Characteristics of Formal Communication
Formal communication is the structured, official exchange of information within an organization, adhering to predefined channels, rules, and regulations. It ensures systematic information flow among managers, employees, and other stakeholders.
Examples include meetings and reports, promoting clear, error-free, and recorded communication, though it can be inflexible and time-consuming. Below are the 10 common characteristics of formal communication:
Chain of Command
Formal communication follows a strict hierarchical structure within the organization. Information flows from top-level management down to lower-level employees or vice versa, adhering to the organizational chart.
This structured flow ensures that every level of the organization is aware of the information that is relevant to them and maintains the authority and responsibility chain.
Well-Defined Rules and Regulations
Formal communication is governed by a set of established rules and protocols. These rules dictate how, when, and through what medium the information should be communicated.
This adherence helps in avoiding misunderstandings and ensures that the communication is clear, precise, and within the organizational policies.
Binding Nature
Every participant in the communication process is bound by the organization to follow the pre-established rules and guidelines. This binding nature ensures that the information is relayed as intended without deviations, maintaining the integrity and consistency of the message.
Organizational Purpose
Formal communication is used for transmitting information that serves organizational objectives. It deals with official information such as policies, procedures, announcements, and directives that are critical for the organization’s functioning. Personal or informal messages are not part of this communication type.
Formal Relationships
Communication occurs between individuals who have formal relationships within the organization. This means that the sender and the receiver of the information have defined roles and responsibilities, and the communication serves a professional purpose. This helps in maintaining a professional environment and clear boundaries.
Reference Point
Formal communication often includes documentation that serves as a reference for future use. Written records like memos, emails, and reports can be referred back to if there is a need to verify the information or for accountability purposes. This ensures that there is a clear trail of communication that can be audited if required.
Read More: Features of Formal Groups in Business
Delegation of Authority
It is a key component of formal communication where authority and responsibilities are delegated from higher management to subordinates.
This delegation ensures that tasks are carried out efficiently and that there is accountability at each level of the organization. It helps in the smooth functioning of the organization by clearly defining who is responsible for what.
Written and Oral Modes
Formal communication can be both written and oral. Written communication includes emails, reports, memos, and letters, while oral communication includes meetings, presentations, and conferences. Both modes are used to ensure that information is conveyed effectively and recorded when necessary.
Read More: Features of Organizational Conflict
Routine Communication
Much of formal communication is routine and occurs regularly. This includes daily reports, regular meetings, and scheduled updates.
Routine communication helps in maintaining consistency and ensures that all members of the organization are on the same page regarding ongoing projects and organizational goals.
Controlled and Regulated
The flow of information in formal communication is controlled and regulated to align with the company’s objectives and standards. Multiple review channels are involved to assess the importance and validity of the message before it is communicated.
This control ensures that only relevant and accurate information is disseminated within the organization.
Hence, the above-mentioned are the 10 notable features of formal communication.
Read Next: Features of Organizational Communication
Siddhu holds a BIM degree and in his free time, he shares his knowledge through this website with the rest of the world.