The document discusses various types and aspects of communication. It defines formal communication as communication through established hierarchical channels, noting its advantages in maintaining structure but disadvantages in limiting flexibility. It also describes horizontal communication between peers, vertical communication up and down levels of authority, and diagonal communication across departments. The document outlines different communication media including oral, written, nonverbal, and the factors that can interfere with effective transmission of meaning.

1. 4-Apr-24
DOHA
1
Dr. Vaibhav Shriya
PG-HA 2022
SGPGIMS

2.  The word communication is derived from the
Latin word ‘Communis’ which means to make
common, to transmit, to impart, or to share
between two or more persons or groups
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3.  Acc to Knootz and O’ Donnell -
“Communication is an exchange of facts, ideas,
opinions or emotions by two or more people”
 Communication must include both the transfer
and the understanding of meaning
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5.  Formal communication means the
communication which travels through the
formally established channels. In other words,
communication which travels through the
formal chain of command or lines of hierarchy
of authority is called the formal
communication. Under it, information is given
through the formally designed channel or
network.
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6.  Advantages of Formal Communication
• It helps in the fixation of responsibility and
accountability.
• It helps in maintaining the lines of authority in
the organization.
• It helps in maintaining discipline.
• It ensures orderly flow of communication.
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7.  Disadvantages of Formal Communication
• It lacks personal contacts and relationship.
• It is time consuming. It takes much time to
communicate.
• It creates a bottleneck in the flow of
information because almost all information is
channeled through a single executive.
• It obstructs free, smooth and
accurate circulation of information in an
organization.
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8.  Formal communication can be Horizontal,
Vertical and Diagonal.
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9.  When communication takes place between
two or more persons of the same level or
position of the same department or
other departments of the organization, it is
known as horizontal communication
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10.  Advantages of Horizontal Communication
• Coordinating in nature.
• Frequently informal and therefore simpler than
vertical communication.
• Reassuring to those in charge of implementing
department policy, since it provides them with the
opportunity of checking with each other and
comparing notes.
• Expedient in terms of communication time.

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11.  Disadvantages of Horizontal Communication
 The major disadvantages of horizontal
communication are listed as below:
• Department chiefs may remain uninformed
about what their division heads are thinking.
• It can have a disuniting effect by
fostering clique i.e. grouping among personal
at the same levels of authority.
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12. • It can distort the purpose of a department
policy, and even render it inoperative by
allowing too much discussion about it.
• It may actually increase misunderstanding
among division heads by permitting informal
(verbal) alterations of formal
communications.
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13. The communication in which information is either
transmitted from top to the bottom or from
bottom to the top in structural hierarchy is a
vertical communication. In this way, vertical
communication may be of two types as:
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14. A). Downward Communication
When messages are transmitted from superiors
to subordinates along with the chain of
command, it is said to be downward
communication.
It refers to the transmission of information from
superior to subordinates.
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15.  The most common downward communications
are job instruction, official memos, policy
statements, procedures, manuals and
company publications.
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16. B). UPWARD COMMUNICATION
 When messages are transmitted from bottom
to top of the organizational hierarchy, it is
said to be upward communication.
 This provides feedback on the extent of
effectiveness of downward communication.
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17.  It is also a means of informing the
management about the viewpoints, reactions,
feelings and state of employee morale
 Widely used upward communication
devices include suggestion boxes, group
meetings, report to supervisors and appeal or
grievance procedures.
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Advantages of Vertical Communication
•It is authoritative and official.
•It is binding to all parties involved.
•It is the most legitimate type of communication

19. • It is formal and informal.
• It is usually slow-moving, since it must be channeled
through several levels of authority.
• It may conceal the true motives behind the formal
message it carries.

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Disadvantages of Vertical Communication

20.  Diagonal communication cuts
across departmental lines.
 Such communication is in between people
who are neither in the same department nor
on the same level of organizational structure.
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21.  In other words, it refers to interchange of
messages between the managers and
employees who are neither in the same
department nor on the same level of
organizational structure.
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22.  Advantages of Diagonal Communication
• It is the most direct method of communication.
• It is the most selective method of
communication.
• It is one of the fastest methods of
communication.
• In critical situations, it would seem to be the
most essential and logical type of
communication.
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23.  Disadvantages of Diagonal Communication
• It can destroy lines of authority and formal
chains of command.
• It can leave immediate superiors uninformed of
what their subordinates are doing.
• It can lead to conflicting orders so it may lead
to further confusion.
• It is usually verbal and thus is untraceable if
things go wrong.

