Face-to-face Informal Situation N Communicating in Informal Situation

B Face to Face Communication

What is Face to Face Communication? Characteristics

MEANING OF FACE-TO-FACE CONVERSATION

Conversation means the informal discussion among the people. When one person discusses his views, opinion to another person and exchanges their views in the presence of both then it is called face to face conversation. It also includes the face-to-face discussion on a particular issue. In this method, both the information receiver and sender can exchange their views freely and fairly.

 

So, face-to-face conversation is an informal discussion through spoken language and words on a particular issue among the people to exchange their views freely and fairly weighs each other.

What is Face to Face Communication, What is Face to Face Conversation; Face to face communication is an important medium of oral communication. Everyday people exchange their ideas and opinions through Face to face communication whenever they get chance. It is a widely used technique of oral but informal communication. Definition of face to face communication, Meaning of face to face communication, Face to face communication definition below here-

 

Face to Face Communication

So, “when a small group of people or only two persons involve them in informal talking when they come to face to face, it is called face to face Communication.”

In other word, “when two or more persons talk to each other and see each other physically, it can be termed as face to face Communication. It is one kind of two-way oral communication as both the parties are involved here in conversation.” Business Communication

Hence, all the informal talks that place when people come to face to face are considered as face to face conversations. However, telephone conversation cannot be termed as face to face conversation, though it is an oral communication.

But the presidents of two countries greeting each other with a smile and shaking hands warmly are engaged in face to face conversation, though their communication is not oral due to lack of uniqueness in language.

What is face-to-face conversation? Advantages and disadvantages

Characteristics of Face to Face Communication

Face to face communication is an informal oral communication technique. It has some unique characteristics that are not found in other communication methods. The important characteristics of face- to- face conversation are discussed below-

§  Straight Communication: The important feature of Face to face communication is that it is very much direct or straight. The parties involved in Face to face communication exchange message directly without using any media. No other communication technique is as direct as it is.

§  Informal: Face to face communication is very informal. Under this method the sender and the receiver exchange message freely and openly. No formalities are maintained here.

§  Mutual Relation: Face to face communication depends on the mutual relationship between the sender and receiver of the message. Nobody can interfere in such type of communication.

§  No Cost Communication: Face to face communication is a no cost communication in nature as it does not require any instrumental arrangements.

§  Widely Used: In most of the cases, communication takes place in the form of face to face conversation. Because of its inherent nature, it is widely used in every sphere of life.

§  Word of Mouth Effect: Another important characteristic of Face to face communication is that it produces huge word of mouth effect. It helps to spread the negative and positive news about anything of the message.

§  No Legal Base: Face to face communication or communication does not have any legal acceptability as it is not written. Face to face communication is almost like invisible communication.

§  Spread of Rumor: Face to face communication often helps to spread rumor that may create negative image of the organization.

§  Effect of Facial Expression: Another important characteristic of Face to face communication or communication is that here the facial expression of the sender and the receiver has immense effect of the entire communication or conversation process.

§  Instant Feedback: An important nature of face to face communication is that it produces instant and quick feedback.

 

Advantages of face-to-face conversation:

In modern society, with the rapid development of technology, people have more choices ways to communicate each other such as face-to-face, letters, emails or telephones. However, I believe that face-to-face communication is much better than other types of communication, such as a letter, email or telephone calls. The advantages of face-to-face communication are described as below:

 

1.     Responses immediately: When people communicate each other in person, they can get a response immediately without misunderstanding. During the conversation, people can not only hear a response from others, also see how they are feeling; people can guest what will take place next, how the conversation is about, which is very important to have a successful talk.

2.     Express of feelings: Using face-to-face communication helps people express their feelings, ideas much better. Instead of using words only when people choose letters, emails or phone for communication, people can use eye contact, verbal language in order to show their opinions. Scientists show that more than seventy percent people use body or verbal language in communicating; thus, it’s very important for people use actions to express views.

3.     Suitable for respect: Face-to-face communication enjoys yet another distracts advantage, the message being communicated also gets the assistance of facial expressions and gestures.

4.     Suitable for discussion: Face-to-face communication is particularly suitable for discussion, for there is immediate feedback from the listener. Face-to-face communication provides the speaker with a much better opportunity for adjustment. A twist of the lips, a frown on the forehead, a contraction of the facial muscles point out that the message is not welcomed, then changes of tone or sympathetically looking is to be needed. These adjustments are possible only in face-to-face communication.

5.     Conversation to learn: We learn a great deal via conversation, including conversations with ourselves. We learn highly valuable life lessons.

