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FORMAL AND INFORMAL

COMMUNICATION

BY:

SHAJRUDDIN.

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PRESENTATION PLAN

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

Communication.

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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.

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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. ”

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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

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FORMAL MEDIA OF COMMUNICATION

Company’s news bulletins.

Special interviews.

Conferences.

Employees handbook.

Company magazines.

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ADVANTAGES AND DISADVANTAGES OF FORMAL COMMUNICATION

Advantages Effective Provides close contact

between members of the organization

Control over the sub-ordinates 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.

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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.

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GRAPEVINE COMMUNICATION

Single strand: communication in sequence. Gossip network: communicates to all on non-selective

basis. Probability network: Individual communicates randomly. Cluster network: an individual communicates to only

those whom he trusts.

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FACTORS OF GRAPEVINE

Employees rely on the grapevine when:

they feel threatened.

insecure.

under stress.

when communication from management is limited.

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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.

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INFORMAL MEDIA OF COMMUNICATION

Face to face discussion.

Telephone.

Email.

Voice messaging (voice mail).

Instant messaging (chatting).

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