Difference Between Formal And Informal Communication

Both formal and informal communication is crucial for any business. Both are important and effective in their usage and application. Formal communication refers to the communication carried out through official channels in the organization. Such communication usually happens between managers or employees or superiors and subordinates. It may be oral or written, but the entire record of such communication is kept within the organization.

Informal communication is usually used for communication on a personal level, although it also occurs in the workplace and within the workplace. It is usually done face-to-face or through a phone call or message. Compared to formal communication, it has no official recognition and is not supported by specific organisational communication principles. However, it is said that it is the best way to maintain a positive atmosphere. The article discusses formal and informal communication and the differences between them.

Difference Between Formal And Informal Communication

What Is Formal Communication?  

Formal communication is a communication system that is based on officially designated channels and systems. In an organizational environment, formal communication is described as the sending and receiving of official documents, letters, memorandums, reports, and policy or procedure manuals, among others. The main characteristics of formal communication are-

• Involves pre-established protocols: This indicates that the communication must go through specific channels according to the hierarchical levels of the company.
• It can be oral or written: While some agreements only need simple conversations, others must be done in writing, such as documents or memos.
• Relationships are formal: This formality usually occurs in companies where relationships between employees are severe and formal since the company establishes them in advance.

This form of communication is supported by authoritative organizational structures and guidelines, which help ensure that everyone understands it. An example is sensitive information intended only for the recipient and must be communicated formally.

Two main advantages of formal communication are:

• A written document or any other documentary evidence always supports it.
• In general, it has a significant influence on the organizational structure.

How to Improve Formal Communication

You can improve your formal communication by following these recommendations:

• Try to avoid excessive formality that can lead to misinterpretation. Finding ways to soften your wording by using more polite phrases and avoiding sarcasm can make your message easier for the recipient to understand.
• Proofread your communications and ensure the content is what it should be. One of the most effective ways to prevent such errors is to read your emails out loud before sending them.
• Keep in mind that when written down, it can serve as evidence.
• Don't use formal communications for purposes other than purely formal, such as criticizing someone in an email or disagreeing out loud on emails.
• Ensure that formal communications have been received. It conveys a sense of professionalism that is well worth your extra time.
• Routinely organize emails and the time spent preparing and reading formal company communication.

What Is Informal Communication?

This type of communication is based on personal relationships with someone and, for the same reason, is free from all kinds of organizational formalities and corporate rules. Compared to formal communication, informal communication does not have a specific classification. Therefore, for the same reason, it can take very different forms.

Characteristics of informal communication 

• It is reliable: It has much more reliable information than the management level. However, rumours can arise with false information.
• It does not demand accountability: The exchange of messages in this type of communication is free of responsibilities before the high executive levels and the company’s authority.
• It has less control: The managerial level of the company does not manage this communication process. This is because the employees are in charge of directing and controlling information communication.

However, one of the main disadvantages of informal communication is that written documents do not support it; therefore, it is not usually possible to use it as evidence or proof in case of need. An example of informal communication at work is when an employee interacts with another employee in a casual and impromptu way. They can talk about a cricket match, their Friday plans, or even share their vacation plans.

The main advantage of informal communication is its speed and agility, which drive decision-making.

How to Improve Informal Communication

• Avoid subjective interpretations, personal opinions or careless manners.
• Aim for a certain homogenization in the communication style.
• Use informal discussions to supplement official decisions and reports.
• Select the right time and channel. Choose an appropriate time for discussions (e.g., during breaks or informal meetings).

Balancing Formal and Informal Communication in Office Settings

Balancing formal and informal communications is the secret to a highly productive workplace. If you struggle to understand when to use each format, look up the company's official communication policies. Formal communication strategies are usually well-documented by HR and team leaders. They'll contain approved channels, timelines, processes, and standards.

**As a general rule, if something is strictly work-related, requires other people to know about it, and is confidential, it should go through the formal channel.

The key difference between formal and informal communication channels is mindset. Use informal communication when taking a break or quickly catching up with a coworker. But remember not to overuse informal channels or act on information you can't verify. By observing when and how others use formal and informal communication, you can learn to balance them.

Conclusion 

The difference between formal and informal communication is usually quite broad; however, its existence is necessary within the company. The formal one is much stricter, must follow some protocols, and is limited to assigned activities. On the other hand, the informal one is spontaneous; it must not follow any protocol and occurs due to the need for communication.