FORMAL AND

INFORMAL
COMMUNICATION

COMMUNICATION
exchange

of information between people

occurs when one person understands
the meaning of a message

NOISE
all

factors that interfere with and

distort communication

FEEDBACK
information

about some
behavior and its effects

ENCODING

process by which sender puts a message in a

certain format to send to the receiver

DECODING

process by which the receiver translates the

senders message into an understandable form

Presentation plan

Introduction.
Definition of Communication.
Formal Communication.
Advantages, Disadvantages of Formal Communication.
Informal Communication.
Grapevine Communication.
Advantages, Disadvantages of Informal
Communication.
Differences

INTRODUCTION
The word communication has been derived from the Latin
word Communicare which means to share. However,
communication incorporates, besides commonality, the
concept of transfer of ideas, meaning and information.
Communication has enabled us to organize - to work in
groups; and through organization, we have been able to
overcome barriers to our existence that we could not have
subjugated individually.

DEFINITION
Communication is the process by which information is
transmitted between individuals and / or organizations so
that an understanding response results.
Peter Little.
Communication is an exchange of facts, ideas, opinions, or
emotions by two or more persons.
W.H. Newman and C.F. Summer Jr.

FORMAL
networks that are assigned by
the organizational structure,
charts or other official documents

INFORMAL
flows outside of the firms chain
of command

Upward Communication

1
LEVELS OF
COMMUNICA
TION
3

Downward Communication
Horizontal
Communication

FORMAL
COMMUNICATION
It is in the form of official messages and news that flow through

recognized channels or routes formally laid by the organization.

This communication may take place between a superior and
subordinate, a subordinate and superior or among employees at
same level or departmental managers.
It flows in 3 directions:
1) Downward
2) Upward
3) Laterally between departments. i.e. horizontal

Formal Media of Communication

Companys news bulletins.

Special interviews.

Conferences.

Employees handbook.

Company magazines.

ADVANTAGES AND DISADVANTAGES OF FORMAL

COMMUNICATION

Advantages
Effective
Provides close contact
between members of the
organization
Control over the subordinates and fixing in
their responsibility.

Flow of essential
information in an orderly
manner.

Disadvantages
Stiff , Slow and Rigid

Channels
of
communication are not
perfect.
Organizational distance,
screening at various
points and narrow route
are the three bottlenecks
in
the
flow
of
communication.

INFORMAL COMMUNICATION

It is in the form of unofficial messages (work related or

people related) that flow outside the officially designed
channels.
Technically called as grapevine communication.
Result of natural desire to communicate with each other
freely and frequently.
Does not follow the authority.
It takes place due to individual
needs.
It is implicit, multidimensional
And diverse.

GRAPEVINE COMMUNICATION
Single

strand: communication in sequence.

Gossip network: communicates to all on nonselective basis.
Probability network: Individual communicates
randomly.
Cluster network: an individual communicates to
only those whom he trusts.

FACTORS OF GRAPEVINE
Employees rely on the grapevine when:

they feel threatened.

insecure.

under stress.

when communication from management is

limited.

ADVANTAGES AND DISADVANTAGESOF INFORMAL

COMMUNICATION

Advantages
More flexible and much
faster.
Helps in achieving
better human relations
Fulfills
the
psychological needs of
the employees.

Disadvantages
Information
may be
distorted.
Lacks official status and
less dependable.
Has no definite origin
and direction.
Leakage of confidential
information.

Informal media of communication

Face

to face discussion.

Telephone.

Email.

Voice messaging (voice mail).

Instant messaging (chatting).

THE FOLLOWING TECHNIQUES HAVE BEEN

FOUND TO ENCOURAGE INFORMAL
COMMUNICATION:
1.
2.

3.

Emphasizing informality
Maintaining an extraordinary level
of communication intensity
Giving communication the physical
support

Differences
Informal
Usually used with

friends and family

Formal
Used in a Professional

Contains shortened

Setting

version of words
No Slang
Contains slang words
Pronounce words

correctly

THANK YOU!!
^_______^
Presentation By Karan Arora