Daffodil Institute of IT

Program BBA
Business Communication
Types of Communication
Questions
1. Types of communication
2. Media of communication
Types of communication
Different types of communication system are found in different kinds of organization. The types of
communication differ from organization to organization depending upon the nature of information to be
communicated and the purpose of communication.
Communication (On the basis of organizational relationship)
01. Formal communication
The communication !hich follo!s established systems rules regulation procedures or any other prescribed
!ays and means are kno!n as formal communication.
"#ormal communication is that communication !hich follo!s the chain of command established by the
organization$s hierarchy%. &&& 'unt
- Internal communication
(hen formal communication occurred !ithin the organization is called internal communication. )*& sales
report in+entory report !orker$s performance report etc.
- Eternal communication
(hen formal communication takes place out side of the organization !ith +arious stakeholders letters
reports memo e&mail speech ne!s release bulletin etc is called e*ternal communication.
)* & ,nnual financial report of business firm -n+itation to recei+e di+idend etc.
0!. Informal communication
.ommunication !hich does not follo! any official or prescribed rules and procedure is called informal
communication. -t follo!s no set of rules nor obedient to the organization$s hierarchy rather does it take place
outside the chain of command.
"-nformal communication is those communications that do not adhere to the organization$s hierarchy%.
&&& 'unt.
Communication (On the basis of flo! of information)
01. "ori#ontal communication
.ommunication bet!een departments or people on the same le+el in the managerial hierarchy or an
organization can be defined as horizontal or lateral communication.
0!. $ertical communication
, communication that e*ists bet!een superior and subordinate can be termed as +ertical communication.
- %p&ard communication
.ommunication flo!s from do!n to up!ard/ from subordinate to superior le+els. This communication
takes place either in the nature of feedback or in the nature of original thoughts and suggestions at the
initiati+e of the lo!er le+els.
- Do&n&ard communication
.ommunication flo!s from up to do!n!ard/ from the superior to subordinate le+els. 0enerally this type
of communication is applied in the form of directions interpretations and clarification$s.
0'. Cross&ise communication
.ross!ise communication has the horizontal flo! of information !ith people on the different le+els that ha+e no
direct reporting relationship. 0ross relationships e*ist bet!een personnel in one di+ision and personnel of e1ual
lo!er or superior status in other di+isions. This type of communication is used to speed information flo! to
impro+e understanding and to co&ordinate efforts for the achie+ement of organizational ob2ecti+es.
//Daffodil/Lakkhan/Business Communication
Ad(antages of Formal Communication
#ormal communication is needed for any organization because of follo!ing reasons3
1. Permanent )ecord*
#ormal communication is al!ays kept in record. (hen needed the record can be easily traced and can
help in sol+ing problems. -t can act as reference.
!. To increase o(erall efficiency*
4uch types of communication follo! all the set or established rules of an organization and therefore
facilitate the increase of o+erall efficiency of the organization.
'. T+is is easy communication system*
#ormal communication mo+es through the pre&determined channel. )+eryone in the organization is
a!are of the source or destination of the message.
,. -aintenance of discipline*
-t creates a sense of a!areness among the employees to be punctual and attenti+e to!ards their 2obs.
.. /ess c+ance of mista0e 1 error*
Due to care is gi+en to strictly perform the pre&conditioned re1uirements !hen anybody is engaged in for
communication.
2. Presence of coordination*
.o&ordination if acti+ities are highly essential for the smooth functioning of an organization. Organization
ha+ing multiple departments re1uires strict discipline to co&ordinate it. 5arious functions and such
coordination are possible through formal communication.
3. )elia4ility of communication*
#ormal communication is more reliable and more credible as it passes through a formal process. That is
!hy for transmitting important issues like ob2ecti+es orders and directions etc. #ormal communication is
re1uired.
5. 6elf7eplanatory*
#ormal communication is al!ays self&e*planatory because the source and destination are clear and
definite. -t creates no confusion rather a clear meaning to all.
Disad(antages of Formal Communication
1. 8astage of Time*
#ormal communication re1uires a lot of time to pass through the +arious points. -n each point messages
are decoded and encoded again for the transmission to the ne*t stage. This process continues until the
message reaches the final recipient. This results in killing of huge time.
!. Inflei4ility*
, message transmitted through formal communication cannot be changes as and !hen desires. To make
any change in formal communication. -t in+ol+es obser+ation of the same rules and procedure as !as
follo!ed in original communication.
'. Aut+oritarian system*
#ormal communication occurring in the +ertical !ay follo!s the nature of authoritarian as communication
takes place bet!een boss and subordinates and therefore formal communication turns into a 2ob of
mere obser+ation of formalities.
