Communication Structures & Systems

Communication Structures and Systems 

Communication structure refers to the way information flows within an organization or between people. It's like a roadmap that shows how messages and ideas move from one person to another. Imagine it as a network of roads connecting different places. In a communication structure, there are pathways or channels through which messages travel. This can include formal channels like official meetings or reports, as well as informal channels like casual conversations. A good communication structure helps ensure that information reaches the right people at the right time, promoting understanding and collaboration. It's like having clear signs on the roads so that everyone knows where they're going and how to get there efficiently.

Business communication is exchanging and sharing information within, between, and among organizations, groups, and customers. Within organizations, communication includes exchanging messages with co-workers, managers, superiors, and subordinates. Externally, it involves communicating with customers, suppliers, partners, the government, and the public. Elements of organizational communication may include leadership communication, corporate communication, knowledge management, change management, strategic planning, etc.

Organizational Communication Channels

An organizational communication channel is like a pathway that information follows within a company. It's how messages move from one person to another. This can happen through formal channels, like meetings or official emails, or informal channels, like casual chats. Think of it as a route that helps messages travel effectively throughout the organization. There are two types of channels, i.e., formal and informal.

Formal Channel

A formal channel for communication is an official and structured pathway through which messages are transmitted within an organization. These channels follow established and predefined routes, often dictated by the organizational hierarchy. Examples of formal communication channels include official meetings, company newsletters, memos, reports, and emails. These methods are systematic and typically adhere to established protocols and procedures. Formal channels are crucial for conveying official information, policies, and important announcements in a structured and documented manner within the organization.

A.   Downward flow: Information flows from higher levels of the organizational hierarchy to lower levels. This can include directives, instructions, policies, and goals communicated from managers to employees. It is a highly formal channel and rather rigid in its form because it is mandatory in the organization. It has a very long line of communication that may be distorted along the way.

B.    Upward Communication: This flow is the opposite, where information moves from lower levels to higher levels. It involves feedback, reports, and information about the status and progress of employees to managers or leaders. Lower-level employees communicate with their superiors to progress their work in various ways, such as through calls, memos, reports, emails, etc.

C.    Horizontal (Lateral) Communication: Information is exchanged between individuals or units at the same hierarchical level. This helps in coordinating activities, sharing information, and resolving issues among peers or departments. In this channel, telephone, voice mail, and meetings can be ways of sending or receiving messages. However, competition and distrust among employees can hamper horizontal communication.

D.   Diagonal Communication: This involves communication between individuals or units at different levels and from different departments. It may not strictly follow the formal hierarchy and can facilitate cross-functional collaboration. These types of communication cut through the organizational hierarchy, which can be internal as well as external.

Informal Channels

Informal communication channels are like the friendly, unofficial paths that messages take within an organization. Unlike formal channels, these are more casual and spontaneous. It's how people talk and share information naturally, like chatting in the break room, sending text messages, or using social media. Informal channels are not part of the official organizational structure, but they play a vital role in building relationships, sharing insights, and getting things done smoothly.

These channels do not have any legal force, but sometimes they end up passing valuable or even confidential information to others. Organizations often rely on gossip when they need to test the reaction of employees toward a proposed change in the company, to sound out opinions before taking action, or to get feedback on important and often controversial issues. Gossip may be entertaining and may bring people closer to each other. However, it also divides people into two different sides because of untrustworthiness. It can harm companies and ruin the careers of employees. 

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