Benefits-Drawbacks

What Is Downward Communication ?

It is just opposite of upward communication (where message flows from lower to top level of management). Downward communication is a type of communication process in which information, messages, orders and instructions are flow or transmitted vertically down from top management to bottom by following proper chain of command (From top management to middle level management to lower level management to subordinates) in the organization. This communication is helpful in maintaining better chain of command and discipline in the company.

Benefits Or Advantages Of Downward Communication

The main advantages of downward communication can be highlighted as follows:

1. Easy To Assign Duties And Responsibilities

In downward communication, instructions and messages directly comes from the top authority which is helpful to assign jobs and delegate authority and responsibility to different levels of management.

2. Maintenance Of Better Discipline

Another advantage of downward communication is that it follows strict chain of command in the workstation and all members should follow the instructions and orders received from top management. So, it helps to maintain proper discipline in the organization.

3. Increased Efficiency

Subordinates get clear instructions, suggestions and guidance from higher management. It helps to increase efficiency and performance at work which helps to achieve organizational goals effectively.

4. Avoids By-passing

As we know that upward communication system suffers from the problem of by-passing of hierarchy due to the lack of proper chain of command. But downward communication minimizes this risk because there is formal chain of command in the organization.

5. Effective Process

Management can clearly explain organizational goals, policies and procedures more clearly through downward communication. Instructions and orders can be issued more effectively than other forms of communication methods. Therefore, it is more effective process of communication while comparing to others.

Drawbacks Or Disadvantages Of Downward Communication

The main disadvantages of downward communication can be described as follows:

1. It Lacks Flexibility

Downward communication is a one way process in which information flows from top to bottom only. Employees cannot give suggestions and share their ideas with upper level managers. Therefore, this process lacks flexibility.

2. Time Consuming Process

Another drawback of downward communication is that it is time consuming process. Information, messages, orders and instructions pass through different levels of management before reaching to the subordinates. Therefore, operational activities may be hampered because of the delay in transmission of information. 

        Also Read: 

Advantages And Disadvantages Of Horizontal Communication

Advantages And Disadvantages Of Upward Communication

3. Low Morale And Motivation

Because of its directive nature, it discourages employee participation and dos not allow them to provide suggestions and views to the management. It may create frustration, decrease motivation and morale of the subordinates.

Pros And Cons Of Downward Communication In Short

Pros:

- It ensures proper delegation of authority, responsibilities and assignment of jobs

- It improves efficiency and boosts employee performance

- It discourages by-passing of hierarchy in the organization

- It gives clear explanation of plans and procedures of the company

- Management can monitor and control employees' activities

- Better discipline can be maintained because of better supervision and control.

Cons:

- It is a time consuming process

- It does not promote subordinate participation in the decision making process

- There is a chance of employee frustration, decreased morale and motivation

- There is no flexibility in this process of communication

- It lacks employees enthusiasm

- There may be a possibility of distortion of message because of long transmission process

What Is Upward Communication ?

It is a type of communication in  which information or message flows vertically from lower level subordinates to upper level management. Upward communication encourages lower level employees to provide suggestions and ideas so the top management can make proper plan and sound decisions. It is most commonly used in modern organizations because it overcomes the limitations of traditional  communication system.

Benefits Or Advantages Of Upward Communication

The main advantages of upward communication process can be described as follows:

1. Better Relations Between Superiors And Subordinates

In upward communication, subordinates are allowed to share their feeling, problems and opinions with superiors. It helps to build trust and sense of harmony between management and employees . So, this communication process helps to make good superior subordinate relations in the organization.

2. High Employee Morale

Another advantages of upward communication is that it helps to increase motivation and morale of subordinates because it encourages the subordinates to give suggestions and views to the management. It  promotes employee participation which makes them feel valued. Therefore, it improves motivation , morale and job satisfaction.

3. Better Decision Making

Top level management get important data and information from lower level management and subordinates through this communication process. So, it helps the management to make sound and perfect decisions.

4. Formulation Of Plans And Policies

As we know that top management collects useful data, information, suggestions and ideas from lower level management and subordinates through upward communication. These information are very helpful to develop future plans and policies of the company.

5. Better Working Environment

Because of two way communication and employee participation and better superior subordinate relation, it creates better working environment in the organization. Good working environment increases efficiency and performance of the employees which helps to increase productivity as well as profitability of the organization.

Drawbacks Or Disadvantages Of Upward Communication

Some of the notable disadvantages of upward communication process can be described as follows:

1. Possibility Of Manipulation Of Data

Subordinates may manipulate data and provide edited information to hide their mistakes. In this situation top management get wrong information which may lead to wrong decisions.

