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.