How to improve formal and informal communication

Formal and informal communication are just as necessary in the company. The first refers to communication that takes place through official channels in the organisation. This type of communication takes place between managers or employees at the same level or between superiors and subordinates, and vice versa. It can be oral or written, but the complete record of such communication is kept within the organisation.

Informal communication is often used for communication at a personal level, but it also occurs in the work environment and within the workplace. It is usually done face-to-face or through a phone call or message. Compared to formal communication, it has no official recognition and is not supported by any specific communication principles in the organisation. However, it is said to be the best way to maintain the positive atmosphere and climate that makes everyone enjoy their time together in the company.

What is formal communication and how to improve it?

Formal communication is a system of communication based on officially designated channels and systems. In an organisational setting, formal communication is described as the sending and receiving of official documents, letters, memos, reports, policy or procedure manuals, among others.

This form of communication is supported by authoritative organisational structures and guidelines, which help to ensure that it is understood by everyone in the organisation. An example is confidential information, which is only intended for the recipient, and must be communicated in a formal communication environment.

The main advantages of formal communication include two:

• It is always supported by the written document or any other documentary evidence.
• In general, it has a strong influence on the organisational structure.

But, This way of communicating has its drawbacks, one of the main ones being that, should problems arise that need immediate solution, it requires too much bureaucracy, This translates into management time and delays in taking action.

Nevertheless, Formal communication can be improved, for example, by following these recommendations:

• Try to avoid excessive formalism that could lead to misinterpretation. Some people do not realise that their email communications, because of their brevity, may appear more serious or serious than originally intended. Finding ways to soften the wording by using kinder phrases and avoiding sarcasm altogether can make it easier for the recipient to understand the message.

• Review communications and ensure that their content is as it should be. In the case of business communications it is always worth taking the time to proofread the email before hitting the send button. It is not just a matter of checking spelling and grammar, nor is it just a matter of style. It is also about making sure that everything you want to express is contained in those lines, that the intended recipients are correct and that there are no paragraphs or sentences that could lead to misinterpretation. One of the most effective ways to prevent such errors is to read emails out loud before sending them.

• Note that, when written, it can serve as evidence. Just because an e-mail has been deleted does not mean that it no longer exists. With the increasing breadth and popularity of electronic discovery, the computer forensics industry has specialised in recovering negative information that computer users thought they had deleted.

• Do not use formal communications for anything other than purely formal purposes. It is not good practice to criticise someone in an email. If you have a disagreement with a subordinate employee or co-worker, it is better to use the phone, or even more convenient, to talk to that person face to face. Conversation is still the best form of communication, especially when emotions are involved. Email is useful when you need to break down complex arguments in writing for clarity, to facilitate the review of several people at the same time, or when talking (in person or on the phone) is not a viable alternative due to time pressure, to convince is better to talk in person.

• Ensure that formal communications have been received.. Requesting confirmation of receipt of any communication by email is an invaluable practice that conveys a sense of professionalism that is well worth your extra time.

• Routinely organise emails and time spent preparing and reading formal company communications.. Taking a few minutes out of the day to organise emails by subject, client, date or whatever works best for you, as a daily routine, saves time in the long run and helps increase work productivity.

These recommendations are simple and easy to put into practice, but they are following them helps to maintain the right tone in corporate communications, avoid legal liability, and increase productivity.

It is about objectives that are not only limited to one form of expression and should be considered in terms of both formal and informal communication.

What is informal communication and how can it be improved?

This type of communication is based on personal relationships with someone and, for the same reason, is free from all organisational formalities and corporate rules. Compared to formal communication, informal communication does not have a certain classification, therefore, for the same reason, it can take very different forms.

One of the main disadvantages of informal communication is that it is not supported by written documents and therefore, it is not usually possible to use as evidence or means of proof in case of need.

On the other hand, the main advantage of informal communication is its speed and agility, which boosts decision-making.

Formal and informal communication can be optimised and, if in previous lines we saw how to obtain results more in line with expectations in formal communication, this optimisation can be taken to the personal realm if:

• The sender of the message tries to be responsible in his task of communicating.
• The support of verified sources is sought in order to provide objective data, and not mere intuition or personal judgements.
• The aim is to provide the highest quality and most comprehensive information possible.
• The most appropriate channels and times to maintain communication are chosen.
• It communicates in line with business values such as honesty, respect and transparency.

What is the difference between formal and informal communication?

The main difference between formal and informal communication is that formal communication is always supported by predefined communication channels, while there are no established rules for informal communication.

In addition to this distinction, there are other distinctions, such as the times at which the two types of communication occur or the messages can be exchanged quickly and efficiently, and their feedback.

Both types of communication are essential for companies and their teams, and therefore care must be taken to ensure that optimal conditions are maintained so that in both cases the exchange of information is as effective as possible.