FORMAL COMMUNICATION STRUCTURE
Formal systems of communication are those which arise from the formal structure of an
organization –between managers and subordinates, between different functions or
department s and between those with staff and line responsibilities.
A. Vertical communication - both Upward communication and downwards
communication Vertical communication occurs between hierarchically positioned
persons and can involve both downward and upward communication flows
B. Downwards communication – is the flow of information from a higher level to one or
more lower levels in the organizational structure, it is typically concerned with passing
directions about the performance of tasks, or about the procedures and practices of
the organization, providing information about individual performance and developing
an understanding about the organization
C. Upward communication- is the flow of information from the lower level to one or
more higher levels in the organization structure .it is typically concerned with the
reporting of progress, problems, new developments and situations which needs
attention, making suggestions for improvement, seeking clarifications and questioning.
This type of information involves writing reports and memoranda, meetings with the
superior individually of in a group.
Employee-based reasons why upward communication tends to be poor, including:
Fear of reprisal – people are afraid to speak their minds
Filters – employees feel their ideas/concerns are modified as they get transmitted
upward
Time – managers give the impression that they don’t have the time to listen to
employees
D. Horizontal communication –is the flow of information between individuals at the
same level within a functional organization structure, or between individuals or groups
at different level in different functions, mainly departments. the type of communication
involved include formal meetings, reports, memoranda and face to face meetings.
E. Diagonal Communication: Diagonal communication refers to communication
between managers and workers located in different functional divisions (Wilson 1992).
Although both vertical and horizontal communication continue to be important, these
terms no longer adequately capture communication needs and flows in most modern
organizations. The concept of diagonal communication was introduced to capture the
new communication challenges associated with new organizational forms, such as
matrix and project-based organizations.
F.Lateral Communication: Lateral communication involves communication among
persons who do not stand in hierarchical relation to one another. While recent trends
to flatten organizations have enhanced the importance of lateral communications,
studies on lateral communication still lag behind those on vertical communication
INFORMAL COMMUNICATION
Informal systems of communication are those which cannot be depicted on the formal
organisation chart, especially relationships between peers which are used for the
exchange of information, information moves very fast with the use of rumour and
gossip.
G. The grapevine- this is a way of communicating through gossip and rumours people do
not just communicate through the formal channels in organisations, they talk to each
other at lunch ,across desks ,in toilets and corridors ;they go out socially in groups,
travelling to and from work or away on business together ,meet in shops or outside
schools etc. of course much of the social interaction has nothing to do with work .the
mass of information exchange takes place in this way represents an enormous amount
of information.
