Management Communication: Formal and Informal Channels

This paper focuses on the process of communication in the organization, discussing formal and informal channels, their characteristics, advantages, and strategies for effective communication. It emphasizes the importance of proper communication channels for managing activities and achieving success in a competitive market.

Running head: Communication
Management communication

Communication
Abstract
This paper focuses on the process of communication in the organization. The discussion will be
made on the formal communication channel in which focus will be given on characteristics and
advantages. In the next part of the report, the emphasis will be given on the informal channel of
communication that will be explained briefly. The last phase of the report will focus on the
strategies that should be considered so that it can be easy to resolve the problem related to
communication.
1

Communication
Table of Contents
Abstract............................................................................................................................................1
Introduction......................................................................................................................................1
Communication in the organization.................................................................................................1
Formal channel of communication..................................................................................................1
Characteristics of Formal communication...................................................................................2
Advantages...................................................................................................................................2
Informal channel of communication................................................................................................3
Informal communication features................................................................................................3
Strategies and tactics........................................................................................................................3
Downwards communication........................................................................................................4
Upward communication...............................................................................................................4
Horizontally.................................................................................................................................4
Conclusion.......................................................................................................................................5
References........................................................................................................................................6
2

Communication
Introduction
In the workplace the important factor is related with communication in which it has been seen
that it is important to be managed. It has been seen that top management should focus on taking
into consideration the process of communication so that it can be easy to attain the targets. If in
the workplace there is effective communication then managers can easily manage the overall
activities of the company in the right manner. It is necessary for the company to focus on proper
channel of communication so that it can be simple to transfer the information. There are many
concepts which are concerned with communication and it can be easy to exchange the overall
information (Austin and Pinkleton, 2015). There are various models of communication which are
related to formal and informal.
Communication in the organization
Communication is considered as the essential factor and it has been seen that flow of
communication takes place in formal and informal manner. The message can be easily
transferred if proper channel of communication is considered. Through communication it can be
easy for the employees to maintain clarity of the information in the workplace. Also it has been
examined that if proper communication is not there in the workplace then it can be difficult to
achieve success in the competitive market (Canary, Blevins and Ghorbani, 2015).
Formal channel of communication
In this communication channel it has been seen that the process of communication takes in a
formal manner. In this proper process is followed to communicate with each other. It is known as
the authorized communication channel that should be managed so that it can be easy to control
the entire chain of communication (Tenhiälä and Salvador, 2018). The message which is
conveyed by one person to other person is in a formal manner and it also reduces duplication of
work in the workplace. In this channel there are various sources which are considered like
reports, orders and memos. In this the communication flows from up and down in a proper
hierarchy (Chmielecki, 2015).
Characteristics of Formal communication
It has been examined characteristics in context to communication is done in a formal manner. It
has been seen that formal communication channel takes place among the top management. The
3

Communication
communication which takes place between the top management can be oral or written. The
communication through this process can be done in a professional manner and there is proper
hierarchy which is considered, it means that communication is done in a formal manner
(Banerjee, Adhikari and Nigam, 2016). If channel of communication is considered then it has
been analyzed that there are many drawbacks that can create issues.
The drawback is related with the formal channel of communication in which the focus is given
on the entire hierarchy of the process of communication. It is important to focus on the hierarchy
so that it can be easy to utilize the time in a proper manner. In formal channel of communication
it has been seen that there are many information which is important for the company to be
maintained (Manuti et al., 2015). The issue that can arise is related with the hierarchy which
takes place in a process of communication in a formal manner. In this the communication
process takes place with higher management and subordinates and also the focus is maintaining
on managing the overall activities (Farmer, 2017).
Advantages
There are many advantages which are concerned with the top management and it helps to make
the overall process of communicate effective. It can be analyzed that the process of
communication which is formal can help the organization to focus on maintaining the goodwill.
It can also give impact on the overall employees who are working on the top management as
they focus on maintaining the concept of decision making.
Informal channel of communication
This is channel of communication is not structured and also it takes place in an informal way. It
is not taken into consideration by the business as it focuses on the requirement of the people in
the company. It has been seen that information which is given can be informal and also it is not
accepted on the official platform. In this channel of communication the communication which
takes place is related with gossips and rumors. By focusing on this chain it has been seen that it
is known as Grapevine and it is managed by the individuals who are managing their routine work
in the company. In this there are no rules and regulations which are considered. It has been
analyzed that by taking into grapevines it can be easy to transfer the information in an easy
manner (McQuail and Windahl, 2015).
4

