CHANNELS OF COMMUNICATION

(FORMAL AND INFORMAL)

A CHANNEL: A channel of communication is the route or path over which messages flow from the sender to the receiver. Channels are lines of communication and those should not be to long otherwise the message may be distorted before it is received. The flow of messages should be carefully organized into a well-designed network of channels so that their flow is smooth and free. There are two broad channels of communication namely, formal and informal.

2.1 FORMAL COMMUNICATION

Formal or official channel refers to the flow of messages along the routes prescribed in a certain structure. Formal channels are deliberately designed and represent authority responsibility relationship between different positions in the organization. For example, if a branch manager wants to communicate with the chairman of the bank, the former has to pass his message through the area manager, regional manager and other functionaries. Every employee is required to use the prescribed channel so that the concerned officers are kept informed of what is happening in the organization

The phrase, ‘through proper channel’ means that the sender of the written message has to pass it on to the addressee through somebody occupying a responsible position in the hierarchy of the organization. Formal communication channels are prescribed and controlled by managers and supervisors in the organization. They constitute the “main line of operational communication of the organization”.  It is the primary network of communication.  Messages of various types flow ups and down in the hierarchy in form of reports, suggestions, grievances(complaints), orders, instructions, etc. formal messages do not happen of themselves. These are carefully throughout and well designed to meet the needs and goals of the organization.

2.2.1 Advantages of Formal Communication

(i)                 Formal communication allows flow of info in an orderly and authentic manner as it takes place along the officially prescribed route.

(ii)               Formal channels cover all subsystems of an organization. It is useful for reaching out easily to he branches and offices of an organization spread far and wide.

(iii)             In formal channels of communication there is a chance to filter information. Therefore, management at higher levels are not bogged down with it.

(iv)             Formal communication satisfies the people occupying managerial positions and helps them in exercising control over subordinates. It enables managers consolidate the organization.

1. Smooth Communication System:Formal communication moves through pre-determined channel and therefore everyone is aware for where and how to send the message. So, it does not face any problem to flow.

2. Increase in Efficiency: Such Communication increase overall efficiency of the management as organizational rules and procedures are required to be followed always.

3. Permanent Record: All formal communication like letters, report & memos are kept permanently. So it is helpful in future decision making.

4. Discipline: This communication creates the discipline in the mind of employees in any organization.

5. Less Errors and Mistakes: It maintains all formalities of communication for which there is less chance of errors and mistakes.

6. Co-ordination of Work: Formal communication provides the scope of co-ordination among various functions and departments of an organization.

7.  Reliability: Formal communication is more credible and more reliable for sending important issues like objectives, orders and directions etc.

8. Normal Flow of Information: It is a better communication system which ensures both inside and outside communication to be effective and fruitful. No one can hamper its original flow or pathway as it strictly follows the established rules of an organization.

9.  Consciousness of Communicator: Formal communication isperformed in a conscious way by a sender. He utilized his merits, knowledge andexperience in such communication to make it a perfect one. As a result successis ensured.