Which of the Following is an Example of Formal Communication?

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Which of the Following is an Example of Formal Communication?

Communication is important in our lives because it allows people to share their ideas and opinions. It is a critical instrument that is essential to the organization’s progress. There are two types of communication channels in an organization: formal and informal. The major distinction between the two is that formal communication is supported by predefined channels, whereas informal communication has no such rule.

Organizations have communication networks similar to how the human body has nerves that carry impulses from the brain to other body parts and back to the brain. Because of the organization’s structure, specific individuals and groups of individuals connect with one another on a regular basis and leave a record of their interactions. These are referred to as the formal communication channels because it stems from the organization’s form or structure. When you communicate with someone on a regular basis, you use formal communication. It’s important to note that informal communication can be contradictory to what you hear from upper management. For example, people may say they heard something different than the manager did. This type of situation can confuse the manager, who might be trying to communicate the opposite message. However, informal communication has its own advantages. It builds trust between employees and the manager, and it reduces rumors.

1. What Is Formal Communication?

The flow of official information through suitable, designated channels and routes is referred to as formal communication. The flow of information is regulated, and proper communication necessitates a concerted effort. A hierarchical organization and chain of command govern formal communication. The organization’s structure is often top-down, with executives in various divisions and senior personnel funneling down to lower-level employees. While performing their jobs, employees are required to use formal communication channels. Formal communication is deemed effective since it occurs in a timely and organized manner.

Formal communication is the flow of official information across the various levels of the organizational hierarchy while adhering to the organization’s professional rules, policies, standards, processes, and laws. Formal communication follows a predetermined communication channel that is carefully monitored. It is governed by the chain of command and follows all of the organization’s standard operating procedures.

2. Why Is Formal Communication Preferred?

In a formal organization, the objective of formal communication is to ensure efficiency. It is a system for communicating with lower-level employees. It is the preferred method when documentation is required. It also makes it easy to point out any infractions of policies or rules, and it’s also a more reliable way to communicate. There’s no need to resent people. You can be more polite and respectful, and this will lead to better business relationships.

In a business, formal communication is a way of conveying information in a structured way. In a formal situation, people are required to follow certain rules and regulations. A formal business environment is not a place for arbitrary behavior. If a manager does not communicate with subordinates in a polite manner, it will result in bad behavior. It may even be an indication of insubordination. If you’re working in a business, you’ve probably already been exposed to formal communications. In businesses, they are used to the fact that they are often more efficient than informal ones. As a result, formal business communications are more likely to lead to better business results. For example, they save time and money. If you’re a CEO, you’ll have to write a memo about the company’s mission.

3. Types of Formal Communication

In any organization, you will observe four kinds of formal communication:

Downward Communication

When information is passed from the management level to the subordinate level, it is referred to as downward communication. This is the most typical type of formal communication in which information is passed down from upper management to lower management.

The most stereotypical form of formal communication is a downward communication. Information is sent down from management to lower levels. It’s the most usual way to communicate in a formal setting. Orders and instructions delivered orally or in writing are examples of downward communication. Downward communication tools include reports, emails, letters, and manual communication. It mostly consists of orders and instructions, and it can be written or delivered orally, depending on the importance of the message and the status of those participating in the communication process. Reports, emails, letters, manuals, and other forms of communication are routinely employed.

Upward Communication

 When a message is passed from the subordinate level to the management level, it is referred to as upward communication. Requests, reports, recommendations, complaints, and directions move upwards from the subordinates to the supervisors. Upward communication refers to the flow of information from lower levels to upper management and senior management. Reports, ideas, requests, orders, and complaints are common kinds of upward communication (from employees to managers and above).

Horizontal or Lateral Communication

Horizontal communication occurs when coworkers from various areas of responsibility communicate with one another at the same organizational level. The best example of horizontal communication is communication between managers from different departments, such as marketing, finance, production, and HR. Horizontal communication is the exchange of information between people who work at the same or similar levels in an organization but have different responsibilities. Horizontal communication is a little more fluid and reliant on interpersonal interactions. Communication between managers from various departments is a good example (HR, Marketing, Sales, etc.)

Diagonal or Crosswise Communication

 Diagonal or crosswise communication occurs when personnel from various departments at different levels communicate with one another independently of the line of command. Diagonal communication is demonstrated by the communication between the floor manager and the sales staff. This happens when personnel from several departments at various levels communicate with one another regardless of the line of command. A good example of diagonal communication is communication between a floor manager and a sales crew.

4. Is Formal Communication Better than Informal Ways?

Formal communication is often referred to as official communication. Informal communication can often flow freely in any direction, but formal communication often follows a specific structure or channels, such as emails to clients.

The messages shared at formal gatherings must be kept secret. When you’re having a casual conversation, however, preserving confidentiality can be difficult. In fact, it’s reasonable to conclude that the majority of rumors and gossip begin with casual conversation. Formal communication takes a long time. Informal communication, on the other hand, is frequently rapid and simple to traverse. Formal communication is more dependable since it adheres to a set structure established by the company. Informal communication, on the other hand, takes off on its own and follows its own path. Formal communication is offered in a formal capacity, and it usually stems from a person’s responsibility, authority, and job. This type of communication follows a particular structure and uses formal channels. On the other hand, informal communication is more informal and can flow in any direction. It’s important, however, to note that you should never use informal communication when the recipient is an authority figure.

Formal communication is often written or verbal and is generally dispensed in meetings or departmental settings. It’s often dressed up and follows the rules, while informal communication is more casual and involves no set structure. Regardless of its purpose, it is important to remember that informal communication has advantages and is often more productive than the former. In addition to being more productive, it can save the company money and time.

5. Forms of Formal Communication

The most common form of formal communication in the workplace is written and verbal. It is used to give orders, convey instructions, and achieve organizational objectives. In a business setting, this type of communication is usually organized at a departmental level. Unlike informal communication, formal communication can also occur naturally. If you’re looking for a job in an organization, it is important to understand what it means to be a formal employee.

There are different types of formal communication. The most common examples are written and verbal. They both are important, but they differ in their purpose. Some people are more comfortable talking to other people than others, but they prefer to read written messages, while others prefer to talk to people they know face-to-face. For example, they tend to be more likely to make mistakes in informal communication. Nevertheless, the purpose of formal communication is to get the job done.

6. Examples of Formal Communication

  •  Meetings: meetings are scheduled, and they occur to discuss agendas and problems of the organization.
  • Documents: Documents that are released in the organization help ensure smooth networking.
  • Reports: they act as a dashboard that is made available to all stakeholders.
  • Publications: information that is widely disseminated, such as a press release, a blog article, or a white paper Internal publication, such as intranets, can be included.
  • Legal and commercial notices: announcements of legal and commercial significance in some circumstances, an audit trail is required to prove that a notice was received. A performance review, for example, could be signed by both the management and the employee and kept as a record.

Conclusion

If you are working in an organization, formal communication is the most effective way to communicate with employees. It can be efficient and convenient and can be tailored to fit the needs of your organization. If you want to send an email to a large group of employees, you should use an email address or text message. In addition to being easy to read, they also are quick and relational. They can be very beneficial to a company’s overall health and can save you valuable time and money.

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Indu has been educator since last 10 years. She can find all kind of scholarship opportunities in the USA and beyond. She also teach college courses online to help students become better. She is one of the very rare scholarship administrator and her work is amazing.

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