TYPES OF COMMUNICATION

The word communication has been derived from the Latin word 'Communis' which means 'common'. Thus, communication means sharing of ideas in common. "When we communication," says Wibur Schramn, "We are trying to establish a 'commonness' with someone. That is we are trying to share information, an idea or an attitude. The essence of communication is getting the receiver and the sender 'turned' together for a particular massage."

Louis A, Allen defines communication as, "communication is the sum of all the things one person does when he wants to create understanding in the mind of another. It is a bridge of meaning. It involves a systematic and continuous process of telling, listening and understanding."

Koontz and O'Donnell are of the opinion "communication is a way that one organization member shares meaning and understanding with another."

Characteristics: Nature of Communication

1.      It involves at Least Two Persons

2.      Message is a Must.

3.      Communication May be Written Oral or Gestural:

4.      Communication is Two Way Process:

5.      Its Primary Purpose is to Motivate a Response

6.      Communication May be Formal or Informal

7.      It Flows Up and Down and Side to Side:

8.      It is an Integral Part or the Processor Exchange:

Methods (Channels) or Types of Communication:

Communication may be classified into several categories on the following basis:

1. On the Basis of Organizational Structure or Relationship:

a.      Formal Communication

b.      Informal Communication or Grapevine.

2. On the Basis of Flow or Direction:

a.      Downward Communication

b.      Upward Communication

c.      Horizontal or Lateral or Sideward Communication

d.      Diagonal Communication.

3. On the Basis of Methods or Media used or Expression:

a.      Written Communication

b.      Oral Communication

c.      Gestural or Non-Verbal Communication.

A)    On the Basis of Relationship or Organization Structure:

I)      Formal Communication: Formal communication is that which takes place through the formal channel of the organization structure deliberately and consciously established by the management. It implies the flow of the information along the lines of authority formally established in the enterprise. Members of the enterprise are expected to communicate with one another strictly as per channels laid down in the structure. Such communications are generally in writing and may take any of the following forms:

1.      Policy Manuals;

2.      Procedural and Rule Books;

3.      Memoranda Papers and Orders;

4.      Official Meeting;

5.      Interviews, etc.

II)    Informal Communication or Grapevine: Communication arising out of all those channels of communication that fall outside the formal channel is known as informal communication or the grapevine. It is built around the social relationship of members of the organization. Informal communication does not follow lines of authority as is the case of formal communication. It arises due to the personal needs of the members of an organization and exists in every organization. Such communication is usually oral and exists in even by simple glance ,gesture, smile or silence.

B)    On the Basis of Flow or Direction:

I)      Downward Communication: Communication between a superior and subordinate is known as vertical communication. Vertical communication may be downward vertical communication or upward vertical communication. Downward communication means communication which flows from a superior to a subordinate.

The important examples of downward communication are:

1)     Notices

2)     Circulars

3)     Instructions

4)     Orders

5)     Letters

6)     Memos

II)    Upward Communication: Upward communication means the flow of information from the lower levels of the organization to the higher levels of authority .It passes from subordinate to superior as that from worker to foreman, from foreman to manager, from manager to general manager and form general manager to the chief executive or the board of directors. It includes opinions, ideas, suggestions, complaints, grievances, appeals, reports, etc.

Upward Communication is Needed:

1)     To create receptiveness of communication

2)     To create a sense of belongingness through active participation

3)     To evaluate the effectiveness of communication

4)     To increase morale of employees

5)     To make improvements in managerial decisions

6)     To co-ordinate efforts; and

7)     To know ideas of each individual in the organization.

III)  Horizontal, Lateral or Sideward Communication: The transmission of information and understanding between people on the same level of organization hierarchy is called the horizontal communication. This type of communication is also known as lateral or sideward or crosswise communication. Usually, it pertains to inter-departmental communication, i.e., the communication between two departmental managers working at the same level of organization or among subordinates working under one boss.

IV)  Diagonal Communication: The transfer of information between people who are neither in the same department nor on the same level of organization hierarchy is called diagonal communication. For example, when the assistant marketing manager communicates with the accounts clerk directly, it is the case of diagonal communication. This type of communication increases the organizational efficiency by speeding up information and cutting across departmental barriers.

C)    On the basis of media or expression:

The various media of communication have been studied as under:

1)     Written Communication;

2)     Oral Communication;

3)     Gestural or Non-verbal Communication.

1)     Written Communication: communication through words, may be in writing or oral. Written communication implies transmission of message in back and white it includes diagrams, pictures, graphs, etc. have to be transmitted in writing for efficient running of the organization. written communication ensures that everyone concerned has the same information. It may take the following forms:

1)     Reports

2)     Circulars

3)     Magazines

4)     Manuals

5)     Memoranda

6)     Newspapers

7)     Pictures, diagrams, graphs, etc.

Merits or Advantages of Written Communication:

1)     It ensures transmission of information in uniform manner, i.e. every one concerned has the same information.

2)     It provides a permanent record of communication for future reference.

3)     It is an ideal way of transmitting length messages.

Demerits or Disadvantages of Written Communication:

1)     It is expensive

2)     It is time consumption

3)     It becomes difficult to maintain secrecy about a written communication.

2)     Oral Communication: Oral or verbal communication implies the conveying of message through spoken words. It is face to face communication between individuals and includes communication through telephone, intercom and public speech, etc. in every organization, a great deal of information is exchanges orally and it is generally preferred to written communication.

Theo Haimann pointed out, "the human voice can impart the message with 'meaning and shading which even long pages of written words simply cannot convey."

It may take the following forms depending upon the need and situation,

1)     Face to face talks

2)     Telephonic conversation

3)     Interviews

4)     Meetings

5)     Lectures

6)     Conferences.

3)     Gestural or Non verbal Communication: Communication does not mean merely written .or oral messages. It includes everything that may be used to convey meaning from one person to another, e.g., movement of lips or the wink of an eye or the wave of hands may convey more meaning than written or oral words. Expression through body parts is known as gestural or non-verbal communication. It includes facial expression, movement of lips, wink of an eye, nodding of heads, movement of hands, a sense of humour or a mere silence, etc.