Forms and Channels of Communication: Formal/Informal, Upward/Downward, Grapevine Questions

Question 1

Define formal communication.

Accepted Answer

Formal communication is official communication that follows the organisational hierarchy and prescribed channels.

Question 2

Define informal communication.

Accepted Answer

Informal communication is unofficial communication based on personal and social relationships in the organisation.

Question 3

What is downward communication?

Accepted Answer

Downward communication flows from higher level to lower level and includes orders and instructions.

Question 4

What is upward communication?

Accepted Answer

Upward communication flows from subordinates to superiors and includes reports and feedback.

Question 5

What is grapevine?

Accepted Answer

Grapevine is an informal network of communication through which messages spread quickly.

Question 6

State one advantage of written communication.

Accepted Answer

Written communication provides a permanent record and accountability.

Question 7

Differentiate between formal and informal communication (any three points).

Accepted Answer

Formal communication uses official channels, is more reliable and usually has record. Informal communication uses social channels, is faster and has no official record. Formal is easier to control; informal is difficult to control.

Question 8

Explain downward communication and its uses (any three points).

Accepted Answer

Downward communication flows from superiors to subordinates. It is used to give instructions, explain policies and assign duties. It also provides feedback on performance and helps control activities.

Question 9

Explain upward communication and its importance.

Accepted Answer

Upward communication carries reports, suggestions and grievances from employees to management. It provides feedback, improves participation and helps managers know problems at lower levels. It reduces misunderstandings and improves morale.

Question 10

Differentiate between horizontal and diagonal communication.

Accepted Answer

Horizontal communication is between persons/departments at the same level for coordination. Diagonal communication cuts across levels and departments (e.g., officer to manager in another department) to speed up coordination and reduce delays.

Question 11

Write any three merits and three demerits of grapevine.

Accepted Answer

Merits: fast, flexible, fills information gaps. Demerits: spreads rumours, distorts facts, difficult to control and may create fear/conflict.

Question 12

How does selecting correct channel improve communication? (any three points).

Accepted Answer

Correct channel ensures right speed and clarity, provides record when needed, and allows feedback when required. It matches message complexity and confidentiality, reducing misunderstanding and delays.

Question 13

Explain formal and informal communication with differences.

Accepted Answer

Formal communication is official communication that follows the organisation’s structure and rules. It flows through approved channels like circulars, reports, official emails and meeting minutes. It provides accountability and record, but may be slower due to hierarchy.

Informal communication is unofficial communication that arises from social relations among employees. It is fast and flexible, builds relationships and helps quick sharing, but can spread rumours and may not be reliable.

Differences (key points):
- Path: Formal uses official route; informal uses social route.
- Speed: Formal is usually slower; informal is usually faster.
- Record: Formal often has record; informal has no official record.
- Control: Formal is easier to control; informal is difficult to control.

Both forms exist in organisations; good management uses formal channels and keeps grapevine under check by timely information.

Question 14

Explain directional communication (upward, downward, horizontal and diagonal).

Accepted Answer

Directional communication refers to the direction in which messages flow inside an organisation.

1) Downward communication: flows from superiors to subordinates. It includes orders, instructions, policies and performance feedback. It helps control and direction.

2) Upward communication: flows from subordinates to superiors. It includes reports, suggestions, complaints and feedback. It supports participation and helps management understand ground realities.

3) Horizontal communication: flows between people/departments at the same level. It is used for coordination, problem solving and teamwork.

4) Diagonal communication: flows across different levels and departments (e.g., sales executive to finance manager). It speeds up coordination.

Balanced upward and downward communication improves efficiency and reduces conflicts.

Question 15

Explain grapevine communication: patterns, merits, demerits and control.

Accepted Answer

Grapevine is an informal network of communication that spreads information quickly within an organisation. It often becomes active when formal information is delayed or incomplete.

Patterns of grapevine:
- Single strand chain
- Gossip chain
- Probability chain
- Cluster chain (most common)

Merits:
- very fast and flexible
- fills information gaps
- helps management sense employee reactions

Demerits:
- may spread rumours and distort facts
- can create confusion and fear
- difficult to control

Management should not ignore grapevine. Best control is to provide timely accurate information through formal channels and clarify rumours quickly.

Forms and Channels of Communication: Formal/Informal, Upward/Downward, Grapevine

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