2. Discouragement

Sometimes subordinates may not get positive response from their superiors. It may discourage them and they may loss confidence.

Some autocratic or traditional types of leaders do not want to take suggestions and ideas from their subordinates. In this situation, employees may not want to communicate with their managers because of the fear of negative reaction.

        Also Read: 

Advantages And Disadvantages Of Downward Communication

Advantages And Disadvantages Of Horizontal Communication

4. Difficult To Maintain Discipline

Another disadvantage of upward communication is that it is very difficult to maintain better supervision and discipline. Because of the open communication, more freedom to subordinates and friendly behavior of managers, it may be difficult to maintain proper chain of command and discipline in the organization.

5. Slow Movement

In this communication system, information flows slowly from lower level to upper level of management. Therefore, it may not be suitable for the top management to make quick decisions at the time of emergency.

Pros And Cons Of Upward Communication In Short

Pros:

- It provides valuable information and suggestions to the management.

- It helps to make good management-subordinate relationship

- It is useful for the development of plans and policies

- It increases employees' motivation and morale

- It helps to create good working environment

- It facilitates sound decision making

- It promotes sense of cooperation and harmony in the workstation

Cons:

- There is very slow movement of information

- Subordinates may manipulate the actual data and provide false information to the management

- There may be a lack of proper discipline in the organization

- Managers may neglect subordinates' suggestions and opinions

- Employees may hesitate to communicate with their bosses because of the fear of negative response

- Subordinates may by-pass their immediate superiors

 What Is Committee Organization ?

An association of people which is formed to perform specific task or to make certain decision is called committee. It is very helpful to solve complex problems in the organization. It is a task force that brings highly qualified people together to achieve specific objective.

Benefits Or Advantages Of Committee Organization

The main advantages of committee can be pointed out as follows:

1. Encourages Specialization 

Committee is an association of highly qualified individuals having different skills, knowledge and abilities which is formed to perform specific function in the organization. Because of diversified knowledge and abilities, it brings specialization in the workstation. Specialization helps to simplify complex tasks and also helps to achieve better result.

2. Ensures Sound Decisions

Because of the participative management, ideas and suggestions of each member is considered while making decisions. Decisions are made after long discussion and by analyzing each and every possible alternatives. Therefore, it ensures better decision making and helps to select the most appropriate solution. 

3. Better Communication And Coordination

Another benefit of committee organization is that it helps to establish better communication between the members which promotes cooperation, coordination and sense of team-spirit in the workplace.

4. Exchange Of Idea

In committee, members or employees can share their knowledge and ideas to others as well as can get information and knowledge from others. So, employees can learn and enhance their skills.

5. Increased Motivation

Because of the participative decision making, learning and career development opportunity, committee organization helps to increase motivation and morale of the members.

6. Opportunity For Development

Committee helps to learn new skills, improve communication and also help to improve decision making power. So, it provides a platform for executive development. 

Drawbacks Or Disadvantages Of Committee Organization

The main disadvantages of committee can be pointed out as follows:

1. Waste Of Cost And Time

It requires adequate time and effort to form committee structure. It requires a lot of money for conducting meeting, for travelling and to hire specialist manpower. Therefore, committees are not suitable for small companies.

2. Difficult To Maintain Secrecy

Another drawback of committee organization is that it lacks secrecy and privacy. This structure is consist of several members of different background. So, it becomes difficult to maintain secrecy of internal matters.

       Also Read: 

Advantages And Disadvantages Of Matrix Organization

Advantages And Disadvantages Of Line Organization

Advantages And Disadvantages Of Functional Organization

3. Accountability And Responsibility Problem

In committee structure, all decisions are taken by the group collectively. So, individual member of the group is not accountable and no one wants to take responsibility for the mistakes.

4. Conflict And Misunderstanding

As we know that committee organization is an association of different people from different background, so there remains a chance of misunderstanding and conflict among the members.

5. Chance Of Domination

Some aggressive members in the committee may try to dominate the entire group. It may create conflict and may disturb the working environment.

Pros:

- It encourages specialization which helps to find better solution by simplifying the problem

- Better decisions can be made because of participative decision making process

- It improves the motivation and morale of employees

- Knowledge and ideas can be shared among the members

- Provides platform for executive development

- It ensures better communication and builds sense of team-spirit in the organization

Cons:

- It is costly and time consuming structure

- Whole organization may be dominated by few individuals

- Decision making process is very long which is not suitable for emergency situation

- Due to the lack of privacy and secrecy, internal matters of the organization may be leaked

- There is a possibility of misunderstanding and conflict between the members in the committee

 What Is Matrix Organizational Structure ?

