Internal Communication: Formal and Informal 

What is Internal Communication?

Internal Communication refers to Communication that takes place inside the same organizational structure. These conversations occur between officers and staff members of the same business. Internal Communication is when an employee from a head office shares ideas with an employee from a branch office situated in a separate location. on the other hand, does not occur when a business’s management meets with an officer from another firm face to face in the workplace. To sum up This Communication between and among the employer and employees of the same organization.

1. According to S.P. Arora, “internal communication” is “messages exchanged between senior authorities, executives, and employees of the same firm.”

2. According to Lesikar and J.D. Pettit, “Internal Communication is a systematic internal dialogue supporting the achievement of the Organization’s work objectives.”

Above all, internal Communication can be horizontal or vertical, and it can be downward or upward. It can be written or a mix of the two. It  happen within the Organization.

Importance of Internal Communication 

Every business has its own set of goals, and Communication is always essential to achieve them. Internal and external Communication are both necessary for a successful firm. Internal Communication is particularly significant since it connects a company’s day-to-day operations. The necessity of internal Communication is highlighted in the following areas.

Maintain control: Control refers to maintaining something inside a particular range. A lack of control causes misuse of resources. Internal Communication must be adequate for such power achieved.

Collaboration: It is critical to coordinate the work of several departments to achieve the planned objectives. A lack of coordination causes mismanagement. Further , A robust chain may be built to improve coordination through internal Communication.

Motivation : Internal Communication allows all levels of an organization to work together to achieve the company’s aim. Everyone  included, and this form of Communication is motivating.

Development  of managerial efficiency : Getting things done by others is what management is all about. In this case, Communication is the only instrument available. Managers must have a thorough understanding of their employees to influence them. In short , Internal Communication is the only way to create such knowledge.

Job satisfaction : Employee unhappiness has a detrimental impact on work performance; thus, it’s essential to identify and eliminate sources of dissatisfaction. Internal Communication that is clear and concise may assist here, and staff will be motivated as a result .

Others : 
Further, internal Communication makes the following possible:
Plan preparation and, as a result, plan implementation; 2. News and viewpoint exchange; 
Increasing staff productivity;
the capacity to preserve a connection between many levels;
A rise in morals;

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Methods of Internal Communication 

Internally, a variety of forms are available to share information, viewpoints, news, or messages with the Organization’s members; some of the most regularly used conditions are as follows:

Memos : Memos are the most prevalent form of corporate Communication, particularly within departments. A memo is a document that serves as a container for brief Communication. Information goes throughout and up and down the company using this manner. And  It collects data, makes requests, responds, and provides informal reports on its existence.

Interview : Management and concerned company members may conduct an interview or talk to discuss their perspectives on various topics.

Telephone :  Internal Communication  becoming more dependent on the telephone. The usage of the phone for internal Communication  influenced by the size, range, and type of the Organization.

Report :  Another well-known form of internal communication in the report. A report including information collected during the investigation delivered to the appropriate authority. It’s a fantastic tool for internal communication.

Notice Board : 
Many organizations utilize a board like this to communicate a message to their employees. It kept up to date and appealing and be located near where the staff assembles.

Some other method of Internal communication

1. Face-to-face discussion :

Many times, the executive officer and workers would request a meeting to talk and exchange ideas about current issues. Depending on the context, this talk may be frequent or irregular, official or casual.
2. Participation in praying : Officers and workers in a Muslim nation participate in prayer, allowing them to become closer and build relationships.
3. Questionnaire and survey : Questionnaires and surveys can be used to gather information about employee attitudes, morale, and the relationship between management and subordinates, among other things.
4. Fax: +44 (0) (0) (0) (0) When an organization’s departments, branches, or units are dispersed throughout the country, fax is utilized for communicating.
5. The Internet: The widespread usage of computers has given the online system a new image in the field of Communication. A design like this links all of an organization’s computers to provide efficient and quick Communication.

Communication within  Organization 

Within an organization, there is a communication chain in which people interact within the same ladder or up and down the alphabet to satisfy a specific need. There are two communication styles inside an organization: formal and informal. Proper Communication occurs officially, according to established norms and procedures.

When departmental instructions are delivered to employees through a letter, for example, it is considered formal Communication. Internal Communication is referred to as proper Communication.  Informal Communication occurs through informal channels such as lunchtime talk, game participation, festival night or cultural program participation, and so on, which bring employees together to build an informal network.

Formal and Informal Communication 

Formal Communication refers to Communication that adheres to established systems, rules, regulations, processes, or any other set of guidelines. This kind of Communication  also known as official Communication since it abides by the official rules and regulations for Communication.

According to Hunt, ” Formal Communication is that Communication which follows the chain of command established by the Organization’s hierarchy. ”
Dr. Debnath states, ” Formal communication is the transmission of official messages or information in the formal organization structure.”

