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Introduction
Communication is exchanging information, ideas and thoughts between two people. Effective communication skills are essential because they allow us to express ourselves clearly.
Formal communication is the organized and intentional exchange of information within a business or professional environment. In contrast, informal communication is the relaxed and spontaneous sharing of information during social or personal interactions.
Formal and informal communication are the two different types of communication. Understanding the differences between these types of communication is crucial because it impacts how we express ourselves and how others perceive us.
This article will discuss the differences between formal and informal communication.
Formal Communication
Formal communication is the type of communication that refers to the official, structured, and controlled way of transmitting information within an organization or between individuals or entities. While communicating formally, one must follow established protocols, rules, and channels, and the language used is often professional and standardized. These rules ensure that communication is effective and clear. It follows a hierarchical structure in which information passes from one level to another.
Some examples of formal communication include business emails, reports, presentations, etc.
Informal Communication
Informal communication (also called grapevine communication) is the type of communication that refers to the casual, unofficial, and spontaneous exchange of information between individuals or within an organization. This type of communication flows freely without any pre-defined rules or paths. This type of communication within an organisation is usually verbal. It is characterized by its relaxed tone, lack of structured protocols, and absence of strict rules or predefined channels.
Informal communication is unofficial and less reliable than formal communication.
Some examples of informal communication include gossip, rumours, texting, etc.
Formal Communication Vs Informal Communication
The following table shows the differences between Formal Communication and Informal Communication:
Based on
Formal Communication
Informal Communication
Path of communication
Formal communication occurs through pre-defined paths, such as vertically or horizontally.
Informal communication does not occur through any pre-defined paths.
Purpose
Formal communication delivers official information.
Informal communication is used for social interaction.
Reliability and Accuracy
It is more reliable and accurate.
It is less reliable and might be less accurate than formal communication.
Speed
It is slow, as the messages have to follow fixed paths.
It is faster than formal communication.
Slang words
It does not use slang words.
It uses slang words.
Documentation
It has supporting documentary evidence.
There is no supporting documentation.
Form of communication
Usually written.
Usually verbal.
Confidentiality
Formal communication ensures the confidentiality of information.
Informal communication may not ensure confidentiality.
Examples
Reports, Orders, and Business emails.
Gossip, Rumours, and Texting.
Types of Formal Communication
The following are types of formal communication:
Vertical
Vertical communication occurs between people at adjacent levels in an organisation. It can be upward, where information flows from the lower level of authority to the upper level, or downward, where information flows from the upper level of authority to the lower level.
For example, When an employee submits a report to the manager, it is upward communication, whereas when the manager gives feedback to the employee, it is a downward communication.
Horizontal
Horizontal communication occurs between people at the same level in an organisation.
For example, communication between two employees of different departments is a form of formal horizontal communication.
Diagonal
Diagonal communication occurs between people at different levels but not in a direct hierarchical relationship.
For example, when a salesperson communicates directly with the Sales manager, skipping any intermediate person, it is diagonal communication.
Types of Informal Communication
The following are types of informal communication:
Single Chain
In this type of communication, messages travel from one person to another linearly.
For example, person A says something to person B, and person B says it to person C.
Gossip Chain
In a gossip chain, messages travel from one person to another, with each person adding their perspective. As a result, the information becomes distorted and inaccurate.
For example, A rumour travels through a communication network through a gossip chain.
Cluster Chain
In a cluster chain, messages travel between individuals with common interests or goals. Each person in the cluster is connected to multiple other people, allowing the information to be shared more widely and accurately within the group.
For example, a book club is an example of a cluster chain, where members share opinions on books.
Probability Chain
In a probability chain, the primary source of the message selects random people in his communication network and forwards the message to those people. These people may repeat this process in their own network.
For example, A person may share job openings with their friends, who he thinks would be a good fit for the role based on their skills. This creates a probability chain based on the probability of relevance of the information to the next person in the chain.
Frequently Asked Questions
Can informal communication be used in a professional setting?
Yes, We can use informal communication professionally to build relationships and create a positive work culture. We should use it cautiously, though, as it could result in misunderstandings.
What are the disadvantages of formal communication?
Disadvantages of formal communication can include rigidity and slow response time.
How can one determine whether to use formal or informal communication in a particular situation?
It depends on several factors, including the message's nature, setting, etc. Formal communication is generally better for business-related matters, while informal communication is better for social and private issues.
Can we use formal and informal communication together?
Typically, organizational communication includes a blend of formal and informal channels.
Why is formal communication time-consuming?
Formal communication can be time-consuming due to the numerous steps involved in completing the communication process.
Conclusion
This article discussed the "Difference between Formal and Informal Communication". Most organisations use formal and informal communication in appropriate situations for overall growth.
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