PROFESSIONAL COMMUNICATION AND ETHICS-I (FEC206)

MODULE NO.01.

FUNDAMENTALS OF COMMUNICATION

1.1 INTRODUCTION TO TEORY OF COMMUNICATION

BY

PROF. ANIL BHATKAR

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• ORGANIZATIONAL COMMUNICATION:
• CHANNELS

• EXTERNAL INTERNAL

•
• FORMAL
INFORMAL

• VERTICAL HORIZONTAL DIAGONAL

GRAPEVINE
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• EXTERNAL COMMUNICATION:
• Specific business messages to individuals outside an Organization. They may announce in staff
or strategy,earnings or policies.
• Examples:
• Press releases
• Advertisements
• Web pages
• Customer communications
• INTERNAL COMMUNICATION:
• Consists of transfer of information within a department or organization.It includes Formal and
Informal communication.
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• 1.FORMAL COMMUNICATION
• Official communication taking place in an organisation is known as formal communication. It is related to the
status or position of the sender and receiver. It generally takes place either between employees of different levels
as in the case of superior-subordinate or at the same levels as in the case of two managers from different
departments. It is used to communicate official information, such as orders, instructions, and other organisational
information. It can be oral or written, but it is generally recorded and filed for future reference.
• On the basis of direction, formal communication can be of four types:
• Downward communication
• Upward communication
• Horizontal communication
• Diagonal communication
• It must be kept in mind that downward and upward communication are vertical in nature. Vertical communication
flows either downwards or upwards.
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• Types of formal communication
• Look at some common types of formal communication you just be aware of:
• 1.VERTICAL COMMUNICATION:
• Communication flowing upward and downward the line of organizational Hierarchy.The two types:
• Downward communication:
• The flow of information from a higher level (superior) to a lower level (subordinate) in an organisation is known
as downwards communication.
Communication of policies, procedures, orders, instructions, notices for meetings, circulars, manuals, etc., Is the
main objective of downwards communication. The speed of downward communication is very fast
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• Upward communication:

• The flow of information from a lower level (subordinates) to a higher level (superior) of an
organisational hierarchy is known as upward communication.
The main objective is to communicate reports, suggestions, complaints, grievances, progress
reports, applications for grant of leave, etc., To the superior. The speed of upward
communication is comparatively less than downward communication.
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• 2. Horizontal communication or lateral communication:
• The flow of information between people of different departments working at the same level in an organisation is
known as horizontal communication.
The main aim of horizontal communication is to coordinate different activities of two or more departments. It
also aims to resolve the interrelated problems between the departments. For example, a finance manager may
discuss the promotional cost of new products with the marketing manager.
This type of communication can adversely affect the productivity and efficiency of the organisation if there is a
difference in the approach and vision of people of different departments. Differences in approach can lead to
conflicts between the departments.
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• 4. DIAGONAL COMMUNICATION:

• The flow of information between persons holding different levels of authority in different
departments is known as diagonal communication.
The main aim of diagonal communication is to increase the efficiency of the organisation by
speeding up the communication process and cutting across departmental barriers. For
example, a discussion between designing manager and a salesperson regarding the liking and
disliking of people regarding a product.
This type of communication violates the principle of unity of command, and sometimes the
superior may feel ignored when his subordinate talks directly to the managers of different
departments.
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• Advantages and disadvantages of formal communication
• Now, let’s know some of the top advantages as well as disadvantages of formal
communication:
• Advantages
• It makes sure error-free, transparent, and prompt information sharing.
• It promotes professionalism, improving the reputation of a company in front of
its external stakeholders
• It sets an effective hierarchical system, thereby avoiding confusion
• It enables record management, thereby making sure of compliance
• It offers relevant data, thereby making decision-making processes faster
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• Disadvantages
• It involves many individuals. This, in turn, complicates the flow of information,
thereby wasting a lot of time for everyone
• It is not good for casual meetings where people need to respond quickly and
make decisions on the spot
• They stop the free flow of information because workers are afraid to question the
information they get through official routes.
• Sometimes working individuals feel disconnected as they lack personal touch
and empathy.
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• IMPORTANCE OF FORMAL COMMUNICATION IN ORGANIZATIONS
• Formal communication is significant for several reasons. Some of the reasons are as follows:
• Removes miscommunication:
• Through formal communication, you can make sure all information is shared clearly with zero
errors. As a result, you can cut down misunderstandings across the workplace.
• Promotes professionalism:
• Formal communication also promotes professionalism at every level, which can be a definite
benefit while dealing with clients or hiring new people.
• Facilities transparency:
• It can also aid you in avoiding any potential confusion, making every individual more
accountable as well as transparent.
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• Enhances decision-making:
• You can also gain reliable data as well as knowledge through formal
communication. This, in turn, can help you make smarter as well as faster
decisions along the way.
• Enables clear documentation:
• Formal communication usually involves a formal record of the conversation.
This can make your workforce more open and help you stay compliant in the
long run.
• Helps in crisis times:
• In an emergency, it will help you share information promptly with everyone and
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• 2.INFORMAL COMMUNICATION
• Unofficial communication that arises from social interaction of people is known as
informal communication. It takes without following the formal lines of communication.
Informal communication is also known as grapevine communication as it does not
follow any hierarchical order and spreads throughout the organisation. Employees want
to exchange their ideas, viewers, etc., Apart from work, which cannot be done through
formal channels, this can be done through informal communication. Workers
discussing about new teammates, policies, etc., With each other, discussing about a
movie, etc. Are a few examples of informal communication.
The origin and direction of information cannot be easily known and communication
flows in a very vague manner. It generates rumours, which affect people’s behaviour
and hampers the work and organisational environment.
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• 2.INFORMAL COMMUNICATION
• As grapevine communication transmits information rapidly, it is often used by
managers to spread information. A manager should positively use informal
communication and should minimize its negative aspect.
• Networks of grapevine communication/informal communication
• Informal communication has different types of networks. Some of them are as
follows:
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• 1.SINGLE STRAND: 2.GOSSIP:
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• 4. Cluster:
• Under this, an individual communicates with only those people whom he trusts.
Some of them keep the information to themselves and some pass it to others
whom they trust. It is the most common pattern of grapevine communication.
• Merits of Informal communication:
• It helps in achieving social satisfaction and making better relations at workplace.
• Gaps created by formal communication, which cannot be discussed through
official channels are filled with the help of informal communication.
• It helps to link those who do not fall in the official chain of command.
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• Demerits of informal communication
• The message sent through informal communication is not authentic and may get
distorted as the information travels unsystematically.
• Responsibilities cannot be fixed as the source of information is unknown.
• It leads to rumours, which hampers the work.
• Confidential information can leak because of informal communication.
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•THANK YOU.
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