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24.  Informal communication refers to the
communication which takes place on the basis
of informal relations between the members of
a group. It is personal communication in
nature and not a positional communication. It
does not flow along with the formal lines of
authority or formal chain of command.
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25.  Even it is not regulated by the formal rules
and procedures. Normally, members of
informal group use this form of
communication in order to share their ideas,
views, opinions and other information.
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26.  Advantages of Informal Communication
• It is more flexible.
• It helps to improve decision-making.
• Informal communication is faster in speed
than formal communication.
• It works as a powerful and effective tool of
communication.
• It may provide feedback to managers on their
actions and decisions.
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27.  Disadvantages of Informal Communication
• It is difficult to fix responsibility for the
information.
• It may cause misunderstanding.
• It carries inaccurate, half-truth or distorted
information.
• It is difficult to believe on information.
• It leads to leakage of secret information.
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28. It is the sharing of information between two or
more people face-to-face through any other
direct channel. Since communicating parties get
face-to-face, so it is two-way communication.
Very simply, manager or supervisors give
direction and guidance to their subordinates in
their presence
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29. i) Oral Communication
 When message is expressed through the words
of mouth or spoken words, it is said to be oral
communication. It may take place either
through face-to-face conversation or through
any electronic mode such as
telephone, cellular phone, intercom etc.
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30.  Advantages of Oral Communication
• It is quicker and saves in time.
• It establishes a personal touch and leads to
better understanding.
• It is economical or less expensive as compared
to written communication.
• It is flexible and the messages can be changed
to suit the needs and response of the receiver.
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31.  Disadvantages of Oral Communication
• It has the tendency of being distorted.
• It is less reliable.
• It provides no record for future reference.
• It does not provide sufficient time for thinking
before conveying the message.
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32.  ii. Written Communication

 When message is expressed through written
words, it is known as written communication.
It may be expressed even through groups,
charts, diagrams, pictures with or without
words. In this form of communication,
information is shared to the receiver by
writing or drawing. It is the formal means of
communication
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33.  Advantages of Written Communication
• It tends to be complete, clear, precise and
correct.
• It tends to reduce misunderstanding, conflicts and
disputes.
• It ensures transmission of information in uniform
manager, i.e. everyone concerned has the same
information.
• It ensures little risk of unauthorized alternation in
the messages.
• It is taken as a legal evidence by the courts.
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34.  Disadvantages of Written Communication
• It is time consuming.
• It is expensive.
• It may be interpreted in a different manner by
different people.
• It tends to ineffective and unimpressive in case
of poor drafting.
• It fails to provide feedback immediately.
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35.  Communication through postures or gestures
of body parts is known as the gestural or non-
gestural or non-verbal communication. It is a
mode of communication in which anything
other than words may be used to transmit
message from one person to another.
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36.  In other words, the communication of
information by means of facial expression,
body movement, physical contact, gestures,
etc. is called non-verbal communication. It is
the communication in which neither written
nor oral means are used.
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37.  Filtering – sender’s manipulation of information so
that it will be seen more favourably by the receiver
 Selective perception – receiver selectively see and
hear based on their needs, motivations,
backgrounds and other personal characteristics
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38.  Information overload – condition in which
information inflow exceeds an individual's
processing capacity
 Emotions – interpretation of message depending
upon the emotions of an individual
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39.  Language – communicating in the same language,
words mean different things to different people
 Age and context are two of the biggest factors that
influence such differences
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40.  Silence – can be the message to communicate
noninterest or the inability to deal with a topic
 Communication Apprehension – undue tension
and anxiety about oral communication, written
communication or both
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41.  Lying – misrepresentation of information
 Frequency of lying and the difficulty in detecting
liars makes this an strong barrier in effective
communication
 Cultural barriers – cross cultures factors such as
semantics, word connotations, tone differences
create the potential for increased communication
problems
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42.  Cultural Context – culture tend to differ in degree
to which context influences the meaning
individuals take from communication
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43.  High-context culture such as China, Korea, Japan,
and Vietnam, people rely heavily on nonverbal
and subtle situational cues in communicating with
each other
 Low- context cultures – cultures that rely heavily
on words to convey meaning in communication
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44.  Remember that your communication mode will
partly determine your communication
effectiveness
 Obtain feedback to make certain your messages—
however, they are communicated—are
understood
 The communication results in building trusting
relationship between the source and the target
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45.  Remember that written communication creates
more misunderstandings than oral communication
does; communicate with employees through in-
person meetings when possible
 Make sure you use communication strategies
appropriate to your audience and the type of
message you’re sending
 Keep in mind communication barriers such as
gender and culture
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THANK YOU