2.

6
COMMUNICATION
Presentation title 2

FORMAL & INFORMAL METHODS OF

COMMUNICATION
• The main difference between formal and
informal communication is that formal
communication uses defined channels for
the exchange of information, while
informal communication does not use
defined channels.
Presentation title 3

FORMAL
COMMUNICATION
This is a type of communication that follows
defined channels of communication.
Communication flows through an organization’s
developed hierarchical chain of command.
Employees have to follow these defined
communication channels to perform their duties.

The audience tends to be within the chain of

command in the business, and the purpose is
usually restricted to matters directly related to
the job role. The tone is usually serious and
professional.

Methods of formal communication include:

spoken, written and/or electronic.
ADVANTAGES OF FORMAL
METHODS OF
COMMUNICATION

• Formal communication are more credible and reliable than informal

communication because it comes from official channels or networks. (e.g. there is
usually a record of what has been communicated)
• Clear and formal communication helps employees to know exactly what their
roles and responsibilities are as well as the expectations. This adds clarity for
people and significantly helps to reduce ambiguities or misunderstandings
• Similarly, official methods of communication help to create an efficient flow of
information between managers and employees using clearly defined chains of
command
• Formal communication reduces the likelihood of people making mistakes and
errors because the message comes from an official authoritative source, so it is
usually easier to understand
•
 DISADVANTAGES OF
FORMAL METHODS OF
COMMUNICATION

• Formal communication can be slower than informal methods, especially in large

organizations with tall (vertical) hierarchial structures with many levels of
management (and hence long chains of command). This can cause delays to
decision making in the workplace.
• The need for formality, confidentiality and security of official information means
there are higher costs, such as expenditure on cybersecurity
• The inflexible communication processes can result in a lack of initiative or
creative ideas from employees
Presentation title 6

INFORMAL
COMMUNICATION
Informal communication is the method of communication
through unofficial channels of communication, such as
gossip or rumours in the workplace or discussions during
social events with colleagues. It happens casually and
organically, rather than through formal and pre-determined
methods.

Unlike formal channels, informal communication takes place

without any boundaries. E.g. an overhead conversation or
anonymous source of information.

Hence, it is often called ‘grapevine communication’

Examples include:
- Unscheduled conversations which are informal, even if
they occur on work premises and are related to work
matters
- Internet-based conversations between two or more
people in a non-official capacity
Presentation title
ADVANTAGES OF INFORMAL METHODS OF 7

COMMUNICATION
• Informal methods of communication are
less time consuming than official channels.
The absence of official chains of command
helps to improve the speed with which
communications take place
• Informal methods are less costly than
official methods of communication
• It can improve transparency in the worklace
as formal channels of communication can
be restrictive. This helps to improve
communication flows and prevent potential
problems or clashes between employees
• Grapevine communications, as they are
based on private and professional matters,
help to create positive relations in the
workplace. This can help to improve
employee morale and productivity
Presentation title 8
DISADVANTAGES OF INFORMAL METHODS OF
COMMUNICATION
• Second-hand information is not always
reliable nor accurate, especially if spread
through hearsay and gossip. This is because
such information is received from other
people’ not necessarily in an official capacity.
• There is no authorized or official records that
can be used to substantiate the information
shared through informal channels of
communication
• It can increase the risks associated with
miscommunication and misunderstandings as
employees may misinterpret information
communicated through unofficial channels
• It is harder to control as informal
conversations have no set rules or policies to
be followed. Hence, trying to control the
spread of information can become challenging
Presentation title 9

BARRIERS TO COMMUNICATION
• Barriers to communication refers to the
various factors that can prevent
information being transferred effectively
or accurately. These hurdles can also cause
messages to be misinterpreted or
misunderstood. The main barriers to entry
can be categorized as:
• Language barriers
• Cultural barriers
• Physical barriers
• Technological barriers
• Organizational barriers
• Psychological and perceptual barriers