Matrix structure is practiced by large sized organizations to perform different projects. It is consist of dual authority (functional and project management), in which subordinates are responsible for both project and functional managers. It is highly specialized and advanced organizational structure practiced by modern large companies.

Benefits Or Advantages Of Matrix Organization

The main advantages of matrix organizational structure can be pointed out as follows:

1. Optimum Utilization Of Resources

One of the main advantages of matrix organization is that it ensures maximum utilization of resources. Available manpower , equipment and machinery are shared properly among different divisions, projects and functional departments. Therefore, it helps to improve the performance and output by using limited resources.

2. Collaboration And Teamwork

Employees and specialists from different functional areas are brought together to improve the performance. This structure combines functional and project management which helps to make collaboration between different projects and departments. It also promotes the sense of team spirit in the workplace.

3. Improves Employee Motivation

Matrix organization promotes specialization, provides opportunity to gain knowledge and develop new skills to the subordinates. It helps to increase motivation, morale and job satisfaction.

4. Less Burden To The Management

This organizational structure follows democratic leadership and decentralization. Project managers and functional managers have the authority to manage and monitor operational activities and to make decisions. So, top level management gets sufficient time to deal with other issues in the organizations.

5. Better Communication

Matrix structures allows the flow of information and open communication between different divisions and projects. Better communication between employees and departments helps to avoid misunderstandings and also helpful in solving problems.

6. Flexibility 

It is more flexible and dynamic than other types of organizations. Employees and other resources can be deployed as per the requirement and changes can be made to cope with the changing environment.

7. Suitable For

This organizational structure is suitable for large sized companies which work for multiple projects and construction works.

Drawbacks Or Disadvantages Of Matrix Organization

The main disadvantages of matrix organizational structure can be pointed out as follows: 

1. Complex Structure

It is the most complex form of organization. Because of dual authority and various functional divisions and projects, it is difficult to understand, manage and to control.

2. Poor Chain Of Command

Because of multiple authority, staffs are responsible for both project and functional management. They have to obey the instructions of two managers. It may result in poor chain of command in the organization.

        Also Read: 

Advantages And Disadvantages Of Committee Organization

Advantages And Disadvantages Of Line Organization

Advantages And Disadvantages Of Line And Staff Organization

3. Costlier Structure

Matrix structure is costlier than other traditional types of organizations. It requires more expenses and resources due to multiple authorities, more paper work and higher remuneration for specialists and experts. Therefore, it is not suitable for small organizations.

4. Confusion And Conflict

If the roles and responsibilities are not defined properly, it may create confusion and misunderstanding between two managers. There is also a chance of conflict between different teams in the workplace.

Project works are performed by the collective efforts of the team. So, it is difficult to measure the performance and efficiency of individual employee.

6. Slow Decision Making

Prompt decision making is not possible in matrix organization. Instructions and suggestions of both authorities, specialists and team members are required to take any decision. So, the decision making process is longer than other types of structures.

Pros:

- It encourages effective use of limited resources in the workstation 

- It promotes coordination and teamwork

- It provides learning opportunity to the employees

- It practices specialization, democratic leadership and specialization

- It is flexible and dynamic in nature

- It minimizes the workload of top level management

- It establishes better communication system in the organization

Cons:

- It is complex and costly structure

- It is not suitable for small sized organization having limited resources and limited operations

- It ignores the rule of unity of command

- It suffers from slow decision making process

- Individual performance cannot be measured

- There is a possibility of confusion, misunderstanding and conflict between the authorities and teams.

What Is Cluster Sampling ?

Benefits Or Advantages Of Cluster Sampling

The main benefit of cluster sampling is that it requires less time and effort than other methods of sampling. It consumes fewer resources (limited number of clusters), and fewer costs ( travelling expenses, listing expenses ,administrative expenses etc.). It can be conducted quickly in less time than random and stratified sampling.

2. Suitability

This sampling is suitable for large population and wider geographical area because sample size can be increased as per the requirement. It is applicable for market research and to collect data and information from different institutions.

3. Most Feasible Method Of Sampling

Another advantage of cluster sampling is that it is more feasible than random sampling because each and every individual within a cluster represents the entire population because the population is carefully divided into homogeneous groups.

4. Larger Data

Cluster sampling provides large data to the researcher because of large population group.

5. Easy Implementation Of Data

Data and information collected from cluster sampling can be implemented easily and quickly.

