Advantages of Formal Communication
Formal communication occurs when information flows by following the officially prescribed rules and regulations. It is regarded as the officially recognized channel of communication. Most of the communication in organizations is done formally. Organizations can enjoy the following advantages from formal communication:
Increasing attention: Formal communication follows prescribed rules and regulations. In this communication, sender transmits the message consciously. The receiver also receives the message and conveys his response to the sender with due care. In this way, formal communication increases attention of both sender and receiver.
Use as reference: Formal communication is the officially recognized communication channel. Therefore, the messages of formal communication are kept for permanent record and can be used as reference if needed in future.
Reliability: Since formal communication follows officially recognized rules & regulations, its messages are more reliable and dependable.
Free from distortion: Formal communication occurs in conformity with the established rules and regulations. Hence, there is little chance of distorting and imitating the message.
Maintaining discipline: Formal communication helps to maintain discipline-in the organization. This pattern of communication follows the authority structure of the organization. Therefore, discipline can he maintained easily.
Ease of coordination: Coordination is a basic management function. Successful completion of organizational activities largely depends on coordinated efforts. Formal communication makes the job of coordination easy.
Ease of delegating authority: Formal communication follows the formal structure of the organization. Therefore, it helps the superiors to delegate authority to their subordinates.
Easy to understood: The rules and regulations of formal communication are clearly – depicted in the organization. This provides necessary guidance about how, when, with whom and where to communicate.
Increasing company’s goodwill: Communication with external parties through various formal channels like annual report, press conference, news release etc. helps to create better relationship and to increase company’s goodwill.
Form the above discussion we can conclude that success of an organization primarily depends on formal communication. If formal communication is not given due importance, an organization is unlikely to succeed.