Formal Communication vs Informal Communication

Communication plays an essential role in our lives, starting from the time primitive humans began transmitting messages through symbols. Those symbols evolved into ideograms, and these, becoming increasingly abstract according to culture, transformed into alphabets, forming the languages of peoples. Without communication, life in society would be impossible. At the organizational level, internal communication is of paramount importance as individuals exchange their ideas, opinions, and perceptions through communication.

Furthermore, communication can be oral/verbal or written. Oral communication involves everyday speech about different topics, while written communication includes activities such as writing a handwritten letter to communicate with someone, drafting a digital text document to convey a specific message to a particular audience, or sending written messages through instant messaging chats.

Sign language is also a part of communication where people use various signs and symbols to converse with others. Body language, eye contact, expressions, etc., are important aspects of communication. However, there are two significant types of communication that need to be distinguished: formal communication and informal communication.

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Formal Communication

Formal communication is defined as communication that reaches the information through appropriate channels or routes. It is also referred to as official communication. The main objective of this communication is to converse correctly and ensure that information has been conveyed accurately.

This communication is considered an effective mode of communication as it saves time through its systematic flow of communication. Examples of formal communication include reports, job descriptions, work commands, sales and inventory-related information, etc.

There are four types of formal communication: upward communication, downward communication, vertical communication, and horizontal communication. Conversation between superiors and subordinates falls under formal communication. Rules are given more importance than individuals, leading to low cordiality in the relationships between superiors and subordinates.

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Types of Formal Communication

Vertical Communication: This type of communication takes place at various organizational levels. In it, the message is transmitted from top-level executives to middle management and teams of collaborators.

Horizontal Communication: This type of communication occurs between peers within the same or different departments.

Diagonal Communication: This type of communication happens between subordinates working at different levels. For example, a graphic designer engaging in conversation with the sales manager.

Upward Communication: In this type of communication, information is transmitted from a lower level to a higher level, i.e., from subordinates to superiors. This type of communication boosts the morale of employees.

Downward Communication: In this type of communication, information is transferred from a higher level to a lower level, i.e., from superiors to subordinates. Downward communication is an effective form of communication.

Informal Communication

Informal communication is defined as a type of communication that does not utilize formal methods to communicate. People/subordinates do not follow rigid organizational rules. Individuals converse freely without constraints. At the organizational level, informal communication is a spontaneous form of communication where subordinates and superiors can freely converse, allowing for a sort of blurring of hierarchies, though not of roles.

There are no official rules, systems, or guidelines for communication. Speaking with a friend or family member is a common example of informal communication. One of the main advantages of informal communication is its high flexibility. There is no rigidity or formality that hinders communication. The disadvantage of this type of communication is that rumors or misinformation can spread rapidly.

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Types of Informal Communication Grapevine: In this type of communication, Person A passes information to Person B, and Person B passes it to Person C. This is how the grapevine moves in informal communication. Gossip Chain: In this type of communication, one person delivers information to several individuals. Those individuals then pass it on to several others. This is how the gossip chain works. Cluster Chain: A cluster chain operates when two or three people initiate a trend that is followed by others. Social networks are a common example of a cluster chain, where one person starts a trend/challenge and others follow suit.

Conclusion

In perspective, these are the significant types of formal and informal communication. To create a better environment and achieve the company's objectives, both types of communication are required. The morale of employees is elevated, and the organization also fulfills its goals. Both formal and informal communication go hand in hand. Therefore, for the smooth and efficient functioning of any company, it is necessary for both forms to coexist harmoniously, and members should be well trained to know when to communicate formally and when to maintain an informal and friendly tone.