K.L.E Societys G.I.

Bagewadi College, NIPANI

SUBJECT: BUSINESS COMMUNICATION SKILLS

SEMINAR ON
TYPES OF COMMUNICATION: Name:-Mr. CHAITANYA A. KULKARNI
Class:- B.com II sem Roll no:- 35 Date : 12/03/2009

Seminar Guide Prof. B.M. Hiremath

Introduction:
Communication is the sum total of all the things that a person does, when he wants to create an understanding in the mind of another. It involves a systematic and continuous process of telling, listening and understanding.

Types of Communication.
I). Formal Communication 1). Downward Communication b). Upward Communication c). Horizontal Communication d). Diagonal Communication e). Consensus II). Informal Communication: \a). Grapevine. I). Formal Communication. Formal communication implies transmission of information in the formal structure of the organization deliberately and consciously established by the management. It is the flow of information along the lines of authority formally established in the organization. Members of the organization are expected to communicate with one another strictly as per the channels laid down. Paths of communication are associated with the status or position of the communicator and the receiver. It generally adopts three directions.

a). Downward Communication. When the orders and instructions are issued by the executive to their subordinates it is said to be the downward communication. Here the information flows from the superior to the subordinates. They may be written in the form of letters, notes, circulars, notices, or they may be oral, face-to-face in meetings, announcements over the public address system and so on.

Objectives of Downward Communication.

a). Giving specific instructions to the subordinates who are assigned certain responsibility. b). Explaining the schemes, policies, programmes to the subordinates c). Maintaining and strengthening the structure of authority in an organization d). Informing, congratulating the subordinates on their performance or achievements. e). Training the employees to update their skills f). Emphasizing the employees role in the organization for realizing its goals.

Advantages of downward communication:

a). It can be used for assigning goals b). Suggestions made by the superior will improve the overall functioning c). It can be used for explaining policies, programmes, procedures, rules and regulations to the employees. d). It can be used for persuading the employees.

e). Employees can be motivated to improve the productivity.

Disadvantages of Downward Communication a). Delay due to longer chain of communication b). Over-information / Under information c). Possibility of loss of information. b). Upward Communication.
When reports and suggestions pass from the subordinates to their superiors the communication is said to be upward. Here the information flows from subordinates to superiors.

Methods of Upward Communication.

1). Regular Reporting 2). Periodical Review Meetings 3). Complaints and Suggestion Boxes 4). Open Door Policy 5). Informal Gathering 6). Standing Committees 7). Exit Interviews

Advantages of Upward Communication

1). It provides an opportunity to get feed-back from the subordinates 2). Constructive suggestions 3). Outlet for Pent-up Problems and Grievances 4). Greater harmony and Congenial atmosphere 5). Easy introduction of New Schemes

Limitations of Upward Communication

1). Fear of Lower Image 2). Reluctance on the part of the Employees 3). Prone to Distortion 4). Feeling of By-passing and Insult

c). Horizontal Communication:

Horizontal Communication refers to the interchange of ideas or information between the people holding positions at the same level of the organizational hierarchy .Naturally it pertains to inter-departmental communication i.e. communication between two departmental heads working at same level of organization.

Merits or Advantages: 1). It helps in speedy exchange of information and in promoting mutual
understanding.

2). It helps to managers working at the same level to exchange of

information.

3). It creates Mutual trust and understand amongst the employees and
departments.

4). Proper co-ordination and cooperation

d). Diagonal Communication.

Diagonal Communication refers to the flow of information between people who are neither in the same department nor operating in the same position, nor working at the same organization hierarchy. e.g.When the supervisor of the marketing department contacts with the manager of production or finance department.

Advantages or Merits. 1). Speedy action. 2). Proper co-ordination 3. Boosts morale Disadvantages or Demerits.
1). Internal Anarchy 2). Resistance 3). Violation of unity of command.

e. Consensus.
Consensus is a general agreement about a matter of opinion. The term is very familiar in the political spheres. In commercial field too the consensus is thought of as desirable at the Board meetings regarding certain decisions. Such unanimous decision project a good image of the organization among the shareholders and employees.

II). Informal Communication.

a). Grapevine.
Grapevine is a secondary channel of personal, informal communication which exists in every organization in addition to the formal organized channels. It has no definite pattern or direction though it is largely horizontal. It is a complex web or oral communication flow, linking all the members of the organization in one way or the other. It may sometimes move along in a chain, passing information from person to person, and sometimes information may be passed in clusters, that is, in groups, at meal-times, or just before or after working hours.