Types of Business Communication in Organizational Settings

Communication flow within an organizational structure through a variety of pathways. Amanda McGreen, a business communication expert and an English to Italian translator, defines two types of organizational communication structure: informal and formal.

Formal communication is defined by the relationships between the various job positions in an organization. It takes place through the formal channels of organizational structure. Messages can flow upward (from a subordinate to a superior), downward (by the manager to the subordinates) and horizontally (between colleagues and peers at the same or similar levels).

Downward communication is best suited for organizations where the line of authority runs distinctly downward. Its main objectives include: to convey executive decisions and transmit work-related information that helps employees do their jobs. Upward communication provides a feedback on how well the organization is functioning as well as on how well the subordinates have understood the downward communication. The professionals from one of the leading Detroit Translation Services Agency believe that it is also an outlet for pent-up emotions – giving employees a chance to raise and speak dissatisfaction issues to their superiors. To summarize, we can say that upward communication provides insight into problems, opportunities, trends and performance- and thus allows executives to solve problems and make intelligent decisions. Horizontal communication facilitates communication between interdependent units and departments to help employees share information, coordinate tasks, and solve various organizational problems. It can also be used for resolving conflicts between departments or within the same department.

Every organization also has informal channels of business communication often referred to as the grapevine. It stretches in all directions irrespective of authority levels, practically encompassing all communication that takes place outside the formal network. Despite its disadvantages – since it contains unverified facts, rumor and unclear data it may harm, rather than help an organization. However, as translators with The Marketing Analysts Translation Services comment, efficient use of informal channels can fortify the formal communication network and every smart manager should make the best possible use of the grapevine.

Limitations Of Formal Communication Channels

Despite the fact that formal communication routes are necessary in major companies, the routes may have downsides for both the company and its workers. Coming from the viewpoint of the French Translation Miami professional, formal communication is frequently aggravating given that it restricts availability and accessability to managers. In any large, formally organized business, the accepted means for corresponding with employees who hold higher level positions is usually to go through a worker’s direct manager. A worker who has an incredible recommendation although their manager disagrees is rendered powerless. Some workers will make an effort to go around their manager and jeopardize their employment.

From the business’s point of view, the most significant disadvantage in formal communication routes is the prospect of distortion. Each stage in the communication route offers a possibility for misunderstanding. Most Certified Translation workers have observed that as soon as information is transmitted up or down the sequence, it becomes increasingly more likely that the original idea will become distorted. For that reason, individuals at lower stages might have just an obscure concept of the things that administration anticipates receiving from them, and management can receive an inaccurate opinion on events transpiring in lower levels.

One method that Louisville Translation workers have found that to minimize distortion is to reduce the quantity of layers in a business framework. Reducing the links in the communication chain will often reduce the number of misunderstandings that transpire. Most of the time, larger businesses contain more layers. But company size doesn’t automatically compel a business to create a structure with a lot of layers. By raising the amount of workers who are accountable to each manager, the business can eliminate a quantity of layers in a business as well as streamline the communication chain. Quite simply, a “flat” framework is unlikely to introduce the amount of distortion that is present in taller structures.

Besides being susceptible to distortion, the formal communication chain has an additional drawback: Communication may end up broken. Only if administration promotes horizontal communication and faithfully practices downward communication, just the worker at the pinnacle can observe the “big picture.” Workers lower down in the business receive just enough details to execute their particular, out of the way duties. Most workers never understand other offices and divisions, and as a result, they are unable to recommend strategies that cut across business boundaries. Their versatility is restricted by their lack of knowledge. The answer is to make certain communication moves without restraint up, down, and throughout the business structure.