,. /ac0 of initiati(e*
-nformal communication e+erybody has to follo! the set rules and systems. )mployee has no choice to
select any other system e+en if it is the best one compared to the prescribed one. There is no scope to
de+elop creati+ity and e*ercise initiati+es.
.. Costly*
6rocedures and formalities are maintained for formal commi7nication the communication becomes more
comple* and time consuming and costly.
2. /ac0 of cordiality*
)stablished rules are strictly obser+es. More emphasis is gi+en to the formalities rather than human side.
,s a result there is no scope to de+elop cordial relationship bet!een the sender and recei+er.
//Daffodil/Lakkhan/Business Communication
Ad(antages of Informal Communication
1. Alternati(e system*
There are some messages !hich cannot be sent through formal !ay and therefore re1uires some alternati+e.
4uch alternati+e can be informal communication.
!. Interpretation present*
Message sent to subordinates re1uires e*planation or interpretation and informal communication is the +aluable
means here.
'. 9rie(ance present*
)mployees cannot make any complaints to superiors through formal communication but informal communication
gi+es the employees a better opportunity to raise their complaints grie+ance or claim.
,. En+ance efficiency*
)mployees can freely e*change their opinions in terms of informal communication. They can ask any 1uestion
!ithout any hesitation.
.. Impro(ement of relations+ip*
,ny dispute created bet!een management and the labor can be settled through informal communication.
.oordination and cooperation can be established through harmonious relationship bet!een management and
labor. 4uch relationship is only possible through informal communication.
2. Pro(iding recommendations*
4ubordinates feel free to pro+ide management !ith their suggestions and recommendations on different 2ob related
issues like !ork methods procedures conditions etc.
3. -easuring reaction*
8efore releasing any information management !ants to kno! the reaction of employees. -n such a case informal
communication can be +aluable in measuring the reaction of employees before any information is con+eyed
through formal channels.
5. Quic0 transmission*
-nformation flo!s 1uickly through informal channels. Management may take ad+antage to send or recei+e the
message of urgent nature through such net!ork.
:. Pro(ide emotional relief*
4ome employees may become emotional !hich cannot be remo+ed through formal communication. 8ut informal
communication acts as a safety measure to pro+ide emotional relief and therefore help in concentration to 2ob.
10. Effecti(eness*
Organizational effecti+eness is likely to be enhanced by informal communication through opening 2ob related
communication channels !hich an organization re1uires to create social impression.
Disad(antages of informal Communication
1. Distortion*
-nformal communication net!orks do not follo! any set rules definite lines or !ays. 4o it can transmit any kind of
information to any person !ithout any respect or fear. -t may spread !rong or distorted ne!s !hich may
sometimes pro+e harmful e+en to the employees.
!. /ac0 of secrecy*
-n informal communication e+erybody can freely interact as there are no restriction or rules. ,ny secret matter is
likely to be flashed !ithout any problem or hesitation. This may cause a huge damage to any organization.
'. Damaging s&iftness*
The s!iftness !ith !hich the informal communication transmits the message may e+en be damaging. , rumor may
spread and cause serious damage before the management becomes a!are of it and can take any correcti+e
action.
,. Incomplete information*
-nformation released usually incomplete. There is each and e+ery chance of its being misunderstood or
misinterpreted.
.. ;on7cooperation*
4ometimes confusion de+elops among the persons in+ol+ed in informal communication. ,s a result they may
remain separate !ithout any cooperation.
2. /ac0 of control*
-nformal communication does not follo! any established system/ it is beyond of any control. Organization has no
mechanism to resist its mo+ement.
3. "uge rumor*
Most of the time informal communication fabricates the real facts and makes some rosy picture. This really
damages the !orking en+ironment of any organization.
//Daffodil/Lakkhan/Business Communication
9rape(ine
The grape+ine is a ma2or informal communication path!ay in an organization is such a term !as used in the ci+il
!ar to describe the telegraph lines falling loosely from tree to tree and resembling a grape+ine. -t arises from the
social and personal interests of people rather than the formal re1uirements of an organization. Think about
people making assembly in any function or ceremony they become interested to kno! each other more closely
here grape+ine is sure to de+elop.
C+aracteristics of t+e 9rape(ine
1. "uge impact*
, large number of employees in an organization depend on the grape+ine because they consider this as
the primary source of information as !ell as the reliable channel to communicate about the facts and
e+ents !ithin the firm.
!. Etensi(e*
0rape+ine links the !hole organization +ery 1uickly/ from top to bottom of an organization no body is left
from the touch of grape+ine.
'. Flei4ility*
-t is more fle*ible than formal channels because formal channels re1uire +arious formalities !hereas
grape+ine is free from those formalities.
,. 6peed*
-nformation mo+es +ery 1uickly through the grape+ine. 0rape+ine runs faster than the !ind.
