Communication That Takes Place Within Prescribed Organizational Work Arrangements

Communication That Takes Place Within Prescribed Organizational Work Arrangements Called Formal Communication
The answer is Formal Communication (FC), as it takes place between hierarchy / levels of management to perform work tasks in order to achieve organizational objectives & goals. It is used to share information, coordinate the activities, establishing networks, etc., in order to make effective flow of work activities of the organization. For example, employee informing to management about his availability for the upcoming project is a formal communication flowing upward from employee (bottom-level) to the management (top-level).

Characteristics Of FC

(i) Official flow of information between different levels of management.

(ii) Well structured And Clear Writing Style in letters, reports, etc.

(iii) Legal and reliable source of business information among people working in the organization.

(iv) Spread in the organization as a lifeblood to achieve organizational objectives & goals.

 Types of FC

There are five (5) types of communication flow in an organization which are explained below:

(i) Downward Communication (DC)

When the information flows from top-management to bottom-level, DC takes place. Such flow of communication is necessary for a manager to organize, direct, guide and monitor the employees.

(ii) Upward Communication

When the communication takes place between bottom-level and top-level and it flows from bottom to upward in the hierarchy of management, then it is called upward communication. It is necessary for a manager to know what are the results of his decisions affecting the employees (non-managerial persons). What are their problems they face at lower-level of management. He can evaluate the results by comparing actual results with set goals.

(iii) Horizonal Or Lateral Communication

It takes place among people within the same department or organizational level to increase coordination. A new employee can communicate with senior and experienced employees about performing job related tasks.

(iv) Diagonal Communication

When the communication flows among people irrespective of work areas and organizational levels. A marketing manager may ask for the marketing budget from finance manager to know about funds allocated for the promotion of products. He can give his suggestions as well.

(v) External Communication

It flows from inside of the organization to the outside world or external factors, who are the stakeholders of the organization, such as suppliers, customers, financial institutions, etc. For example, customers care representative communicates with customers to solve their problems.

FC Advantages And Disadvantages

Advantages / Merits Of FC

(a) Autunitic And Reliable

Formal communication is authentic and reliable, especially written documents, as the information is provided with responsibility and officially under the authority of organization. Official written signed documents are enforceable by law.

(b) Clear And Purposeful

The information provided to the persons clearly, both verbally and in written form, with the objective to complete the tasks to achieve end goals of the organization.

(c) Increase In Efficiency In Performing Tasks

Everyone know what are their responsibilities and authority in performing job tasks as these are communicated through written job descriptions to staff members.

(d) Build Coordination

Information is shared among the same organizational levels of employees or different levels of management across the department helps in making collective efforts to achieve job tasks to get desired outcomes.

Disadvantages / Demerits Of FC

(a) Time-Consuming

It is time-consuming as proper procedures are followed which takes time to transfer information from department to an employee.

(b) Rigidity And Complexity

Due to the formal procedures, there are strict rules to follow to get information from one person to another person.

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