Disadvantage Of Oral Communication

Oral communication has the following limitations or drawbacks:

1)    It is less reliable.

2)    It is influenced by self-interest and attitude of the people.

3)    Oral communication has the tendency of being distorted.

4)    It provides no record for future reference.

5)    It is not suitable for lengthy message.

6)    It does not provide sufficient time for thinking before conveying the          message.

7)    It has language problems, one may mean to convey something, but due    to his way of speaking, it may convey something else.

8)    It cannot be used to communicate with people scattered over distant        places.

Advantage Of Oral Communication

1)    It is less expensive or economical as compared to written                         communication.

2)   It is quicker and saves in time.

3)   It is more effective than written communication.

4)   It establishes a personal touch and leads to greater understanding.

5)   Misunderstanding or doubts can be removed than and there.

6)   Immediate reaction, motivation or response of the receiver can be             taken.

7)   It is more flexible and the messages can be changed to suit the needs       and response of the receiver.

8)   It provides as the only means of conveying messages in times of               emergencies

Disadvantage Of Written Communication

1)    It is expensive.

2)    It is time consumption.

3)    It becomes difficult to maintain secrecy about a written communication.

4)    It is rigid and does not provide any scope for making alteration for            inaccuracies that might have crept in.

5)    It is very formal and lacks personal touch.

6)    It is encourages red-tapism and involves so many formalities.

7)    It may be interpreted in different manner by different people.

8)    It oftenly becomes lengthy, when messages are conveyed in writing.

Merits Of Communication

1)    It ensures transmission of information in uniform manner, i.e. every one    concerned has the same information.

2)    It provides a permanent record of communication for future reference.

3)    It is an ideal way of transmitting length messages.

4)    It ensures little risk of unauthorized alteration in the messages.

5)    It is the only means of exchanging information at distant places even        beyond telephonic range.

6)     It tends to be complete, clear precise and correct.

7)    It can be quoted as a legal evidence in case of any disputes.

8)    It is suited to convey message to a large number of persons at one and    the same time.

Channels or Types of Communication:  

Communication may be classified into several categories on the following basis:

1.On the Basis of Organizational Structure or Relationship:

a.    Formal Communication

b.    Informal Communication or Grapevine.

2.On the Basis of Flow or Direction:

a.    Downward Communication  

b.    Upward Communication

c.    Horizontal or Lateral or Sideward Communication

d.    Diagonal Communication.

3.On the Basis of Methods or Media used or Expression:

a.    Written Communication

b.    Oral Communication

         c.    Gestural or Non-Verbal Communication.

(A)  On the Basis of Relationship or Organization Structure:

I)  Formal Communication: Formal communication is that which takes place through the formal channel of the organization structure deliberately and consciously established by the management. It implies the flow of the information along the lines of authority formally established in the enterprise. Members of the enterprise are expected to communicate with one another strictly as per channels laid down in the structure. Such communications are generally in writing and may take any of the following forms:

1.    Policy Manuals;

2.    Procedural and Rule Books;

3.    Memoranda Papers and Orders;

4.    Official Meeting;

5.  Interviews, etc

II) Informal Communication or Grapevine: Communication arising out of all those channels of communication that fall outside the formal channel is known as informal communication or the grapevine. It is built around the social relationship of members of the organization. Informal communication does not follow lines of authority as is the case of formal communication. It arises due to the personal needs of the members of an organization and exists in every organization. Such communication is usually oral and exists in even by simple glance ,gesture, smile or silence.

(B) On the Basis of Flow or Direction:

I) Downward Communication: Communication between a superior and subordinate is known as vertical communication. Vertical communication may be downward vertical communication or upward vertical communication. Downward communication means communication which flows from a superior to a subordinate.

The important examples of downward communication are:

1)    Notices

2)    Circulars

3)    Instructions

4)    Orders

5)    Letters

6)    Memos

II)Upward Communication: Upward communication means the flow of information from the lower levels of the organization to the higher levels of authority .It passes from subordinate to superior as that from worker to foreman, from foreman to manager, from manager to general manager and form general manager to the chief executive or the board of directors. It includes opinions, ideas, suggestions, complaints, grievances, appeals, reports, etc.

(III) Upward Communication is Needed:

1)    To create receptiveness of communication

2)    To create a sense of belongingness through active participation

3)    To evaluate the effectiveness of communication

4)    To increase morale of employees

5)    To make improvements in managerial decisions

6)    To co-ordinate efforts; and

7)    To know ideas of each individual in the organization.

(IV)The important examples of upward communication are:

1)    Reports

2)    Meeting

3)    Interview

4)    Conferences

5)    Letters

6)    Complaints.