6.     Conversation to coordinate: Coordinating our action in ways that are mutually beneficial. Anytime we negotiate one favor for another, we use conversation to reach an agreement to transact.

7.     Collaborate: Coordination of action assumes relatively clear goals, but many times social interaction involves the negotiation of goals. Conversation is a requisite for agreeing on goals, as well as for agreeing upon and coordinating our actions.

C Informal Communication:

Meaning, Characteristics, Advantages and Limitations

This communication is based on informal relations (like friendship, membership of the same club, the same place of birth, workplace, etc.) and, therefore, is free from all the organisational formalities.

Informal communication is casual communication between coworkers in the workplace. It is unofficial in nature and is based in the informal, social relationships that are formed in a workplace outside of the normal hierarchy of business structure. That is why informal business communication can take place between the CEO and an hourly worker. This type of communication is important in the workplace as it can help with employee morale and can encourage the feeling of belonging for the employees as well as a client or customer.

 

The exchange of informal messages usually takes place on the occasion of community meals, social occasions, parties, etc. On such occasions, the superiors gather such information from their subordinates as may be difficult to get through formal communication. Such communication includes comments, suggestions, etc.

Under this, communication takes place through gesticulation, moving of head, smiling and by remaining quiet. For example, a superior wants to complain against his subordinate to his higher officer and at the same time he is afraid of giving it in writing. This can be conveyed to the higher officer through informal communication, say during the course of a conversation.

 

Informal communication is also called grapevine communication because there is no definite channel of communication. Under it some information passes through many individuals and covers a long distance making its origin obscure. This is exactly like a grapevine where it is difficult to find the beginning and the end.

‘Informal Communication’ is the communication among the people of an organisation not on the basis of formal relationship in the organisational structure but on the basis of informal relations and understanding.

It may overlap routes, levels or positions. Informal communication creates a situation where the different workers communicate with each other, work side by side, hour after hour and day after day irrespective of their formal positions and relationships.

 

It is referred to as the ‘grapevine’ which indicates informal means of circulating information or gossip. It is direct, spontaneous and flexible. It is personal, unofficial, and mostly verbal.

The term ‘Grapevine Communication’ originated during the American Civil War (1861- 1865). During the period the communication of intelligence information through telegraph was not effective and reliable because the telegraph system was unorganised. Telegraph lines were strung in a haphazard way through the trees like a real grapevine.

 

The messages received or sent through these lines were often incorrect and confusing. Rumors were rampant during the civil war. Thus any rumor, whatever might be the source, was presumed to be originated from the unarranged telegraph lines or grapevine. Later, in course of time, grapevine communication has become synonymous with informal communication.

 

Examples of Informal or Grapevine Communication:

1.     The manager calls an employee to his chamber and talks with him for sometimes relating to official work. Rumor is spread that the employee will be promoted to higher position ignoring the promotion of other employees.

 

2. The employees of a company have come to know the profit figure for the year from the accounts department. Somebody among the employees within the company puts some imagination to it and tells others that the company is going to offer bonus to the employees on the basis of profit earned.

3. Due to delay in supply and shortage of raw materials the work in a factory has been stopped for a few days. The workers made it a rumor that the management authority is going to retrench a large number of employees soon.

The informal communication is a part and parcel of the organisational process. Proper analysis and suitable clarification of informal communication will be helpful in making its use towards organisational efficiency.

 

Purpose of Informal or Grapevine Communication:

The purpose of informal communication includes sharing of information, establishing personal contacts, making friendship, influencing and motivating others, resolving conflicts, supplementing official channels, getting relaxation, searching escape from monotony of work, etc.

 

Channels Used in Informal or Grapevine Communication:

Informal Communication is conveyed through verbal and gestural means in all directions with the help of the following media:

i. Personal conversation and gossip;

ii. Unofficial discussion;

iii. Spontaneous advice and suggestion;

iv. Facial expression;

v. Body movement;

vi. Silence, etc.

 

Types of Grapevine Communication:

Since grapevine works through informal channels, it does not follow any scheduled path or operate by specific rules. Like a grapevine it spreads fast in any direction.

Specialists in the field have classified grapevine communication into four types:

1. Single Strand Chain.

2. Gossip Chain,

3. Probability Chain,

4. Cluster Chain.

1. Single Strand Chain:

In this type of grapevine communication the information passes through a number of persons like a chain. A tells something to B, who tells it to C, who tells it to D and so on.

