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CHAPTER-4Types of Communication

(1) There are several types of communication. They may be viewed from several angles:

1. Based on Levels of Communication: a. Intrapersonal Communication b. Interpersonal! Inter-organizational

Communication c. Small Group Communication d. Mass Communication

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2. Based on Formalities being Followed:

a. Formal Communication b. Informal Communication

3. Based on Direction of Communication:

a. External Communication b. Internal Communication c. Vertical Communication d. Horizontal/ Lateral Communication e. Diagonal Communication

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4. Based on Methods of Communication:

a. Written Communication b. Oral Communication c. Face-to-Face Communication

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Brief description of each type follows: 1. Classification based on Level of Communication

(a) Intra personal Communication: Communication occurring within an individual (with the self) is called intrapersonal communication. It is also termed as self-communication and occurs when we think, feel or act, as well as when we verbalize to ourselves. Forces behind intrapersonal communication are stimuli that may be either (i) internal (such as hunger) or (ii) external (such as mosquito bite) to the human body.(b) Interpersonal / Inter-organizational Communication: Process of sending and receiving a message from one person to another or from one organization to another organization. (c) Small Group Communication: It happens when more than two persons are involved in communicating a message among themselves. d) Ms Communication: Mass communication is a process through which an individual, organization or government communicates with the general people.

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Characteristics of Mass communication:

i. Vast boundaries ii. Heterogeneous audience iii. Professional communication iv. Use of intermediary channel v. Use of specialized technology vi. Spreads rapidly vii. Public massage

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Objectives of Mass communication

The major objectives of mass communication are to:

(i) Inform the public (ii) Achieve target (iii) Create opinion (iv) Convey public policy (v) Face emergencies (vi) Entertain (vii) Implement educational program (viii) Establish social contact

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Basic Functions of Mass Communication:

i. Informing ii. Persuading iii. Entertaining iv, Educating

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Preconditions For successful Mass Communication:

i. Thinking ii. Understanding iii. Consistency iv. Follow up

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Media of Mass Communication:

i. Traditional media — Theatre, Drama, Jatra, etc. ii. Print media- News paper, Journal, Book, Leaflet, etc. iii. Electronic media- Radio, T.V. Telephone, Cinema slides, etc.

Agencies of Mass Communication:

The agencies that facilitate mass communication are:

i. Press associations — BSS, ENA etc. ii. Advertising agencies iii. Public relations department of instititutions /organizations iv. Public Information Ministry v. Syndicates of reporters

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2. Classification Based on Formalities in Communication:

a. Formal Communication: Communication taking place between two formal positions on official ground. b. Informal Communication: Communication on personal ground. Grapevine — The Most Common Form of Informal Communication: It does not follow any set rules, any set lines, but spreads like the grapevine in any direction, very fast.

Types of Grapevine:

i. Single strand iv. Cluster chain

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3. Classification Based on Direction of

Communication:

External Communication: Communicating with anyone outside the organization. Internal Communication: Communicating within the same organization. Horizontal Communication: Sending a message from one official to another official having similar status. Vertical Communication: Downward and upward.

(a) Downward Communication: Sending a message from a superior to a subordinate. (b) Upward Communication: Sending a message from a subordinate to a superior.

(a) Downward Communication:

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Objectives of Downward Communication:

i. To direct ii. To interpret iii. To give feedback of performance appraisal iv. To delegate authority v. To motivate vi. To educate

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Forms of Downward Communication:

i. Letters/notices

ii. Manuals / circulars iii. Bulletins iv. Posters v. Annual report vi. Company periodicals vii. Employee handbook viii. Memos, etc.

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Advantages of Downward Communication:

i. Increases efficiency ii. Helps maintain good relations iii. Improves discipline iv. Facilitates delegation of authority and interpretation Limitations of Downward Communication: i. Under-communication ii. Loss of information iii. Distortion iv. Tendency towards autocracy v. Low morale vi. Emphasis on boss’s interest

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Essentials of effective Downward Communication:

i. Adequate information ii. Clear idea iii. No by-passing vi. Re-explanation v. Decentralization vi. Awareness about the receiver’s knowledge vii. Willingness to make communication successful

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(b) Upward Communication:

Forms of upward communication: i. Reports ii. Suggestion boxes iii. Open door policy iv. Direct correspondence v. Counseling vi. Social gatherings vii. Special meetings

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Advantages of Upward Communication:

i. Helps decision making ii. Provides feedback iii. Provides suggestion iv. Creates motivation v. Develops creativity

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Problems of Upward Communication:

i. Fear ii. Lack of initiative iii Non-responsive management iv. Distortion v. By-passing vi. Reckless behavior of subordinates vii. Flattery

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Essentials of Effective Upward Communication:

i. Understanding ii. Encouraging subordinates to

communicate iii. Participative management iv. Confidence in subordinates v. Short communication lines vi. Initiative from superiors vii. Redressal of grievances viii. Reward for proper suggestions

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4. Classification Based on Methods of Communication

i. Written Communication ii. Oral Communication iii. Electronic Communication

[Elaborated in a separate chapter]

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