You know that not a day goes by without proper communication. Both in your personal life and at work, have you ever wondered how effective communication travels from one individual to another? Let's have a look at some of the most popular communication channels at work.
Communication Channels Definition
A company functions because its members collaborate and exchange information with others - managers allocate tasks, and knowledge is shared. Thus, communication takes place every single second to keep a business alive.
Yet, choosing appropriate communication channels for each message and idea is among the most intriguing parts of every company. But first, what is a communication channel?
Accordingly, whenever an individual (the sender) has a message to spread, they select a suitable communication channel to deliver to another (the recipient).
The 'flow of information' through human communication channels is enormous.1
- Anatol Rapoport
Fig. 1 - Communication is the key to success
Communication Channels Types
There are two main types of communication channels, which are formal channels and informal channels. In general, the main difference between these two channels is that formal channels require channels predefined by the organization, while informal channels do not.
Formal Channels of Communication
Regarding formal channels of communication, organizations generally establish a well-defined hierarchical chain. Within the workplace context, formal communication channels are critical in creating a proper and professional communication flow.
An organization establishes a formal communication channel to transmit messages related to the professional activities of members.
Some common examples of formal channels of communication at work are reports, internal email requests, legal & commercial notices, newsletters, or publications.
Informal Communication Channels
By contrast, informal communication channels follow a free flow without predefined communication routes. Thus, they help execute quick and relational communication at work.
An informal communication channel is created spontaneously as a response to individual choices.
Modern organizations often utilize informal communication channels to create open and safe workplaces where employees can freely discuss work-related issues and share their opinions.
Examples of informal communication channels
Popular informal communication channels at work include social posts, group chat platforms, phone calls, instant messages, etc.
Different Communication Channels
As diverse as communication channel type, so are the various directions of communication that take place in an organization.
Different Communication Channels: Downward Communication
Essentially, downward communication implies the transmission of information from higher levels to lower levels within a company. In most cases, businesses utilize downward communication to:
Implement their goals, strategies, and objectives,
Provide job instructions and rationale,
Announce new procedures or practices,
Give performance feedback and evaluation.
Downward communication is a type of communication that flows from a more senior-level organizational group to a lower level.
Most often, downward communication is a popular direction of formal organizations in which a one-directional hierarchical chain is visible.
What are the advantages and disadvantages of downward communication?
On the one hand, downward communication enhances communication efficiency while creating ease of delegation at work. Further, it can establish common organizational disciplines and deliver effective communication of goals. On the other hand, due to its one-directional approach, downward communication can result in misinterpreting problems, information distortion, or slow feedback procedures.
Different Communication Channels: Upward Communication
As you may have guessed, upward communication is the opposite of downward communication. Thus, in the company's day-to-day operations, lower-level employees can use upward communication to communicate directly with higher-level ones.
Upward communication flows from lower levels to higher levels in the organization.
In today's modern organizational cultures, upward communication is ideal for establishing friendly and participative workplaces. Commonly, upward communication encourages employees to perform feedback procedures, provide suggestions, or voice complaints towards their seniors at work.
What are the advantages of upward communication?
Upward communication is considered a beneficial approach at work. Some strengths of upward communication include increasing mutual trust, enhanced workplace procedures, the possibility to provide feedback to managers, a higher sense of being valued by employees, and the creation of an inclusive environment at work.
Different Communication Channels: Lateral Communication
Lateral communication often occurs between peers or co-workers as information exchange across teams or departments at the same level within a company's hierarchy.
Lateral communication occurs horizontally across an organization.
Essentially, lateral communication is one of the fastest and easiest informal communication channels. There are various purposes for lateral communication, such as solving a business problem, validating and confirming information, discussing common interests, etc.
Is there any challenge in conducting lateral communication?
Yes. Lateral communication can give rise to competitiveness within same-level participants in some cases, thus hindering the group's productivity. For example, in a competitive team where individuals focus on their personal goals, toxic behavior may occur in lateral communication. Accordingly, individuals may withhold information, skip questions, or even provide misleading knowledge to their peers.
