Formal and Informal Communication in Organizations
- You're a manager at a busy airline like Cathay Pacific.
- You need to announce a new safety protocol to your team.
- Should you send a detailed email or discuss it casually over coffee?
The choice between formal and informal communication depends on the situation, the message, and the desired outcome.
What is Communication?
Definition
Communication
Communication is the exchange of information between people or organizations.
It involves:
- Sender: The person or entity initiating the message.
- Message: The information being conveyed.
- Medium: The method used to transmit the message (e.g., email, meeting).
- Receiver: The person or group intended to receive the message.
- Feedback: The response from the receiver, confirming receipt and understanding.
In a business context, communication can occur internally (within the organization) or externally (with stakeholders like customers or suppliers).
Formal Communication: Structured and Official
- Formal communication follows predefined channels and is used for transmitting official information.
- It is often documented and follows a chain of command.
Characteristics of Formal Communication
- Structured: Follows a clear format or protocol.
- Documented: Often recorded for future reference.
- Hierarchical: Follows the organizational structure.
Methods of Formal Communication
- Reports: Detailed documents analyzing specific topics.
- Meetings: Structured gatherings to discuss and decide on issues.
- Official Emails: Professional correspondence for formal matters.
- Presentations: Visual and verbal communication to convey information.
A company's annual report is a formal communication tool used to inform stakeholders about financial performance.
Advantages
- Clarity: Structured formats reduce ambiguity.
- Accountability: Documentation provides a record of decisions.
- Consistency: Ensures uniformity in messaging.
