Ch-2 Channels and Objectives of Communication |Business communication |

Formal Communication

Downward Communication

Purpose

1. To Get the Work Done: Ensures tasks are assigned and executed effectively.
2. To Prepare the Workforce for Challenges: Keeps employees informed and ready to face organizational challenges.
3. To Tackle Misinformation and Suspicion: Reduces uncertainties and builds trust within the organization.
4. To Create a Feeling of Pride and Confidence: Motivates employees and boosts morale.
5. To Transmit Work Ethics and Organizational Culture: Instills a sense of belonging and alignment with the organization’s values.

Advantages

1. Discipline: Ensures a structured approach to work.
2. Efficient Implementation of Orders: Facilitates smooth execution of decisions.
3. Well-Defined Tasks and Positions: Helps employees understand their roles and responsibilities clearly.
4. Avoids Confusion: Provides clarity to employees about their responsibilities.
5. Fosters Team Spirit: Unites various levels of authority within the organization.

Disadvantages

1. Lack of Vision and Arbitrary Decision-Making: Can harm the organization’s growth and stability.
2. Balance in Sharing Information: Misuse of discretion can lead to inefficiency.
3. Delays in Decision Implementation: Slows down the organization’s response time.
4. Oral Communication Issues: Prone to information loss, distraction, and lack of accountability.
5. Absence of Feedback Mechanism: May lead to frustration, distrust in authority, and feelings of exploitation.

Upward Communication

Purpose

1. To Forward Employee Feedback: Provides insights into employee concerns and suggestions.
2. To Report on Official Matters: Keeps the management informed of the on-ground situation.
3. To Voice Employee Grievances: Addresses dissatisfaction, complaints, and work-related demands.
4. To Invite Creativity and Participation: Encourages employees to contribute ideas and solutions.
5. To Create a Sense of Belonging: Builds trust through participative decision-making.

Advantages

1. Employee Participation: Involves employees in organizational decision-making.
2. Trust and Cooperation: Builds emotional bonding and understanding between management and employees.
3. Enthusiasm: Encourages proactive participation from employees.
4. Authority Cooperation: Promotes responsiveness to management directives.

Disadvantages

1. Lack of Initiative: Employees may fail to take active participation in decisions.
2. Barriers in Communication: Long hierarchies and unresponsive seniors hinder effective communication.
3. Delays and Distortions: Slow transmission and message distortion affect decision-making.
4. Incompetence in Upward Communication: Some employees struggle to handle upward communication effectively.

Requirements

1. Effective Chain of Communication: Ensure a streamlined process.
2. Training for Listening Skills: Equip executives with the ability to actively listen.
3. Conducive Organizational Atmosphere: Foster an environment of trust and openness.

Vertical Communication

Vertical communication is characterized by a top-down approach to decision-making while allowing for feedback from employees. This form of communication:

• Encourages interaction between management and employees.
• Invites participation in decisions.
• Addresses employee concerns without compromising control mechanisms.

Horizontal/Lateral Communication

Purpose

1. To Exchange Official Information: Facilitates collaboration between departments.
2. To Foster Understanding and Team Spirit: Builds relationships among team members.
3. To Solve Difficulties: Promotes effective problem-solving.
4. To Seek and Extend Cooperation: Encourages teamwork and mutual assistance.
5. To Save Time: Enables quick decision-making.

Advantages

1. Quick Decision-Making: Clarifies doubts and eliminates mistrust.
2. Better Coordination: Enhances teamwork and ensures faster implementation.
3. Checks the Grapevine: Reduces reliance on unofficial channels.

Disadvantages

1. Lack of Discipline: Uncontrolled horizontal communication can lead to disorder.
2. Wasted Time: Employees may spend too much time debating instead of resolving issues.

Requirements

1. Cooperation Among Employees: Encourage teamwork and goal alignment.
2. Delegation of Responsibilities: Assign tasks to speed up work.
3. Monitoring of Communication: Prevent misuse and ensure control.

Diagonal/Crosswise Communication

Purpose

1. Speeds Up Information Flow: Ensures timely communication across different levels.
2. Creates Healthy Work Relationships: Promotes trust and mutual respect.
3. Enhances Coordination: Improves collaboration among various sections.
4. Facilitates Problem-Solving: Simplifies complex issues through direct communication.
5. Reduces Message Distortion: Maintains the integrity of messages.

Advantages

1. Accelerates Communication: Ensures fast and accurate information transfer.
2. Builds Relationships: Strengthens inter-departmental connections.
3. Enhances Coordination: Aligns different sections effectively.
4. Simplifies Problem-Solving: Encourages direct interaction for resolving issues.

Disadvantages

1. Bypasses Hierarchies: Creates doubts in bypassed superiors.
2. Perceived Interference: May be viewed as meddling in other areas.
3. Questions Authority: Can raise concerns about accountability and cooperation.
4. Resistance to Decisions: Decisions may be opposed by bypassed authorities.

Requirements

1. Trust and Transparency: Foster a culture of openness.
2. Employee Training: Equip employees to handle diagonal communication effectively.