Definition of Formal Communication
Formal Communication is that the exchange of official information that streams nearby the different levels of the organizational progressive system and goes along to the endorsed proficient guidelines, strategy, principles, forms, and regulations of the organization.
Formal communication follows a correct predefined channel of communication and is deliberately controlled. It is governed by the chain of command and complies with all the organizational conventional rules. In the hierarchical set up formal correspondence can watch any of the accompanying structures:
Types of Formal Communication
1. Downward Communication:
Descending correspondence is the point at which the data goes from the administration level to the subordinate level. This is the foremost common sort of formal communication wherein communication flows downwards, i.e. from the people occupying top positions within the organization to the people at lower levels.
It mainly includes orders and directions and may either be written or oral counting on the importance of the message and also the status of people involved within the communication process. Reports, emails, letters, manuals, etc. are the commonly used communication tools.
2. Upward Communication:
Upward correspondence is the point at which the message goes from the subordinate level to the administration level. Here, the communication flows upwards i.e. from the subordinates to the managers in the form of requests, reports, suggestions, complaints, and instructions.
3. Horizontal or Lateral Communication:
Even correspondence implies when Co-laborers with various territories of obligations, however at a comparable level inside the association speak with each other. The correspondence between the supervisors of a unique division, such as showcasing, account, creation, HR, is that the best case of flat correspondence.
4. Diagonal or Crosswise Communication:
When the workers of different departments at various levels speak with each other paying little mind to the hierarchy of leadership, at that point the correspondence is professed to be a diagonal or a cross-wise communication. The communication between the floor manager and the sales team is an example of diagonal communication.
The manner by which the conventional correspondence can be encouraged is known as the proper correspondence arrangement. There are several forms of Formal Communication networks that individuals use to get their message transmitted to others.
Advantages of using formal communication at workplace:
Formal communication ensures a correct channel of knowledge flow between the superior and their corresponding subordinates. This prompts a straightforward foundation of a line of power and work process. Making responsibilities clear for subordinates is incredibly efficient during this sort of communication.
2. Effective and clear communication:
The communication may be a direct transfer of data between the managers, employees, and also the organization. This brings clarity to the responsibility and what’s expected of them for the welfare of the organization. This likewise sets up clearness on when and where data download is required to play out the work.
3. Order of knowledge flow:
This kind of communication establishes an orderly information flow. Engaged in an environment where the data flow is from different places in an unorderly manner creates ruckus and chaos. This brings down the efficiency of the work. Maintaining proper communication helps in having an orderly information flow because the line of superiority is established during this way.
4. Single source of information:
The work of the worker is solely captivated with the cross-functional support and therefore the information flow between the teams. Any decision and results are supported by the knowledge received. Not having one repository of knowledge makes life tougher for the team and individuals to handle the matter at hand.
The approach towards problem-solving is blurred because of lack or insufficiency or the effectiveness of the knowledge at hand. Formal communication emphasizes having not only an orderly flow of knowledge but also ensures that the data has an easily accessible single knowledge domain which might be trusted supported facts.
Disadvantages of using formal communication at workplace:
1. Creates divisions
Formal correspondence keeps clear limits among the board and representatives. Eventually, this can create a way of the distance between the two sides. But so on succeed, everyone should feel on the identical side. Everybody has an identical common goal – the success of the company.
2. Provides limited clarifications
In eye to eye cooperations, individuals for the most part have follow-up inquiries for some random assignments and requests. Exemplary styles of formal correspondence make the strategy rather troublesome.
Therefore, if anyone requires additional explanations, they either should bear the tactic or take the prospect of working with incomplete information. Within the primary case, they lose time and risk being seen as incompetent. And within the second case, they become liable to mistakes.
3. It’s time-wasting
What is also seen as a plus when it’s one-sided, becomes a drawback when it goes both ways. The following procedures takes time. Instead of having a productive exchange of ideas, questions, and answers, people must formulate their side than not blink for replies. And this may take minutes, hours or days.