Drawbacks Or Disadvantages Of Cluster Sampling

The main disadvantages of cluster sampling can be highlighted as follows:

1. Complex Method

It is more complicated than random sampling because it requires proper plan and attention to choose clusters from large population.

2. Less Accuracy

It may lack statistical accuracy in case of biased samples, over-representation or under-representation of data, and carelessness of the researcher.

      

       Also Read:

Advantages And Disadvantages Of Random Sampling

Advantages Of Sampling Method

Disadvantages Of Sampling Method

3. Possibility Of Sampling Error

Limited clusters are selected from very large population and from wider geographical area. It increases the chance of high sampling error.

4. Not Suitable

It is not suitable for small group of population. Another disadvantage of this method is that findings obtained from one population does not apply on other similar groups from other population. 

Pros And Cons Of Cluster Sampling In Short

Pros:

- It consumes fewer resources such as time, expenses and effort

- This method is more feasible than other sampling approaches

- It is appropriate for large population group and wider geographical area

- Large data sample can be obtained

Cons:

- There is a high chance of sampling error

-  It is complex than other sampling methods

- It is not appropriate in case of small population

- It may lack accuracy

Benefits Or Advantages Of Planning

The main advantages of planning can be expressed as follows:

2. Planning Ensures Proper Utilization Of Available Resources

Optimum utilization of resources is another advantage of planning. To obtain predetermined goals, all resources (human resources, physical resources and financial resources) should be properly utilized. Planning promotes better utilization of resource which helps to achieve desired output.

3. It Reduces Uncertainty

Planning is futuristic in nature. It is done on the basis of past results and future prediction. Efficient management can make better plan by eliminating past mistakes and predicting possible future events wisely. So, it helps to lower the risk of uncertainty in the future.

4. It Helps To Maintain Coordination And Control

As we know that all the efforts are directed towards the attainment of specific goals.  So, available resources are properly applied in a coordinated manner. All the activities are done according to the plan. So, it makes proper coordination, discipline and control in the organization.

5. It Improves Employee Motivation

Employee motivation is another notable benefit of better planning. It sets clear goals and objectives that should be obtained in the future and employs human resources (workers) as per their skills and ability. which promotes specialization and division of work. So, it increases employees motivation in the organization.

6. Planning Minimizes Costs

Minimization of unnecessary cost is another notable advantage of planning. Because of better utilization of resources, effective control and coordination, efficiency and performance can be increased. It leads to increase in the production which decreases the cost of production. It also minimizes the wastage and idle time in the workplace. So, it brings economy by minimizing operational costs,

7. Helps To  Improve Organizational Effectiveness

Maximum utilization of resources, improved motivation , better control and cost minimization increases organizational effectiveness. 

8. Planning Avoids Duplication

All the activities are clearly defined and assigned to the concern unit, department, section or employees properly that helps to avoid duplication and overlapping. 

Drawbacks Or Disadvantages Of Planning

The main constraints or disadvantages of planning can be expressed as follows:

1. Planning Is Costly And Time Consuming 

Planning process consumes money , adequate time and effort. It takes time to collect past data and information. Experts services (with high salary and allowance) is required to analyze obtained data , to predict future situation and to compare different alternatives. So, it is complex, expensive and costly process.

2. It May Lack Accuracy

Planning depends on the historical data and future forecast. Because of the lack of correct data and uncertainty of future trend, it may lack accuracy and not give desired output or goals. So, lack of accuracy is one of the main disadvantages of planning.

3. Not Suitable For Emergencies And Crisis

Prompt decision and quick action is required at the time of emergency and crisis. But planning is a time taking process. So, it is not useful for such situations.

4. It Is Influenced By External Factors

As we know that planning is dependent on future predictions and future is not certain. Changes in technology, changing government rules and regulations, change in market situation, natural calamities etc. may affect planning function.

5. Planning Is A Rigid Process

It is another disadvantage of planning that employees are forced to do their jobs as per the predetermined plan and policy of the organization. It may discourage freedom and creativity. There is less opportunity for personal development and growth. So, it is rigid and inflexible process.

Pros And Cons Of Planning In Short

Pros:

- It helps to achieve the goals and the objectives of the firms.

- It promotes optimum use of resources in the organization

- Proper planning helps to reduce risks and uncertainties

- It helps to minimize the operational costs

- It facilitates better coordination and control in the workplace

- It helps to increase motivation and employee satisfaction

Cons:

- It may become inaccurate because of the lack of reliable data and information

- It is costly, time consuming and rigid process

- Because of the lengthy decision making process, it is not suitable in the emergency situation

- It may discourage the creativity of the employees

- It lacks flexibility