It is generally a long chain. The longer the chain the greater is the possibility of distortion of the information.

2. Gossip Chain:

In Gossip Chain one person actively conveys information to other persons around him. A circle or wheel-like figure is formed in this communication.

Here, in this picture. A is at the centre and transmits messages to ‘B’, ‘C\ ‘D\ ‘E\ ‘F, ‘G’, and ‘H’ around him/her.

Gossip Chain is generally used when information to be communicated is non-job oriented in nature.

 

3. Probability Chain:

It is a random process in which information may move from one person to any other person or persons according to law of probability. Naturally, in this type of communication, some people of the organisation will be informed and some others will remain outside the arena of the communication.

Here, in the illustration, E, F, G and K are outside the communication chain. This chain is used when information is interesting but less important.

 

4. Cluster Chain:

Cluster chain is mostly used and the dominant pattern of grapevine communication. In this type one person tells something to some selected trust worthy persons. Some of these persons may inform a few selected other individuals. Here in the picture, A tells some selected and trustworthy persons, B, C and D. C again relays it to his selected persons, G, H and I. D tells J, a person of his choice. E and F remain outside The cluster.

Importance of Informal or Grapevine Communication:

Informal or Grapevine communication is an indispensable part of entire communication system. Formal communication is compared to arteries of a living being, whereas, grapevine or informal communication are like veins. The later is a supplement to the former. Where formal communication fails to operate, grapevine or informal communication is used.

 

Some­times, grapevine communication is more effective than the formal communication. In fact, it carries more information than formal communication. Not only is a large volume of information, important and vital information also conveyed through it.

 

In an organisation small groups of people work together. It is quite natural that they will become interested about each other and want to know various information regarding each other’s service condition, salary, facilities available, appointment, retirement, transfer, punishment, etc.

They will also be interested to know any private, secret and confidential information which includes any romantic affair, family disputes, marriage, birth of a child, examination results of their children, special treatment or favour by boss to any member and so on.

 

The employees generally exchange their views with their peers openly during lunch break or at an interval and get emotional relief from monotony and stress. Thus, the informal or grapevine communication promotes social relationship among the participants. It helps to build up unity, integrity and solidarity among them and boosts up their morale.

 

Grapevine or informal communication is faster than the formal communication. Being oral in nature, it has little or no cost and can reach maximum number of people irrespective of their positions within a very short time.

Since there is no official procedure and formalities it is not binding and compelling, rather it is flexible and spontaneous. The managers can get feedback from their subordinates quickly on the plan and policies through grapevine. New ideas, suggestions, opinions may come out as people can express their feelings without fear.

 

Characteristics

Informal or grapevine communication has the following characteristics:

(1) Formation through Social Relations:

This communication is born out of social relations who mean that it is beyond the restrictions of the organisation. No superior-subordinate relationship figures therein. A more sociable superior can gather much information through this channel.

(2) Two types of Information:

Through this communication, information about the work and the individual can be collected.

(3) Uncertain Path:

Since it is beyond the restrictions of the organisation, it follows no definite channel. Like a grapevine, it moves in a zigzag manner.

 

 

(4) Possibility of Rumors and Distortion:

Responsibility for the true or false nature of communication does not lie on any individual and, therefore, not much attention is paid to its meaning while communicating. Consequently, the rumours keep floating.

(5) Quick Relay:

Informal communication makes news spread like wildfire. Not only this, people start adding something of their own which sometimes changes the real meaning of the communication.

 

Advantages

The informal channel of communication has the following advantages:

(1) Fast and Effective Communication:

Under this communication, the messages move fast and their effect is equally great on the people.

(2) Free Environment:

Informal communication is done in a free environment. Free environment means that there is no pressure of any office-big or small. The reactions of the employees can easily be collected.

(3) Better Human Relations:

Informal communication saves the employees from tension. Freedom from tension helps the establishment of better human relations. This also affects the formal communication.

(4) Easy Solution of the Difficult Problems:

There are many problems which cannot be solved with the help of formal communication. There is more freedom in informal communication which helps the solution of difficult problems.

(5) Satisfying the Social Needs of the Workers:

Everybody wants good relations with the high officers at the place of his work. Such relations give satisfaction to the employees and they feel proud. But this can be possible only with the help of the informal communication.

 

Limitations

The defects or limitations of the informal communication are as under:

(1) Unsystematic Communication:

This communication is absolutely unsystematic and it is not necessary that information reaches the person concerned.

(2) Unreliable Information:

Most of the information received through this communication is undependable and no important decision can be taken on its basis.