Business 2.6 Flashcards
Types of communication
One-way vs two-way
Internal vs external
Horizontal vs vertical
Upward vs downward
Verbal, written, visual
Formal vs informal
Advantages of informal communication:
Less time consuming
Less costly
Improves transparency
Creates positive relations in the workplace
Disadvantages of informal communication:
Second-hand information may not be reliable
No official records to substantiate information
Increases the risks of miscommunication and misunderstandings
Harder to control the spread of information.
Explain Informal
Communication
Unofficial channels (grapevine”
conversations with colleagues,
rumours, gossips, messengers)
Not necessarily recorded
Cannot be used as evidence
Can be used to test ideas
before implementation
Mostly horizontal
Explain formal
Communication
Official channels (company email, annual report, chain of
command, notice boards)
Recorded
Can be used as evidence
Finalises decision-making, guides employees
Mostly vertical (upward and downward
Advantages of formal communication:
More credible and reliable than informal communication due to official channels and records
Adds clarity and reduces misunderstandings for employees’ roles and responsibilities
Creates efficient flow of information through defined chains of command
Reduces likelihood of mistakes and errors
Disadvantages of formal communication:
Can be slower than informal methods, especially in large organizations with tall hierarchical structures
Higher costs due to formality, confidentiality, and security requirements
Rigid processes can stifle employee initiative and creative ideas.
Types of formal communication
Meetings - Formal scheduled meetings are a common method of communication in the workplace (just ask your teachers!) These are formal events that typically occur on the premises of the business and are directly related to work matters.
Appraisal - This is a formal performance review between an employee and the line manager. The appraisal is conducted orally, although the review is documented and signed by both parties as a record of the discussions between the manager and employee.
Reports - These are official documents that have been produced for internal and external stakeholders, such as a company’s annual report to its shareholders.
Emails - The use of messages sent via electronic mail sent in an official capacity is commonly used by businesses to communicate with their internal and external stakeholder groups.
Letters - Official texts contained in these written forms of communication include letters of application (for a job role), formal notices, and contracts.
Publications - These are academic and scholarly works, such as educational publications, research papers, market research, and market analyses.
Explain communication barriers
-circumstances that prevent
effective communication
Related to the process of
communication: sender, receiver,message, media, feedback
Related to other factors: conflict, change, M&As, cultural clash
Overcoming barriers: identifying the cause and eliminating it
Associated tools: Kotter & Schlesinger, leadership styles, culture models, FFA
Ways communicational barriers occur
Cultural barriers to communication can arise from differences in social norms, beliefs, and values across communities and countries.
Physical barriers include physical distance, time zone differences, and physical evidence that can create a “them and us” culture.
Technological barriers can arise from outdated hardware, software, and technological failures.
Organizational barriers can arise from a lack of understanding of internal structures and procedures, causing messages and information to be lost or delayed.
Psychological and perceptual barriers can arise from conflicting mindsets, opinions, priorities, and a lack of trust, leading to low staff morale, rivalry, and even harassment in the workplace.
