1.

There are four main types of communication:

written,
verbal,
nonverbal and
Visual.
Written communication includes email, signs, letters, magazines, books and anything else
transcribed into typed or handwritten words.
Verbal communication is auditory, while nonverbal communication is body language and
gestures.

Written communication has great significance in todays business world. It is an innovative

activity of the mind. Effective written communication is essential for preparing worthy
promotional materials for business development. Speech came before writing. But writing is
more unique and formal than speech. Effective writing involves careful choice of words, their
organization in correct order in sentences formation as well as cohesive composition of
sentences. Also, writing is more valid and reliable than speech. But while speech is spontaneous,
writing causes delay and takes time as feedback is not immediate.

Advantages of Written Communication

Written communication helps in laying down apparent principles, policies and rules for running of
an organization.

It is a permanent means of communication. Thus, it is useful where record maintenance is

required.
It assists in proper delegation of responsibilities. While in case of oral communication, it is
impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by
the speaker or he may refuse to acknowledge.
Written communication is more precise and explicit.
Effective written communication develops and enhances an organizations image.
It provides ready records and references.
Legal defenses can depend upon written communication as it provides valid records.

Disadvantages of Written Communication

Written communication does not save upon the costs. It costs huge in terms of stationery and the
manpower employed in writing/typing and delivering letters.
Also, if the receivers of the written message are separated by distance and if they need to clear their
doubts, the response is not spontaneous.

Written communication is time-consuming as the feedback is not immediate. The encoding and
sending of message takes time.

Effective written communication requires great skills and competencies in language and vocabulary
use. Poor writing skills and quality have a negative impact on organizations reputation.

Too much paper work and e-mails burden is involved.

2. Formal communication is a system of passing messages and information between

positions within an organization through officially designated channels,

merits and demerits of formal communication

Merits or advantages or important of formal communication:

The main advantages of formal communication are given below

Increase overall efficiency: This type of communication is used by following the predetermined
rules so it increases the overall efficiency of the organization.

Easy communication system: The top level management communicates with their employees by
using formal downward communication system. Again the employees communicate with their
higher authority to use this system. It is very much easy to communicate with each other.

Permanent record: The copy of formal communication is always preserved in the file and it is used
as reference. As a result, it is easy to seek the copy of it if necessary.

Quick accomplishment of work: Sometimes the rapid communication is to be needed with the
employees. To use the formal downward communication system it is possible to communicate with
the employees quickly. So the work may be done timely.

Maintenance of discipline: Under the formal communication system the workers are bound to be
careful to their own duty. So ultimately it makes discipline in the organization.

Ease of cooperation and coordination: Cooperation and coordination is very much essential to
carry out the business activity smoothly. Formal communication is a part of coordination. So,
coordinated activities can be done properly and easily through formal communication.
 Use as reference: Documents of the formal communication is recorded by the organization. So,
these recorded documents are use as a source of the employees.

Ease of delegation of authority: Authority is delegated by the superiors to the subordinates

through the help of this communication.

Free from mistakes: Since formal communication has a well-defined rules and regulations. So,
there is a little chance of mistakes in exchanging information within the employees.

Others: Increasing attention, reliability, accuracy, smooth communication system, free form
distortion, easy to understand, increasing company goodwill etc.

Formal communication has many advantages, but it is not defective.

These disadvantages of formal communication are given below

Wastage of time: Top level management communicates with their employees by maintaining the
board of succession, not by-passing any executive or any level. That is why it takes a lot of time and
it wastages much time of the concerned person.

Inflexibility: Ordinarily the formal communication is inflexible. If somebody out of the channel
intends to change his views it is not possible. Even when it is needed to change, it is very much
difficult.

Lack of initiative: Under this communication system everybody does their duty by following
specific predetermined system. So it makes the obstacle to develop the creativeness of the
employee.

Authoritarian attitude: In this system the sender is higher authority and the receiver is lower staffs.
Generally the superiors order cannot be disobeyed. It creates an authoritarian culture in the
organization.

Lack of cordiality: In the formal communication system the subordinate staffs strictly follow the
order of superior authority. So the implementer of the order does not obey their duty properly.

Costly: In this system the organization policy and rules are obeyed properly. Sometimes it creates
crucial situation and it is a time being factor. For these, the cost of formal communication system is
higher than those of others.

Others: Lack of personal relation, delay in decision making, not suitable for motivation, creates
misunderstanding, create mental distance.

3. What are the different types of formal communication?

External Communication
Communication through Letters
Inquiries, letters that ask for information
 Requests
Conveying Good News: Positive Response to Inquiries/Requests
Conveying Bad News: Negative Responses to Inquiries/Requests
Placing and acknowledging Orders
Letters of Recommendation
Letters of Appreciation/Congratulation, and Condolence.
Sales and Promotional Letters
Proposals
Credit, Claim, and Collection Letters

Internal Communication
Memorandums
Reports
Employee Evaluations
Progress Reports
Recommendation Reports
Proposals (internal)

4. Benefits of Consensus communication are followed:

Peace and harmony

It solves problems
Develop managerial skill
Unity harmony
Immediate feedback
Training to juniors

Advantages of Consensus communication channel are.

Peace and harmony

In consensus communication, industrial peace and harmony can be maintained.

It solves problems
Consensus communication is suitable to solve the problems like bonus, retrenchment, service conditions
by consulting union leaders and worker representative.

Develop managerial skill

Consensus communication it helps to build and develop managerial skills among junior officers and sub-
ordinates.

Unity harmony

Consensus communication helps to project an image of unity and harmony in the organization.

Immediate feedback

Consensus communication gives immediate feedback to the management and helps the management to
study the reactions of employees.

Training to juniors

Consensus provides proper training in Managerial Skills to the juniors in an organization, because they
are trained in the process of decision making at a very early stage.

Drawbacks of consensus communication channel are followed:

Time consuming
Compromise
Wrong impression
Habit of consultation
Not necessarily the best decision
Demerits of consensus communication are.

Disadvantages of Consensus Communication

Consensus is a time-consuming process, the stronger the difference, the greater the delay.

Compromise

Consensus is a kind of compromise, and in a compromise, no section is fully satisfied.

Wrong impression

In Consensus communication, workers have the impression that their supervisors are not able to take
decisions on their own.

Habit of consultation

In Consensus communication, the subordinates develop the habit of consultation, and it creates a
problem when they are not asked on one or two occasions.

Not necessarily the best decision

In Consensus, the decision of the majority is adopted. However, the decision of the majority needs not
to be the best decision. Time may prove the inadequacy of the decision of the majority.

5. A casual form of information sharing typically used in personal conversations with friends
or family members. Within a business environment, informal communication is
sometimes called the grapevine and might be observed occurring in conversations,
electronic mails, text messages and phone calls between socializing employees.
Informal communication is based on the informal relationships that grow up in an
organization and is commonly referred to as "the grapevine". It may be conveyed by a
nod, a glance, a gesture, a smile, and even silence.