COMMUNICATION TYPES, LEVELS, NETWORKS

Department of Communication, Week-2

 ATTRIBUTES OF COMMUNICATION
• Communication is intentional as well as unintentional
• Communication is dynamic
• Communication is systematic process
• Communication is both interaction as well as transaction
 TYPES OF COMMUNICATION
Communication can be classified into several categories-

 On the basis of Organizational structure-

• Formal and informal
 On the basis of methods/media used or expression-
• Written oral
• Gestural
 On the basis of flow of direction-
• Upward
• Downward
• Horizontal/lateral
• Diagonal
 FORMAL COMMUNICATION
• A formal communication is that in which the message is transmitted through the formal
means in the organization.
• A strict/prescribed channel laid down in the structure
e.g., Departmental meeting, company magazine, posters etc

Ways of formal chain:

Vertical- upward and downward
Horizontal/ lateral
Diagonal
 ADVANTAGES OF FORMAL
COMMUNICATION
• It passes through line-of-authority and ensures the maintenance of authority and
accountability of the executives in-charge.
• It helps to develop intimate relations between immediate boss and their subordinates
• It keeps uniformity in the dissemination of information
• It flows systematically and the information is trustworthy
• Source of information is known which creates harmony among employees
 DISADVANTAGES OF FORMAL
COMMUNICATION
• Increases the workload of various managers as communication is to be transmitted through
them.
• Widens the communication gap between the executives and employees at the lower level.
• It is time consuming because it follows the scalar chain of authority. The communication
flows from one authority level to another and it takes too much time.
 DOWNWARD COMMUNICATION
When the communication flows from higher level to lower level, it is called downward communication. Order,
individual instructions, policy statements, circulars etc. fall under downward communication.
Benefits
• Helps to explain clearly plans, policies, work methodology etc for doing the job
• Helps to covey the expectations of management from them
• Acts as a means to control the activities of the subordinates
• Provides motivation to the subordinates

Problems:
• Sometimes the message may be distorted in the transmission from one level to another level.
• If a particular authority is not present on the time of passing information it may leads to delay in transmission of the
message.
• Sometimes when the workload is unevenly distributed among the employees it creates over- load or unload of work
which causes dissatisfaction among the employees.
 UPWARD COMMUNICATION
The flow of information from subordinates to superiors is called upward communication
Benefits:
• Provides feedback to the superiors.
• Introduction of new schemes without unduly opposition from the employees.
• Helps in to promote harmony between the management and the employees.
• Problems and grievances are redressed.
Problems:
• Employees fear that their criticism may be interpreted as a sign of their personal weakness.
• Bypassed superiors feel insulted which leads differences between the relationship of the superiors
and employees.
 HORIZONTAL OR LATERAL
COMMUNICATION
When communication flows between persons of the same hierarchy level either in the same
department or divisions of the organization it is called horizontal or lateral communication.
Benefits:
• It develops mutual trust and confidence amongst employees of same level which help in maintaining
or promote understanding between similar position holders of different departments.
• If employees at similar position communicate to each other for a given task it will create or develop
the feeling of co-ordination among various departments.
Problems:
• Sometimes it creates rivalry among employees of various departments.
• Proximity shows the liking and disliking of an employee who is near by another in respect of space.
Like in any organization HR department and Marketing department are near to each other then
Manufacturing department. So proximity exists between HR and Marketing department and they
favour each other as compared to Manufacturing department.
• Biasing shows the liking and disliking of an employee due to religion, caste, family back- ground,
 DIAGONAL COMMUNICATION
• Diagonal communication is cross-functional communication between employees at different
levels of the organization. For example, if a sales representative e-mails the vice president of
marketing, it is called diagonal communication. Whenever communication goes from one
department to another department, the sender’s manager should be made part of the loop. A
manager may be put in an embarrassing position and appear incompetent if he isn’t aware of
everything happening in his department. Trust may be lost and careers damaged by not
paying attention to key communication protocols.
 FORMAL COMMUNICATION
NETWORKS
• Chain network
• Y- network
• Wheel network
• Circle network
• All-channel network
 INFORMAL COMMUNICATION
• Formal channels are inadequate for communication that leads to informal communication
and is called grapevine
• It exists outside the formal network
• It refers to interpersonal relationships

Ways of informal communication:

• Single strand
• Gossips
• Probability
• cluster
 FACTORS RESPONSIBLE FOR
GRAPEVINE

• Formation of a clique or favoured group by the managers, giving other employees a

feeling of insecurity or isolation
• Feeling of uncertainty of lack of direction when an organization is passing through a
difficult period.
• Lack of self confidence on the part of the employee, leading to formation of groups.
 FEATURES OF GRAPEVINE
• It comes into being to satisfy the communication needs of the members
• It takes place through word of mouth
• Few people take active part
• It may be upward, downward, crosswise
 ADVANTAGES OF GRAPEVINE
• Fast and spontaneous with a high degree of credibility
• Matters which cannot pass through formal can be passed through this channel
• Develops interpersonal relationships
• Through this form, Managers can easily know employee attributes and reactions.
 DISADVANTAGES OF GRAPEVINE
• Contains distorted information
• Inaccurate information and unreliable information
• Leakage of confidential information
• Sometimes, miscommunication can occur
 VERBAL AND NONVERBAL
COMMUNICATION
Verbal communication is communication with words- i.e., oral and written
• Oral communication: Oral communication is the communication where the message or information exchanges by spoken
words. It can be done by both face to face and also through mechanical devices, presentations, public speaking, meeting,
interviews.
• Written communication: Written communication is the communication where the message or information exchanges by
written words. Letter, telegraph, fax, e-mail are examples of written communication. Written communication guarantees that
everyone concerned has the same information. It provides a long lasting record of communication for future. Written
instructions are essential when the action called for is crucial and complex. To be effectual, written communication should be
understandable, brief, truthful and comprehensive. Letters, emails, notice, circulars, reports, minutes of meeting, manuals are
examples of written communication.
Non verbal communication is communication without words- i.e., sign language, body language, symbols, visual aids,
• Non-verbal communication is usually understood as the process of communication through sending and receiving wordless
messages. Such messages can be communicated through gesture; body language or posture; facial expression and eye contact;
object communication such as clothing, hair styles or even architecture; symbols and infographics. Speech may also contain
non-verbal elements known as paralanguage, including voice quality, emotion and speaking style, as well as prosodic features
such as rhythm, intonation and stress. Likewise, written texts have non-verbal elements such as handwriting style, spatial
arrangement of words, or the use of emotions.
 LEVELS OF COMMUNICATION
Human communication takes place at various levels:
• extra personal
• Intrapersonal
• Interpersonal
• organizational
• Mass
 QUESTIONS
1. What is grapevine? Is it always harmful? If not, why?
2. Which communication channel is more important according to you? Give reasons to
support your answer.
3. Write short notes on:
a. Interpersonal communication
b. Informal channels of communication
c. Downward communication
d. Mass communication