Advantages of Formal Communication
Formal communication is required for any organization because it provides a list of below advantages:
1. Smooth Communication System: Formal communication moves through pre-determined channel and therefore everyone is aware for where and how to send the message. So, it does not face any problem to flow.
2. Increase in Efficiency: Such Communication increase overall efficiency of the management as organizational rules and procedures are required to be followed always.
3. Permanent Record: All formal communication like letters, report & memos are kept permanently. So it is helpful in future decision making.
4. Discipline: This communication creates the discipline in the mind of employees in any organization.
5. Less Errors and Mistakes: It maintains all formalities of communication for which there is less chance of errors and mistakes.
6. Co-ordination of Work: Formal communication provides the scope of co-ordination among various functions and departments of an organization.
7. Reliability: Formal communication is more credible and more reliable for sending important issues like objectives, orders and directions etc.
Disadvantages of Formal Communication
In formal communication, there exists a set of rules and regulation which must be maintained. And for this, there are grown some disadvantages of Formal communication too. In spite of enjoying some advantages of formal communication, it suffers from the following limitations:
1. Authoritarian System: Formal communication states clear relationship between upper level management and lower level management. When there is a downward communication, there is an authoritarian tone to dominate lower level employees.
2. Inflexibility: It is a rigid form of communication as make up or change cannot be considered easily when required.
3. Costly: This sort of communication maintains all formalities of communication for which it involves more cost.
4. Wastage of Time: Formal communication process passes through various stages or levels of an organization and therefore requires more time to reach to its destination. This is ultimately wastage of time.
5. Delay in Decision Making: Everyone has to maintain specific framework of communication in case of formal communication. Therefore management requires more time which delays decision making process.
6. Lack of Initiative: In such communication there is no option to select any other system which is the best one compared to the prescribed system. As a result creative ideas are ignored here.
7. Lack of Cordiality: In formal communication, established rules are strictly observed. More emphasis is given to the formalities rather than human side; As a result, there is no scope to develop cordial relationship between the sender and receiver.