What is Formal Communication? Types, Characteristics & Differences
Formal communication is the official exchange of information among leaders, employees, colleagues, and others in a structured manner It encompasses various types such as vertical, horizontal, and diagonal communication Formal communication is characterized by defined rules and regulations, delegation of authority, task-relatedness, and recognition value, among others It is usually written or oral and serves as a reference point for organizational messages
Formal communication refers to the official and structured exchange of information between leaders, employees, colleagues, and other individuals at different levels within an organization. It is a deliberate and controlled effort that is most effective when it is systematic and timely. While both formal and informal communication exist within most organizations, formal communication is typically given more preference due to its legal value. This type of communication channel adheres to a typical organizational hierarchy where individuals must follow established regulations, standards, rules, and policies.
Types of Formal Communication
The hierarchy within a company establishes formal communication channels that must be adhered to by all members, including top leadership, managers, and employees in various departments.1. Vertical Communication
refers to the different forms of communication, including Vertical, Horizontal, and Diagonal. Within Vertical communication, there are two subtypes. Here's a quick overview of each type of communication.Vertical communication involves the exchange of information between individuals at different levels and positions, both from top to bottom and bottom to top. This type of communication is essential for effective coordination and collaboration within an organization. The vertical formal communication can be classified into various forms, including
a. Downward Communication
.Downward communication refers to the flow of messages from top-level management to lower-level employees within an organization. This type of communication is typically used in hierarchical organizations that follow a chain of command. The communication style is authoritative and directive, with the goal of achieving specific tasks. Downward communication can be in written form, such as displays, electronic news, reports, and manuals, or oral form, such as meetings, speeches, phone conversations, and face-to-face conversations. One advantage of this formal communication channel is that it provides timely information to improve work performance and help the organization achieve its goals.
b. Upward Communication
Upward communication refers to the flow of information from lower levels to superiors in a formal communication channel. The communication starts at the lowest level and moves up the hierarchy until it reaches the upper level. The nature of this communication is non-directive and non-authoritative, and its purpose is to provide feedback. Upward communication includes various forms such as complaints, requests, opinions, reports, reactions, and suggestions. This type of communication is valuable for management levels as it helps them make important decisions for the company.
2. Horizontal Communication
Horizontal communication, also known as lateral communication, is a type of communication that takes place between individuals of the same level or status. This communication channel moves horizontally between employees belonging to the same level of departments, regardless of their area of responsibility. It involves formal communication such as mutual issues, information sharing, suggestions, and requests. Horizontal communication is essential for establishing effective communication between different departments in a workplace, and it usually occurs between managers and colleagues of different departments like finance, marketing, human resources, etc.
3. Diagonal Communication
Instead of following a strict chain of command or being limited to communication within their own departments, employees in diagonal communication have the ability to connect and share information with colleagues across different levels and positions. This type of communication, also known as crosswise communication, can occur between a manager and a specific team or between employees in different departments. It allows for a more fluid exchange of ideas and information, leading to increased collaboration and innovation within the organization.
Characteristics of Formal Communication
The characteristics are
1. Chain of Command
Maintaining the chain of command is crucial in formal communication within an organization. It encompasses all employees, including those in leadership roles, managers, subordinates, and those at lower levels. Upholding this structure is imperative and should be prioritized.
2. Defined Rules and Regulations
Clear rules and regulations define formal communication channels within an organization. It is mandatory for all employees to follow these guidelines.
3. Binding
The employees at every level within an organization is bound by predefined rules, regulations and policies
4. Formal Relations
The characteristic of formal communication channels is that every employee has formal relations in the company
5. Recognition Value
Formal communication is formal and legal and thus has recognition value within an organization
6. Delegation of Authority
An organization that puts the onus on formal communication believes in the delegation of authority from a superior level to its subordinates
7. Reference Point
Documents are always recorded during formal communication. A person can use it as an example or a point of reference if required
8.Cooperation and Coordination
The characteristic of formal communication is that it is an integral part of both cooperation and coordination
9. Task-related
One of the characteristics of formal communication is that the information flow is task-related and effective
10. Status Symbol
Formal communication easily shows the status symbol during information flow
11. Routine Communication
The characteristic of formal communication is that it is routine communication channels of the employees in an organization
12. Written and Oral
Formal communication is both written and oral where daily works are handled by the former and policy matters through the latter.
13. Organizational Message
Formal communication adheres to only organizational messages and not to any personal messages
Conclusion
While both formal and informal communication hold importance in an organization, it is crucial to establish proper formal communication channels for a company to function, sustain and progress effectively.
The direct and official contact works in favor of the company and helps it in maintaining decorum and achieving organizational goals and objectives.
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