy picture. This really damages the working environment of any
organization.
7. Misunderstanding

- Lack of conduct, decency, decorum, and rules cause misunderstanding in

informal communication. As a result, they may be conflict between employees.

8. Committing Mistakes

- This sort of communication is subject to errors and mistakes because no

officials rules and regulation operate in this case of informal communication.

9. Difficult to Control

- Such communication can produce division or groups and subgroups in the

organization. People involved here do not follow any rules and regulation as
they depend on their own philosophy. All these may destroy the control of the
respective authority.

Formal Communication vs. Informal Communication

 • Formal communication is one that passes through predefined channels of
communication throughout the organization. On the contrary, Informal
communication refers to the form of communication which flows in every
direction, i.e. it moves freely in the organization.

Grapevine
A secret means of spreading or receiving information

The informal transmission of (Unofficial) information, gossip or rumor from person-to-

person-> to hear about s.th. (something) through the grapevine”

A rumor: unfounded report; hearsay

Advantages of Grapevine
• Not expensive

• Spreads Rapidly
• Multidirectional
• It can resolve conflict

• Serves as an outlet for anxiety, worries, frustration

• Voluntary and enforced

• Signals that Problems/ Good news exist

• Feedback is quick

Disadvantages of Grapevine

• Hostility against executives

• Untruth information most of the time.

• Partial Information only spreads.

• Hampers the goodwill of the organization or the people.

Top Down Communication

• literally is a method of issuing communication, instructions and information
within a business using a hierarchical structure. Information from the highest-
ranking officials within the company filter down to employees using the
company's managerial structure.

9 Ways to Enhance Top-Down Communication

• Over-communicate

• Keep Your Door Open

• Review Schedules
• Offer Assistance

• Check In Frequently
 • Hold Regular Meetings
• Keep Personalized Files

• Conduct Quarterly Reviews

• Tackle Tough Issues

Down Top Communication

• Bottom-up communication. A system of communication that encourages
employees at the bottom of the organizations hierarchy to convey information to
those above them.

Bottom-up Approach to communication

• Encouraging input from front line staff may increase their acceptance of policy
change … or at least their understanding
• Feeling valued increases employee satisfaction and retention
• Opens up dialog about other topics

Top Down
• Uses previous experiences and expectations
• Info is interpreted using contextual clues

Bottom –Up
• Focuses on Incoming sensory data
• Takes place in real time
• More data driven