COMMUNICATION FUNCTION IN ORGANISATIONS

The communication function as the means by which the activities in the organisation are coordinated to achieve the organisational goals. It is also the means by the which behaviour is modified, change is effected, information is made productive & goals are achieved. Whether it is with a business enterprise, a family, educational institution or trade exhibition, the transfer of information from individual to another is absolutely essential.

There are two main types of communication in every organisation – formal & informal communication.

1.Formal Communication

Formal communication refers to official communication which takes place through a chain of commands. It flows in formally established channels & is concerned with work related matters. Members of the enterprise and expected to communication with one another strictly as per channels laid down in the structure.

The formal communication may be divided into three categories which are given as follows:

a) Downward Communication:

Under this system, the flow of communication from the top management downward to be operating level. It may also be called a communication from a superior to a subordinate. It follows the line of authority from the top to the bottom of the organisation hierarchy. Downward communication consists of plans & policies, orders and instructions, procedures & rules etc.

b) Upward Communication:

It means the flow of information from the lower levels of the organisation to the higher level of authority. It passes from subordinate to superior as that from worker to foreman, foreman to manager. From manager to general manager & so on. This communication includes opinions, ideas, suggestions,complaints, grievances, appeals, reports etc. It is very important as it serves as the feedback on the effectiveness of downward communication. Management is able to know how well its policies, plans & objectives are followed by those working at lower levels of the organisation. It keeps the management informed about the progress of the work & difficulties faced in performance. On the basis of upward communication, the management revises its plans & policies & makes further planning.

c) Horizontal Communication:

The transmission of information and understanding between people on the same level of organisation hierarchy is called the horizontal communication. This type of communication is also known as lateral or side-ward or crosswise communication. Usually, it pertains to inter departmental managers working at the same level of organisation or among subordinates working under one boss. Horizontal communication speeds up information and promotes mutual understanding. It enables the managers working at the same level to exchange information and co-ordinate their activities without referring all matters to the higher level of management.The horizontal communication is generally of an informal nature. Whenever a departmental head requires some information from another departmental head, he tends to contact him directly. However, this type of communication can be oral or written.

2.Informal Communication

There is also a great deal of informal communication in an organisation. This communication flows through informal channels and may or may not be work related. Informal communication cuts through the formal organisational structure. Most of us are familiar with the term ‘grapevine’ used to describe a network of informal communication. Grapevines are present in all organisations. In fact, in large organisations, there are many grapevines moving up, down and across departments. Grapevines flourish because communication is a natural human tendency. People who know each other in the organisation talk together informally. One thing they have in common is the organisation they work for, so they talk about the happenings in the organisation. Grapevines carry two types of information : work related and people related. Employees want to know what is going on inthe organisation. When they are not kept informed through formal channels, they seek information from the grapevine. Likewise, they are curious about the people they work with. Grapevine carry the type of personnel information not generally communicated through formal channels. Employees get to know plans, promotions, punishments, etc, much before they are formally announced. Informality however, reduces uniformity of communication and sometimes false or distorted news is circulated. Some employees consider the grapevine their main source of information. It is fast- they get information quickly and more information is given than is normally included in formal downward communications, which are often written and may originate from some one they do not know personally.Manager often become frustrated with grapevines, particularly when they carry incorrect information. But grapevines exist; managers cannot stop them. Managers can, however, increase the accuracy of the grapevine by feeding it correct information. And they can try to reduce the relevance placed on grapevines by making certain that formal communication is complete and timely.