Different Communication Channels: Formal Small-Group Networks
Formal small-group networks refer to complicated hierarchical groups within companies' formal communication channels. The three most popular small-group networks are the chain, the wheel, and the all-channel networks.
Specifically, the all-channel group activates direct communication between every member and every level. While the all-channel group is fast and open, communication accuracy is often moderate. Yet, member satisfaction is generally high due to little or no emergence of leaders.
What is an example of an all-channel group?
Search for Slack's communication platform, and you will have a grasp of what an all-channel group looks like. On Slack, individuals can direct messages to everyone and every team at every level.
On the complete opposite lies the chain group, which has a rigid chain of command in which communication speed is moderate and communication accuracy is high. The wheel group, however, is less rigid and faster, with leaders being the chief communicators at multiple levels. However, employees' satisfaction in the wheel group is often low due to high-level centralized power in leaders.
Different Communication Channels: The Grapevine
Informal communication networks are often referred to as 'the grapevine.'
The grapevine is an organization's informal communication network.
Essentially, the grapevine is characterized by informal conversations between employees subjected to no prescribed structure, regulations, or system. Given its casual and simple nature, the grapevine can spread quickly and touch individuals on a large scale across an organization.
What are examples of the grapevine at work?
Small talk at work can be considered an example of the grapevine. Besides, a job review posted by a company's employee on Glassdoor can also be the grapevine! Additionally, rumors about an employee's personal life or a company's total revenue are the grapevine in a nutshell.
On the positive side, the grapevine provides employees emotional support while uniting them on common topics of interest. Further, by listening to the grapevine, the management team can study their employees' reactions and opinions on company policies or structures.
However, on the negative side, the grapevine has low credibility. For example, the grapevine can give rise to rumors, which are inaccurate and informal within professional business contexts. Further, in some cases, the grapevine proves detrimental to the management team's reputation as well as the company's overall goodwill due to a high risk of false information and distortion.
Communication Channels in the Workplace
At workplaces, there are also various practical means of communication channels to deliver messages and spark conversations. At the same time, barriers do exist in selecting and utilizing different communication channels.
Communication Channels Examples
There are two popular examples of communication channels at work, which are digital communication channels and face-to-face communication.
Digital communication channels imply online electronic means of communication. Thus, these channels can be mobile or desktop-based applications that keep employees engaged with each other as well as company news and updates.
Examples of digital communication channels
They can be emails, intranets, or internal communication platforms, such as Slack, Workmates, or Staffbase.
Besides digital communication channels, face-to-face communication represents a core part of communication channels at work. As its name suggests, face-to-face communication involves direct communication between two or more people.
Is face-to-face communication still workable after Covid-19?
Although Covid-19 may hit businesses hard, face-to-face communication still maintains its importance, given that most companies frequently arrange team meetings and gatherings at least once a week to create a flow of seeing and catching up with each other.
Communication Channels and Barriers
Sometimes, communication channels may create serious problems - for example, when they are selected or used ineffectively. Thus, a huge barrier lies in the selection of appropriate communication channels.
Accordingly, a wrong communication channel can be hugely detrimental to any company. The following are the consequences:
Excess of irrelevant information volume
Undermined transparency in information dissemination
Psychological barriers for recipients due to reasons such as stresses caused by insufficient communication or negativity posed by the grapevine
A lack of flexibility due to insufficient employees' agility to voice opinions, which is common in downward communication
Ease of misinterpretation, misinformation, and distortion
Communication is undeniably the backbone of businesses. Arguably, everyone is free to use any presumably effective and friendly communication channels that they deem helpful for the gathering and spread of information. Yet, most importantly, such channels need to be carefully selected and implemented depending on specific purposes and types of information.
Communication Channels - Key takeaways
- A communication channel is the medium through which the message travels in the communication process.
- There are two types of communication channels, which are formal channels and informal channels.
There are five directions of communication that take place in an organization: downward communication, upward communication, lateral communication, formal small-group network, and the grapevine.
There are two prevalent examples of communication channels at work, which are digital communication channels and face-to-face communication.
References
- Quote Fancy. Anatol Rapoport. N.d.
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