(V) Horizontal, Lateral or Sideward Communication: The transmission of information and understanding between people on the same level of organization hierarchy is called the horizontal communication. This type of communication is also known as lateral or sideward or crosswise communication. Usually, it pertains to inter-departmental communication, i.e., the communication between two departmental managers working at the same level of organization or among subordinates working under one boss.

VI)     Diagonal Communication: The transfer of information between people who are neither in the same department nor on the same level of organization hierarchy is called diagonal communication. For example, when the assistant marketing manager communicates with the accounts clerk directly, it is the case of diagonal communication. This type of communication increases the organizational efficiency by speeding up information and cutting across departmental barriers.

C)   On the basis of media or expression:

The various media of communication have been studied as under:

1)    Written Communication;

2)    Oral Communication;

3)    Gestural or Non-verbal Communication.

1)    Written Communication: communication through words, may be in writing or oral. Written communication implies transmission of message in back and white it includes diagrams, pictures, graphs, etc. have to be transmitted in writing for efficient running of the organization. written communication ensures that everyone concerned has the same information. It may take the following forms:

1)    Reports

2)    Circulars

3)    Magazines

4)    Manuals

5)    Memoranda

6)    Newspapers

7)    Pictures, diagrams, graphs, etc.

Importance of communication

1.     Basis of Decision- Making and Planning: Communication is essential for decision-making and planning. It enables the management to secure information without which it may not be possible to take any decision. The quality of managerial decisions depends upon the quality of communication. Further, the decisions and plans of the management need to be communicated to the subordinates. Without effective communication, it may not be possible to issue instructions to others. Effective communication helps in proper implementation of plans and policies of the management.


2.       Smooth and Efficient Working of an Organization: In the words of George R. Terry, "it serves as the lubricant, fostering for the smooth operations of management process." Communication makes possible the smooth and efficient working of an enterprise. It is only through communication that the management changes and regulates the actions of the subordinates in the desired direction.


3.      Facilitates Co-ordination: Management is the art of getting things done through others and this objective of management cannot be achieved unless there is unity of purpose and harmony of effort. Communication through exchange of ideas and information helps to bring about unity of action in the pursuit of common purpose. It binds the people together and facilitates co-ordination.


4.   Increases Managerial Efficiency: Effective communication increases managerial efficiency. It is rightly said that nothing happens in management until communication takes place the efficiency of manager depends upon his ability to communicate effectively with the members of his organization. it is only through communication that management conveys its goals and desires, issues instructions and orders, allocates jobs and responsibility and evaluates performance of subordinates.


5.  Promotes Co-operation and Industrial Peace: Effective communication creates mutual understanding and trust among the members of the organization. It promotes co-operation between the employer and the employees. Without communication, there cannot be sound industrial relations and industrial peace. It is only through communication that workers can put in their grievances, problems and suggestions to the management


6. Helps in Establishing Effective Leadership: Communication is the basis of effective leadership. There cannot be any leadership action without the effective communication is absolutely necessary for maintaining man to man relationship in leadership. It. brings the manager (leader) and the subordinates (led) in close contact with each other and helps in establishing effective leadership.


7. Motivation and Morale: Communication is the means by which the behaviour of the subordinates is modified and change is effected in their actions. Through communication workers are motivated to achieve the goals of the enterprise and their morale is boosted. Although motivation comes from within yet the manager can also motivate people by effective communication e.g., proper drafting of message, proper timing of communication and the way of communication, etc


8. Increases Managerial Capacity: Effective communication increases managerial capacity too. A manager is a human being and has limitations as to time and energy that he can devote to his activities. He has to assign duties and responsibilities to his subordinates. Through communication, a manager can effectively delegate his authority and responsibility to others and thus increases his managerial capacity.


9. Effective Control: Managerial function of control implies the measurement of actual performance, comparing it with standards set by plans and taking corrective action on deviation, if any, to ensure attainment of enterprise objectives according to preconceived and planned acts communication acts as a tool of effective control. The plans have to be communicated to the subordinates, the actual performance has to be measured and communicated to the top management and a corrective action has to be taken or communicated so as to achieve the desired goals. All this may not be possible without an efficient system of communication.


10. Job Satisfaction: Effective communication creates job satisfaction among employees as it increases mutual trust and confidence between management and the employees. The gap between management and the employees is reduced through the efficient means of communication and a sense of belonging is created among employees. They work with zeal and enthusiasm.


11. Democratic Management: Communication is also essential for democratic management. It helps to achieve worker's participation in management by involving workers in the process of decision-making is the absence of an efficient system of communication, there cannot be any delegation and decentralization of authority


12. Increases Productivity and Reduces Cost: Effective communication save time and effort. It increases productivity and reduces cost. Large-scale production involves a large number of people in the organization. Without communication, it may not be possible to work together in a group and achieve the benefits of large- scale production.

watch this video to get more understand of communication process and definition.