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Q.N.5. What is the channel of communication? What are the different channels of communication in an organization?

Ans: A channel means a path or a way. Thus a channel of communication is the path or way through which information is transmitted throughout the organization. It is the route through which the message flows from the sender to the receiver.

Human beings in an organization are inter related to each other. They are related both formally as well as informally. These relationships are maintained by means of communication. Therefore there exists in an organization two channels of communication: -

A)     Formal channel of communication

B)      Informal channel of communication

A)  Formal Communication: A formal channel of communication is the officially prescribed route for the flow of communication. It is that route of communication which is institutionally determined and is associated with status or position of the receiver and sender. The formal channels are effectively related to ensure that accurate information flows smoothly and timely.

Types of Formal channel of communication:

a. Downward communication: Communication that flows from the top level of the organization to the bottom level along with the scalar chain is known as downward communication. Example for such type of communication are orders, instructions, rules, policies, programs and directives etc. it specifies the extent of the subordinates authority and their responsibility.

b. Upward Communication: Upward communication is just the opposite of downward communication. In this communication system, the message is transmitted from the bottom of the organization upward to the top of the organization through the middle managers along with the line. Usually this includes workers grievances, suggestions and reactions. This communication system was not appreciated by the superiors. But it has assured importance in modern times and is considered to be a main source of motivating employees.

c. Horizontal communication: The flow of information between departments or people of equal level in an organizational structure may be termed as horizontal or lateral communication. The two departments may be under the same superior or may have different heads. Such communication may be written or oral. The main object of lateral communication is to co-ordinate the efforts of different departments or persons.

d. Diagonal communication: Diagonal communication is between people who are neither in the same department nor on the same level of organizational structure. It cuts across departmental lines. It generally takes place when members cannot communicate effectively through other channels.

These upward, downward, horizontal or diagonal communication may be oral, written, informal or gestural.

Advantages of Formal Communication:

i.   All information flows through the proper channel in an orderly and smooth way.

ii.  Formal channel helps in fixing responsibilities for the activities carried out in an organization thereby ensuring control.

iii. In Formal Channel the superior and the subordinates are in direct contact with each other. So a better understanding develops between them.

iv. The information is filtered at every level of organization which ensures that only essential & necessary information passed to the next level.

v.  Formal channel cover all sub system of an organization.

Disadvantages of Formal communication:

i.  Formal channel is a slow and rigid channel therefore they are time consuming.

ii. The superiors are overloaded as they have to filter the information and pass only the essential part of information.

iii. Formal channel is a narrow channel of communication.

iv. Possibilities of over filtration of information cannot be denied which may lead to distortions of information.

v. Formal channel are expensive as the messages are generally conveyed in writing.

B)   Informal communication or Grapevine:

The informal channel of communication is that channel of communication which is not officially prescribed. It is that route which is used by workmen in an organization to maintain social (informal) relationship amongst themselves. It is thus created as a result of operation of social force in an organization. Informal communication co-exists along with formal communication and supplements it.

Informal communication is known as grapevine. Grapevine arises because of the desire of the people to communicate without following the formal channel of communication. It follows no setlines, nor any definite rules, but spreads like grapevine, in any direction anywhere

Types of Grapevine:

Keith Davis has identified four different networks for transmitting information via the grapevine:-

i. Single Strand Chain: In single strand chain one person communicate with only one person. In this the first person tells something to the 2nd, the 2nd to the 3rd person, the 3rd to 4th person and so on till the message is communicated to all.

ii. Gossip Chain: In gossip chain one person communicates with many persons. As soon as a person gets some interesting non jog related information he conveys the same to every other person.

iii. Probability chain: In probability chain communication takes place between many persons. There information is conveyed from one person to another irrespective of the fact that they are related to each other or not whether formally or informally. In this the information passes at random.

iv. Cluster Chain: In cluster chain one person communicates with many other persons but selectively. In this one person may convey information to 4 or 5 persons whom he knows very well and can trust out of these 4-5 persons one or two may again pass on the information. As the number grows larger and larger and information staler, it gradually dies out. This is knows as cluster chain because one person while conveying message may from cluster.

Advantages of Informal or Grapevine communication:

i. It is free from formal lines of authority.

ii. Communication is faster and quicker as the message has not to pass through prescribed route.

iii. There is no channel of command and it spreads to all directions.

iv. If properly utilized it may supplement formal channel of communication as it may be used to clarify managements view points.

v. It may also provide feedback to managers on the reaction of a decision taken by the management.

vi. Informal communication draws employees closer to each other and builds up a co-ordial relationship.

Disadvantages of Informal or Grapevine communication:

               i. Grapevine often carries half truth and distorted information with an alarming rate of speed.

             ii. The people in an organization are likely to be mis informed and misled.

            iii. Since there is no chain of command it is difficult to fix responsibilities on a particular individual.

            iv. Often the information transmitted is contradictory in nature.