channels-of-communication

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Formal communication

Formal communication is the planned way a business shares information
- It is written down or recorded, so there is proof of what was communicated
Formal communication happens differently depending on the type of communication network
A communication network refers to the patterns or structures through which information flows within an organisation — in other words, who communicates with whom and how

The message travels step-by-step up or down the hierarchy, following the chain of command
Chain communication suits tall, rule-bound organisations, such as the armed forces
- There is clear authority and accountability
- It is easy to trace who said what
However, it is slow, as passing the message through each layer adds time
- Details can be distorted as they pass along
- Lower levels may feel left out of decisions

One central leader receives information from, and sends instructions to, every other member
This approach is suitable when rapid decisions are needed, such as in emergencies
- The leader has the full picture, so messages stay consistent
However, the message sender can suffer from information overload, as there is over-dependence on one person
- As there is little sharing between outer members, important ideas may be missed

People of equal rank speak or pass the message in turn around the group
This approach builds team spirit and trust
- Everyone is heard , so it is good for brainstorming and problem-solving
However, it may be slow to reach a decision and there is no single leader to break deadlocks
- The message may have to travel a long way to reach the right person

Benefit	Explanation	Example
Clear instructions	Formal documents state the exact steps, deadlines and who is responsible Staff do not have to guess or ask several people, so tasks are done the same way on every shift and in every location	A production manager gives operators a checklist to follow before the machines run Errors are reduced and product quality remains stable
A record is kept	Saving messages as emails, minutes or forms creates proof of what was decided and who agreed Managers can trace problems and settle arguments because the date and wording are stored	A customer claims a delivery was late; the logistics team shows the despatch note email to prove the goods left on time
Fairness	Formal channels like the intranet, noticeboards or newsletters send the same information to all employees at once Overtime offers, training places or job vacancies are open to everyone, not just close friends of the boss	A shop manager posts the weekly rota on the staff portal instead of handing it to favourite supervisors, so each worker can plan ahead
Legal protection	Laws often require firms to keep contracts, policies and safety records; these documents act as legal evidence if audited or taken to court They show the company followed proper rules and gave clear warnings	After an accident on-site, a business can show the worker’s signed safety training record to prove correct training was given, reducing possible fines

One-way communication is where information moves from sender to receiver only
- The listener or reader does not reply
It is typically used for announcements and important instructions, e.g., fire alarms, where speed or clarity matters more than feedback
- It delivers a single, consistent message to many people quickly, with no debate to slow it down
- However, the receiver cannot ask questions, so misunderstandings can occur
Two-way communication is where a message is sent and then replied to
- This creates a feedback loop between sender and receiver
It is typically used for team meetings, customer-service chats and appraisal interviews, and situations where understanding and agreement are vital
- Feedback confirms the message has been understood and lets both sides share ideas, which can improve decisions and morale
- However, it takes more time and, if poorly managed, may lead to arguments or information overload

Vertical communication involves information moving up and down the hierarchy, between managers and the levels above or below them
It is typically used to communicate targets from directors to supervisors (downward) or progress reports from the shop floor to management (upward)
- It keeps the chain of command clear and ensures decisions and feedback reach the right level
- However, it can be slow, and messages may get distorted or filtered as they pass through several layers
Horizontal communication is where messages are shared between people on the same organisational level, often across departments
- E.g. the marketing manager may communicate with the finance manager about a promotional campaign budget
It can speed up problem-solving and teamwork by letting peers share information directly
However, if not copied upward, senior managers may be unaware of agreements, causing confusion later