“If I am to speak ten minutes, I need a week for preparation; if fifteen minutes, three days; if half an hour, two days; if an hour, I am ready now”. - Woodrow Wilson (28th President of the United States from 1913 to 1921.)
Communication is a process that involves exchanging information, ideas, thinking and feelings. In this process, informations are encode by the sender and transmitted it to the recipient through an appropriate channel. Recipient decodes the informations and responds to the sender on it.
In an organization, there are numerous types of messages required to communicate and are may be hard to map out. But communication can be possible to classify by answers to these questions that, how to communicate, or who communicate to whom, or how the relationship communication develops. Thus, communication can be divided on the following basis:
On the basis of direction of communication:
- Downward communication
- Upward communication
- Horizontal or lateral communication
- Diagonal or crosswise communication
On the basis of way of expression:
- Verbal / Oral communication
- Non-verbal communication
On the basis of Organizational structure:
- Formal communication
- Informal communication
On the basis of direction of communication:
There are two types of communication by direction-
Downward communication:
In any organization a hierarchical communication system is inbuilt, and in the first instance, communication always flows downwards. The reason is that, it has been traditionally focused on downward communication. It is driven by the assumption that higher working people have the right to communicate with the people working at grassroots. So this kind of communication exists, especially in an authoritarian environment of an organization. Whether, one likes this kind of atmosphere or not, without downward communication it will be extremely difficult to consider.
Upward communication:
The main function of upward communication is to transmit information of low levels activities to higher level. This process of communication is opposite of the downward process. In other words, it is the process of communication from lower towards the higher levels. As this process of communication is not conducive traditional organizational behavior style, according to which the rights of communication supports only the high level, so unfortunately, this style of communication is still appreciated relatively a little.
Upward communication is essentially interactive by nature and it can be said to flourish in a democratic organisational environment. And only in such an environment the high-level management's requirements can be satisfied. Especially the production performance, marketing information, financial data, etc. information in connection with the whole business or any part, the thinking or feeling of lower-level employees are to obtain.
Horizontal or lateral communication:
When communication takes place between two or more persons who are subordinate to same person or are working on the same level, it is called horizontal or lateral communication. The communication between functional managers can be said a good example of this type of communication. The different positions of subordinates are required to determine the activities reviewed. To achieve the same goals they serve the organization according to different capacities. There must be a consistent mutual interaction between them to maintain coordination.
Diagonal or sideways Communications:
Diagonal or sideways is the communication between the individuals who are working on various levels and there are not any usual reporting take place between them. Such communication is use accelerate the flow of information and make coordinate efforts to achieve organizational objectives. It is noteworthy, that a very large part of communication does not follow the organizational hierarchy and functions outside of the boundary.
On the basis of way of expressions:
Oral communication
This communication occurs through verbal conversation. In oral communication two persons or parties transmit their opinions, messages or information to each other and face to face about any topic through voice. Verbal communication can be done by using any medium that directly exchange words between any two individuals, between individuals and group, between a group and individual, or between the groups. Telephone, video conference, public address systems, meetings, conferences, lectures, etc. are the popular medium of oral communication.
Written Communications
In written communication messages, that can actually occur as physical and visible. Such messages are often long, and explanatory by their subject, and would be made permanent. This kind of communication needs at the time when the message from more than one person is concerned, that is not possible to transmit by oral communication, where the geographical distance between sender and recipient, or the message is highly personal or confidential. Under the written communication, written words, graphs, charts, manuals, reports, photographs, letters and circulars, etc. are covered. Usually written is established to create effective organizational communication. Written communication process should be of four important features. It should be cleaned complete, accurate and accessible.
Written communication often can be formed as handwritten, typewritten, or via email. Effectiveness of written communications is depending on writing, use of vocabulary, grammar, clarity and precision of language, and the style of writing.
On the basis of Organisational Structure:
Formal Communication
Formal communication includes all the instances where communication has to occur in a set formal format. Typically this can include all sorts of business communication or corporate communication. The style of communication in this form is very formal and official. Official conferences, meetings and written memos and corporate letters are used for communication. Formal communication can also occur between two strangers when they meet for the first time. Hence formal communication is straightforward, official and always precise and has a stringent and rigid tone to it.
Informal Communication:
Informal communication includes instances of free unrestrained communication between people who share a casual rapport with each other. Informal communication requires two people to have a similar wavelength and hence occurs between friends and family. Informal communication does not have any rigid rules and guidelines. Informal conversations need not necessarily have boundaries of time, place or even subjects for that matter since we all know that friendly chats with our loved ones can simply go on and on.
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