Channels of Communication

Before introducing the concept of 'channels of communication', it is imperative to know what the term 'hierarchy' means. Hierarchy is nothing but the 'line of authority'. The formal setup of an organisation which enables it to function smoothly is an example of hierarchy. The powers to take policy related decisions lie with the top level management which consists of the President, Chairman, Board of Directors, etc. The execution of policies may be entrusted to Managing Directors or Divisional Managers who supervise the Departmental Heads in their work. It is the duty of the Departmental Heads to take care of the daily work and needs of each departmental supervisors and officers who handle the greatest work force comprising of Clerks, Operators and Workers. The following diagram clarifies the hierarchical setup of an average organisation.

In a formal setup, there are two primary channels of communication - Formal and Informal. Formal communication is official communication where written messages, having legal validity, are exchanged. An informal communication has no written proof and therefore lacks legal validity. A boss explaining the policy decision to his subordinates and directing them to their work or a subordinate submitting the daily / weekly / monthly / annual report to the superior is an example of formal communication. Whereas, employees exchanging greetings in the canteen or engaging in friendly banter among themselves (both superiors and subordinates inclusive) is an example of informal communication.

 


Formal Communication has three main types - (1) Vertical (2) Horizontal and (3) Diagonal

• Vertical Communication - This type of formal communication takes place among employees at different hierarchical levels. A Chairman communicating to the Board of Directors or the Departmental Heads expressing their approval to the Managing Director are examples of such communication. This type of formal communication has two main types - Upward and Downward.
• Upward Communication - Upward Communication involves formal exchange of information from subordinates to the superiors. The information moves upward in the hierarchical setup and hence the name.
• Downward Communication - It is exactly the opposite of Upward Communication. Here the information flows downward in the hierarchical setup. For instance, Departmental Heads briefing the supervisors on the nature of the task at hand.
• Horizontal Communication - This type of formal communication takes place among employees belonging to the same level in the hierarchy. For instance, different Departmental Heads discussing policy implementation or a group of workers, from all departments, deliberating on their issues with the management.
• Diagonal Communication - This type of communication in an organisation takes place, as the name suggests - diagonally. The Production Head of an organisation issuing a notice to a worker from the marketing department or the clerk from the sales department communicating with the head of supply department are examples of diagonal communication.

The following diagram explains the formal and informal channels of communication in an organisation.

Formal Communication in an organisation is supplemented by a secondary network of communication known as Informal or Grapevine Communication.

Informal Communication - The reason why this network of communication is also called grapevine communication is because there is no particular direction of movement. Messages go upward, downward or even diagonally - all at the same time. There is no guarantee as to the number of people receiving the message at one go. Just like a grapevine has one branch, from which many other branches stem, an informal communication too has innumerable branches. The best example of such communication is a rumor, which spreads like wild fire.

Informal communication does not follow any particular direction as there lacks a line of command. The source is almost always unknown and various versions of the message is known or heard of by almost all workers in the said organisation.

Come back, for a detailed discussion on different barriers of communication.