Effective communication is essential for fostering collaboration, efficiency, and success in the business environment. However, not all forms of communication are equal. Our professional contacts are shaped by two main communication styles: formal and informal. Each has a distinct function, such as upholding professionalism and producing a paper trail or encouraging open Communication Skills and teamwork.
Registering in a Communication Skills Training Course can help you master these styles and better understand the different Types of Communication Skills needed in the workplace. Understanding the difference between formal and informal communication techniques will enable you to communicate effectively in various work environments and deliver the appropriate message. Let’s analyse how formal and informal communication different from each other in this blog.
Table of Contents
- What is Formal Communication?
- What is Informal Communication?
- Key Differences Between Formal and Informal Communication
- Conclusion
What is Formal Communication?
Formal communication is the official, structured means of sharing information in a work environment. It adheres to accepted guidelines, procedures, and customs and is frequently recorded for record-keeping. Meetings, reports, presentations, official emails, and other forms of professional documentation frequently involve formal communication. It is distinguished by its use of succinct, simple language and by its emphasis on professionalism and clarity.
Examples of Formal Communication:
- Business emails
- Official reports and memos
- Presentations and briefings
- Company meetings and conferences
- Legal documents and contracts
Why It Matters
Formal communication is crucial for maintaining professionalism, guaranteeing clarity, and preventing misunderstandings. It is especially crucial when speaking with clients, stakeholders, and upper management because these situations call for a formal tone. Another benefit of formal communication is creating a paper trail, which is essential for accountability and future reference.
What is Informal Communication?
Conversely, informal communication is more laid back and informal. It does not have set steps to follow or guidelines and is usually impromptu. Social communication is mainly spoken between persons with or without close working relationships or friends. It can be face-to-face, via a telephone call, a text chat, or similar. As compared to formal communication, informal communication is more relaxed, thus interjecting personalised interpersonal communication and flexibility.
Examples of Informal Communication:
- Casual conversations with colleagues
- Instant messaging or chat
- Social media interactions
- Informal meetings or catch-ups
- Phone calls or quick verbal updates
Why It Matters
Informal communication is essential for establishing rapport, encouraging teamwork, and establishing a more laid back and welcoming work atmosphere. It promotes open communication and the development of relationships between team members at all levels by assisting in the removal of barriers. Informal communication can facilitate quick idea sharing and decision making.
Key Differences Between Formal and Informal Communication
Both formal and informal communication have a place in the workplace but they are not the same in a few important ways:
Structure and Protocol
- Formal Communication: This kind of communication adheres to a set protocol and structure. A hierarchy or chain of command typically decides whom to communicate with and how to deliver the message. A manager might, for instance, follow a set agenda while communicating with their employee via official emails or planned meetings.
- Informal Communication: Informal communication is devoid of a set protocol or organisation. It is fluid and frequently comes about on its own. Colleagues don’t have to worry about protocol or rank when chatting in the break room or sending a fast instant message. Corporate policies are more adaptable and less restrictive in this kind of communication.
Tone and Language
- Formal Communication: Professional, courteous, and objective tones are typical in formal communication. The language is straightforward, concise, and devoid of slang or colloquial terms. The aim is to deliver accurate and courteous information accurately. Use polite email salutations such as Dear Sir or Madam “I would like to inform you” or “Please find attached.”
- Informal Communication: Informal communication has a friendlier, more laid-back tone. The conversational language may include slang, acronyms, and colloquial terms. Informal communication enables emotional expressiveness and a more personal touch. An informal message to a coworker could begin, for instance, with “Hey,” “Hi there,” or “Just wanted to let you know.”
Purpose and Intent
- Formal Communication: The main goals of formal communication include requests, updates, and the sharing of official information. It is frequently used to make official announcements or transmit important information that must be recorded. The goal is to ensure responsibility, clarity, and adherence to organisational policies.
- Informal Communication: The goals of informal communication include frequent relationship-building, encouraging teamwork, and providing brief updates. It is employed in relaxed conversations and idea-sharing meetings when the flow of ideas takes precedence over formal organisation. The goal is to provide a transparent, welcoming workplace where team members are at ease voicing their ideas.
Documentation and Record-Keeping
- Formal Communication: It is distinguished by the fact that it is frequently recorded for future use. It is documented and preserved, and examples include emails, reports, minutes from meetings, and contracts. Maintaining records, guaranteeing openness, and assisting with decision-making processes all depend on this paperwork.
- Informal Communication: It is uncommon to document informal conversation. Generally, chat messages, spontaneous talks, or conversations in the hallway are not recorded. This lack of documentation can be advantageous and disadvantageous because it promotes spontaneity but also raises questions about accountability and clarity.
Channels of Communication
- Formal Communication: Formal communication typically uses official, designated routes. Some examples of these channels are emails, official meetings, notes, reports, and workplace intranets. The audience and the message’s nature determine which channel is best.
- Informal Communication: There is a wider variety and flexibility of channels available for informal communication. It can involve in-person discussions, social media, instant messaging apps, and even informal phone calls. Convenience and rapport between the communicators are frequently taken into consideration while selecting a channel.
Impact on Workplace Culture
- Formal Communication: Formal communication facilitates keeping things professional and organised inside the organisation. It creates boundaries between power and responsibility, guaranteeing that crucial messages are communicated truthfully and competently. On the other hand, an excessive focus on formal communication can occasionally result in a strict, hierarchical setting.
- Informal Communication: Informal communication fosters an inclusive, laid-back, and transparent work environment. Employees are encouraged to interact more effectively, communicate openly, and share ideas. While unofficial communication can improve team chemistry, professionalism and clarity must be ensured by maintaining a balance with formal Communication Skills.
Conclusion
Both formal and informal communication skills are important in the job and are two sides of the same coin. Formal communication guarantees professionalism, clarity, and record keeping, informal communication, on the other hand, stimulates creativity, rapport-building, and improved teamwork. Gaining proficiency in both communication styles with the courses offered by The Knowledge Academy will enable you to succeed both personally and professionally.