.. Distortion*
-nformation spreading through grape+ine is like to be disported as it mo+es point&to&point terminal&to&
terminal or person&to&person.
2. <ral &ay*
0rape+ine uses oral techni1ues more rather than !ritten or non+erbal techni1ues. ,s oral
communication in+ol+es less time grape+ine is likely to be dependent on oral mode.
3. /arge recei(ers*
, huge number of indi+iduals are al!ays there to take part in grape+ine.
5. Etra a4ility*
0rape+ine can pierce the strong security and can flo! from mouth to mouth +ery easily.
:. %nsaid information*
0rape+ine normally carries those information that the formal communication do!ns not !ith to con+ey.
-nformation based on fabrication or rumor is supposed to be transmitted more in a better !ay through
grape+ine.
10. Contradictory information*
The same fonormation !hich is transmitted through formal chain can be distorted and therefore can
raise contradiction if passed through grape+ine.
//Daffodil/Lakkhan/Business Communication
-edia 1 C+annels of Communication
.ommunication and media are not independent rather they are dependent and complimentary to each
other. (ithout media communication cannot happen and therefore they are t!o sides of the same
coin.
$er4al Communication
, communication using oral or !ritten methods kno! to be +erbal communication or +erbal
communication is a method that uses oral and !ritten e*pression face to face communication
con+ersation meeting inter+ie! etc. are the methods used under oral communication. (hereas
letters memos report internet tele* fa* telegram and others are used for !ritten
communication both oral and !ritten communication methods can be used 2ointly or uni1uely to
create +erbal communication.
<ral Communication
//Daffodil/Lakkhan/Business Communication
M
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Communication
through Action
Non-verbal
Communication
Verbal
Communication
Audible
Communication
Visual
Communication
Written
Communication
Oral
Communication
assive
Communication
!esture
Communication
Audio Visual
Communication
Oral communication is the process of communication !hich is sent by the sender through the
!ord of mouth. -t takes the form of speech and listening. -t consists of !ords arranged in
meaningful patterns.
8ritten Communication
, message communicated in a !ritten form is kno!n as !ritten communication. Ob+iously it is
!ord based communication and is made in terms of !riting and generally used !hen the
audience is at a distance and !hen there is a need of record.
;on7(er4al Communication
9on&+erbal communication is a non&!ord communication. -t clearly defines that such
communication is neither !ritten nor oral but uses some series of symbols or !ays to
communicate a message. (e can say 9on&+erbal communication means all communication
that in+ol+es neither !ritten nor spoken !ords but occurs !ithout the use of !ords.
$isual Communication
5isual communication is done using sight only. )*& #acial e*pressions gesture printed picture
posters slides film etc. 5isual communication generally communicates elementary and simple
ideas. -t can be effecti+ely used only in combination !ith other media. (hen !ritten
communication fails !e can take the help of +isual communication to communicate !ith
persons.
Audi4le 1 Audial Communication
.ommunications that done by using only sound is called ,udible : ,udial communication. )* &
siren calling bell ringing bell etc.
Audio7(isual Communication
,udio&+isual communication is a combination of sight and sound i.e. it uses audible and +isual
techni1ues both for transmitting message information or idea to create a meaningful picture
!hich is communicati+e. )* ; <i+e telecasts short films cinema screen +ideo tapes etc.
9esture Communication
, gesture is a deliberate body mo+ement intended to con+ey a message. Many different attitude
and intentions are e*pressed in gesture. )* ; 4hakes head slo!ly from side to side raises
eyebro!s shrugs shoulders nods head etc.
Passi(e Communication
.ommunication !hich completed by using another factors means !ith third party is called
6assi+e communication. )*& .all a teacher through peon.
Communication t+roug+ Action
.ommunication !hich done by an action is applied to make communication through attention
indirectly. )*& (hispering to make attention of a girl.
//Daffodil/Lakkhan/Business Communication
-erits = /imitations of &ritten communication
-erits
- -t is accurate and precise
- -t can be repeatedly referred to
- -t is a permanent record
- -t is a legal document
- -t facilitates the assignation of responsibilities
- -t has a !ide access
/imitations
- -t is time consuming
- -t is costly
- =uick clarification is not possible
-erits = /imitations of <ral communication
-erits
- Oral communication sa+es time
- Oral communication sa+es money
- 4peaker can con+ey shades of meaning
- 4peaker can get immediate feedback
- 'elps to promote friendly relations
- )*tremely useful !hile it is group communication
/imitations
- 9ot possible !hen speaker and recei+er are far a!ay
- <engthy message not suitable for oral communication
- -t not retained for long time
- 9o legal +alidity
- 0reater chances of misunderstanding
//Daffodil/Lakkhan/Business Communication