Formal Communication can take place internally, within the business, and outside, in the form of letters with various stakeholders. Letters, reports, memos, emails, speeches, press releases, bulletins, and other official communication tools are employed. It may be utilized vertically, horizontally, or upwards when used internally. It is often sent in writing.
Communication that does not follow official or established rules and processes  called informal communication.

So,  It has no set of standards and is not subject to the Organization’s structure; instead, it occurs outside the command line.
“Hunt defines informal communication” as “communication that does not follow the organization’s structure.”

According to C.B. Memoria, “Informal  commentating grows out of the social  interactions among people who work together.”
In addition ,Internal communication involves gossip, face-to-face chats, phone calls, and email, and it is not directed through the chain of command. Further, informal Communication is constantly present when employees and officials are together on the playground, at the dining table, at the club, or in any other social activity.

However, it is a phenomenon that messages  accepted because of information or claims that cannot  transmitted through a formal network; informal Communication is that prepared system. Such Communication, above all, spreads rumors.

Advantages  of formal Communication

Any company must adopt formal Communication since it offers the following benefits . After that  List out the advantages of proper Communication below.
A well-functioning communication system: Formal Communication occurs through pre-determined channels, so everyone knows where and how to convey a message. As a result, it has no issues.
Improved efficiency: Because organization norms and procedures must be followed at all times, such Communication improves management’s overall efficiency.
Maintain a permanent record: All official Communication, such as letters and memoranda, archived. It will thus help you make judgments in the future.
Discipline : Employees in any organization develop discipline as a result of Communication.
Fewer mistakes and errors:  It preserves all communication niceties, reducing the risk of errors and misunderstandings.
Workflow coordination: Formal Communication establishes a framework for cooperation among an organization’s numerous roles and divisions.
Reliability: For conveying significant concerns such as aims, directives, and directions, formal Communication is more believable and reliable.
Information flow is normal: It is a more efficient and fruitful communication system that assures effective and fruitful Communication both internally and outside. No one may obstruct its original flow or course since it rigorously adheres to an organization’s defined regulations.
Communicator’s Consciousness: A sender consciously performs formal Communication. He makes the most of his merit, expertise, and experience in this type of Communication to make it ideal. As a result, success is virtually inevitable.
As a result ,  formal Communication is becoming increasingly popular.

The disadvantage of formal Communication

Despite its advantages, formal Communication suffers from the following drawbacks:
Authoritarian system: Formal Communication establishes a clear line of communication between the top and lower administration. When lower-level personnel communicates, an authoritarian tone used to dominate them.
Inflexibility: It a rigorous communication style since make-up or changes can’t be simply considered when needed.
Expensive: This method of Communicationpreserves all niceties of Communication at a higher expense.
Inefficient use of time: Formal Communication needs more time to reach its goal since it travels through many stages or levels of an organization. This is ultimately a waste of time.
Delay in decision-making: In formal Communication, everyone must maintain a defined framework of Communication. As a result, management takes extra time, delaying the decision-making process.
Lack of  initiative: There is no possibility of choosing another system that is better than the mandated method in such Communication. As a result, innovative ideas  primarily overlooked in this setting.
A lack of courtesy: Established rules  carefully followed in official Communication. There is a greater emphasis on formalities than on the human side, as a consequence of which there is little opportunity to create close connections between the sender and receiver.
Behavior:  This sort of internal Communication represents the corporate structure’s authoritarian behavior style. This harms the employees’ minds.
Anxiety: When it comes to upward formal Communication, there is a risk of being afraid to provide any information to a superior. So, This operates as a roadblock to achieving the communication aim.
Above  all , Formal Communication obstructs the achievement of corporate goals for the reasons .

What is the difference between formal and informal communication? 

Communication, whether formal or casual, is crucial and successful. Here is a list of indicators that Communication is formal or casual.
After that , The distinction between formal and informal communication is as follows:

Internal Communication in the formal sense:

Rule No. : Informal Communication adheres to tight organizational guidelines.
Appreciation: Formal Communication needs official approval.
Confidentiality: Formal Communication isn’t always free and accessible to everyone. As a result, confidentiality  maintained.
Flexibility: It rigid by nature since it  modified when you want it to.
Cost and time: It adheres to several organizational norms. It requires a lot of time and money as a result.
Maintaining Records: A written protocol  used in formal Communication. As a result, a record stored here.
Errors or mistakes: Extreme caution  exercised in encoding the message and transmitting it formally. There are fewer chances of blunders or errors as a result of this earnestness.
Commitments: It obligated to adhere to the official communication guidelines.
Necessity: It  required to fulfill the Organization’s objectives.
Delegation of authority: Formal Communication used to establish authority.
Communication configuration: There a lower probability that Communication may be skewed. Here.
Complaints: Complaints  acknowledged as a result of this type of contact.
Emotion: There is no room for emotion in this situation.
Behavior: Its nature is authoritarian.
Unprecedented: Messages are routed through a rigorous formal channel. As a result, staff must exercise caution.
Relations: The relationship between labor and management does not improve due to such dialogue.

