FORMAL AND INFORMAL COMMUNICATION

Formal communication

The process of sharing official information with others

who need to know it, according to the prescribed patterns

depicted in an organization chart.

Formal CommunicationPresident

Vice

President

Vice

President

Manager Manager Manager Manager

Efforts at coordination

Info

rmati

on

Instru

ctio

ns a

nd

dire

ctiv

es

Types of Formal Communication Downward communication:

Supervisory communication initiated by upper management

Flows downward through hierarchy of command

Instructions, directions, orders

Upward communication:

Flow of information from lower levels to higher levels within an organization in the form of

data required to complete projects

status reports

suggestions for improvement, new ideas

Horizontal communication

Communication between two or more persons who are working at the same level.

It seeks coordination and cooperation

Diagonal

Communication flowing between people belonging to different levels of hierarchy and having no direct reporting relationship.

It quickens the information flow and improves understanding

Formal Communication ModesTYPE OF FORMAL

COMMUNICATION

MODE USED

Downward Memo, Letters, Handbooks, Pamphlets, Policy

statements, Procedures

Upward Reports, complaints and suggestions, open door policy

etc

Horizontal/Lateral interdepartmental meetings and written

communications

Diagonal/Crosswise company newspaper or magazine, Bulletin boards,

General notices, Formal conferences

Informal Communication Information shared without any formally imposed

obligations or restrictions

Deviation from the planned communication

Based on personal relations

Usually follows through an informal Chat or Grapevine

11/18/2003

Informal Networks: Grapevine

Y

D

C

B

A

Chain

A

JB

D H I

K

F

GE

C

Gossip

A

F B D

J

H

CE

K

G I

X

Probability

A

C

D

F

J

IB

Cluster

Chain every member passes on information, but to just one person

Gossip one person passes on information to all the others that he

encounters

Probability Chain no structure A is very talkative and outgoing type, passes on information

to random contacts

Cluster information is passed on to selected persons most common pattern selectivity: pass on information to people with whom you are

in close contact