Communication
Informal communication features
There are factors which are related to channel of informal communication. In this
communication channel it has been seen that middle and lower level is taken into consideration.
In this the communication is related with the people and it has been seen that activities can be
managed in a proper manner. In this channel of communication the interaction which takes place
between the people who control the entire activities of the company (Quintanilla and Wahl,
2015).
In informal channel of communication the communication do not take place in a proper manner
and also this interaction is done between the friends in the workplace. When people interact then
issue can take place related to discipline and also it indirectly affects the overall work in the
workplace of the employees. Channel of communication should be maintained by the managers
so that it can be simple to focus on managing the entire activities of the company.
Strategies and tactics
It is necessary for the managers to focus on considering the overall flow of communication so
that it can be easy to communicate the message in a proper manner. The strategies that should be
considered are related to downward, upward and horizontal. These strategies can help the top
management to manage the overall activities of the company and also it emphasizes on achieving
success in the high level of competition.
Downwards communication
In this process of communication it has been seen that proper flow of message take place from
the formal chain of command and also the message is given by focusing on proper hierarchical
structure. In this flow of message take place from the top management of the company to the
employees. In this type of communication the message is transferred from the top management
to the subordinates. This type of channel of communication also helps to grow in the market
where high level of competition exists. It is analyzed that leaders and managers focuses on
giving the message to the subordinates then it can also be stated as the downward
communication (Barak, 2016).
The process of communication which takes place through the downward platform can help the
employees to have proper understanding of the information. This communication channel is also
5

Communication
taken into consideration by the managers so that it can be easy to manage the overall channel of
communication. In the downward channel of communication it has been analyzed that top
management give direction to the subordinates so that it can be simple to manage overall
activities of the company. Motivation is also considered as one of the factor which is given by
the senior management and also if it is taken into consideration by the top management then it
can be simple to minimize the entire issues.
Upward communication
In this channel of communication it has been seen that messages are given by the line employees
to the top management. This is one of the best strategies that should be taken into consideration
so that it can be simple to maintain effective channel of communication. The benefits which are
related to this are feedback and trust.
It has been seen that managers should focus on considering the process of feedback so that it can
be easy to focus on overall development of the organization. This can also help to maintain the
trust between the higher authorities and also it can be easy for them to feel comfortable towards
the assigned activities (Shockley-Zalabak, 2014).
Horizontally
This is the overall data which take place among the people and different departments. It has been
seen that information can be transferred to different hierarchies. This is the best method on which
the managers should focus so that it can be easy to motivate the employees who are managing
their routine activities. Through this it can be simple to achieve positive results which can help to
attain results which are positive.
Recommendations
There are two channel of communication formal and informal that can resolve the issues which
exist in the workplace. So, it has been recommended that the problems can be resolved of the
managers by considering the strategies related to upward communication, horizontal
communication and downward communication. It is essential to focus on the strategies so that it
can be easy to the overall activities of the company and it will help to manage the overall process
of communication.
6

Communication
Conclusion
By focusing on the all the aspects in the report it has been stated that managers should emphasize
on the proper channel of communication so that it can be simple to manage the overall operations
in the workplace.
References
Austin, E.W. and Pinkleton, B.E., 2015. Strategic public relations management: Planning and
managing effective communication campaigns (Vol. 10). Routledge.
Banerjee, P., Adhikari, B. and Nigam, R., 2016. Dynamics of workplace communication: A new
age model. International Journal of Management, IT and Engineering, 6(12), pp.1-16.
Barak, M.E.M., 2016. Managing diversity: Toward a globally inclusive workplace. Sage
Publications.
Canary, H.E., Blevins, M. and Ghorbani, S.S., 2015. Organizational policy communication
research: Challenges, discoveries, and future directions. Communication Reports, 28(1), pp.48-
64.
Chmielecki, M., 2015. Factors influencing effectiveness of internal communication. Journal of
Management and Business Administration. Central Europe, 23(2), pp.24-38.
Farmer, N., 2017. The invisible organization: How informal networks can lead organizational
change. Routledge.
Manuti, A., Pastore, S., Scardigno, A.F., Giancaspro, M.L. and Morciano, D., 2015. Formal and
informal learning in the workplace: a research review. International journal of training and
development, 19(1), pp.1-17.
McQuail, D. and Windahl, S., 2015. Communication models for the study of mass
communications. Routledge.
7

Communication
Quintanilla, K.M. and Wahl, S.T., 2015. Business and professional communication: keys for
workplace excellence. Sage Publications.
Shockley-Zalabak, P., 2014. Fundamentals of organizational communication. Pearson.
Tenhiälä, A. and Salvador, F., 2018. When Communication Should Be Formal. MIT Sloan
Management Review, 59(4), pp.1-6.
8