Internal Communication informally:

Rule : It doesn’t always adhere to the norms of structure.
Appreciation: It does not need to be recognized by the government.
Confidentiality: It is impossible to preserve confidentiality here because it is free and available to anyone.
Flexibility: It can be readily adjusted since it  adaptable.
Cost and time: It is less time and money-consuming since it is not concerned with the formalities of the Organization.
Maintaining Records: Because nothing  recorded here, it  challenging to keep a permanent record.
Mistakes or errors: Because it personal, less attention  paid to it, which might lead to numerous errors or blunders.
Obligation: There is no obligation to obey any regulations here.
Necessity: It is required for the growth of intimate relationships.
Delegation of authority: Such Communication used to assign authority.
Communication disclosure: There’s a reasonable risk that Communication  skewed here.
Complaints: The use of such Communication does not always result in complaints being acknowledged.
Feelings: This is primarily an emotional expression.
Behavior: It entails decency and friendliness.
Unprecedented: In this type of Communication, there is no boss-subordinate connection. Everyone can freely and openly communicate their opinions or feelings as a consequence.
Relationship: It improves the relationship between labor and management.

Definition of grapevine 

Internal Communication via grapevine is an informal conduit or method. Grapevine, in other terms, refers to simple Communication across informal or unofficial networks. During the American Civil War, this word used to describe telegraph cables that hung carelessly from tree to tree and resembled a grapevine.

The word grapevine  coined because it  supposed to be a long vine. Like a true grapevine, this method of Communication winds its way from one place to another. It  driven by people’s social and personal interests rather than organizational requirements. Therefore,   Consider how when individuals gather for a gathering or a ceremony, they become more engaged in getting to know one another.

The grapevine will undoubtedly grow here. An organization has nothing to do with the development of the grapevine nor its control.
Keith Davis states, “The grapevine cannot be fired by the Organization since they did not hire it. They are just members of an organization.”

According to Bovee and others, ” A route of information known as “grapevine” is unofficial and unapproved by the Organization.
The grapevine has no regard for status or authority, and it can connect members of an organization in any direction. As an example,

1. Vertical 2. Horizontal 3. Diagonal

Characteristics of the grapevine

Grapevine has the following properties as a type of informal communication. Characteristics of the grapevine  given below :
Significant impact:  Many employees in an organization rely on the grapevine as a critical source of knowledge and a dedicated route for communicating facts and happenings within the company.

Comprehensive: Grapevine immediately connects the whole Organization. Grapevine touches everyone in a company, from top to bottom.
Adaptability: Because grapevine does not require a range of formality, it is more versatile than formal routes. A grapevine  started by gossiping, exchanging moments, or having a chat.

Quickness: The grapevine transmits information at a breakneck speed. Grapevine travels at a quicker rate than the wind.
Oral method: Grapevine prefers to employ oral methods overwritten or nonverbal methods. Because verbal Communication takes less time, the grapevine is more inclined to rely on it.

Broadcast receivers: Grapevine’s language or spirit is catchy. Thus there are a lot of people that want to engage with it. A large number of people are constantly there to participate in the grapevine.
Additional skill: Grapevine may readily breach the thick security and flow from mouth to mouth. It has a greater capacity to expand over the entire company.

unspoken information: In most cases, the grapevine provides information that official Communication does not want to share. The grapevine  designed to spread data based on fabrication or rumor more effectively.

Contradictory information :  When knowledge  communicated through formal chains, it  corrupted and cause conflicts when passed through the grapevine.

Small group Internal communication

Communication occurs inside or across the boundaries of race, religion, nation, society, and country. It progresses from one to many. Communication within a small group  defined as small group discussion. Communication  restricted to a few people to achieve a specific goal.

Now we’ll speak about talks in small groups. A small group is two or more freely interacting individuals with a shared identity or set of features. To achieve any specified goal, members of small groups are interdependent. A small group might include anything from 5 to 9 people. Members of such a group can express their interests, their company’s interests, or the interests of any industry.

Members have a unified voice, which aids in their unity and mutual understanding. As a result, the members  equally rewarded and punished. “A group refers to an Assembly of people or items collected together,” according to the Oxford dictionary. Moreover , “A group is two or more persons, interacting and interdependent, who get together to achieve certain objectives,” says Robbins.

Conclusion

This article discusses internal Communication, including its definition, kinds, features, advantages, and disadvantages. We hope you find the knowledge in this post to be helpful. If you liked this article, please tell your friends about it. 

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