Formal Communication – Importance and meaning Share ✕ Updated on: 25th Apr 2024 5 mins read HR Glossary HR Software Definition of Formal Communication Formal communication is when two or more people share official information with one another via an official communication channel while following a set of rules. It is usually done mostly through writing. Learning how to formally communicate can help you collaborate better with employees and higher management alike. HR professionals must have an idea of how to use every form of formal speech. When you have a complete understanding of this concept, you will eventually get good at it. So, let’s explore: What is Formal Communication? Importance of Formal Communication in Organizations Types of Formal Communication Difference Between Formal and Informal Communication Advantages and Disadvantages of Formal Communication What is Formal Communication? Formal communication is when people in the same organization, working at different departments or levels, communicate and share vital information formally. Simply put, every working individual in the firm only talks to each other through a specific channel that is decided by the management. Plus, working individuals are also bound to follow some specific rules while collaborating. Importance of Formal Communication in Organizations Formal communication is significant for several reasons. Some of the reasons are as follows: Removes Miscommunication: Through formal communication, you can make sure all information is shared clearly with zero errors. As a result, you can cut down misunderstandings across the workplace. Promotes Professionalism: Formal communication also promotes professionalism at every level, which can be a definite benefit while dealing with clients or hiring new people. Facilities Transparency: It can also aid you in avoiding any potential confusion, making every individual more accountable as well as transparent. Enhances Decision-Making: You can also gain reliable data as well as knowledge through formal communication. This, in turn, can help you make smarter as well as faster decisions along the way. Enables Clear Documentation: Formal communication usually involves a formal record of the conversation. This can make your workforce more open and help you stay compliant in the long run. Helps in Crisis Times: In an emergency, it will help you share information promptly with everyone and make sure that the right decisions are made for everyone’s safety. Types of Formal Communication Look at some common types of formal communication you just be aware of: Downward Communication: When the information moves from the top of the organization structure to the employees who work at the lower level. This type of formal communication typically states a variety of rules that are shared with everyone orally or in writing. Upward Communication: You may already understand it by the name. It is the opposite of what we discussed in the earlier pointer. In this type of formal communication, information is shared from employees to the higher management. Horizontal Communication: This is a little different. In this type of communication, two individuals working at the same level but in different roles collaborate with one another formally. Some companies also term this lateral communication. The best example of this formal communication is the communication between two managers. Diagonal Communication: When employees from different departments and levels formally communicate, it comes under diagonal communication. You can also call this crosswise communication. For example, employees connect with managers from other departments, be it finance or HR. Difference Between Formal and Informal Communication Here are some ways formal and informal communication differ from one another: FORMAL COMMUNICATIONINFORMAL COMMUNICATIONIt is official, defined, and well-organizedIt is casual, unplanned, and not officialIt has a specific channel and some rules that must be followedNo communication channel or rulesUse of professional language and toneUse of normal language and slangIt focuses on important tasks and company goalsIt focuses on casual talks and celebrationIt is recorded for future referenceIt is not recordedIt is used to share official and vital information, policies, or decisions.It is used to make relations and share personal experiencesIt happens in formal setups like meetingsIt happens in informal setups like coffee intervalsIt needs permissions/approvals before sharing with othersIt doesn’t need permissions/approvalsIt is a rigid & hierarchicalIt is casualExamples: emails, presentations, and reportsExamples: Chats and casual discussions Advantages and Disadvantages of Formal Communication Now, let’s know some of the top advantages as well as disadvantages of formal communication: Advantages It makes sure error-free, transparent, and prompt information sharing. It promotes professionalism, improving the reputation of a company in front of its external stakeholders It sets an effective hierarchical system, thereby avoiding confusion It enables record management, thereby making sure of compliance It offers relevant data, thereby making decision-making processes faster Disadvantages It involves many individuals. This, in turn, complicates the flow of information, thereby wasting a lot of time for everyone It is not good for casual meetings where people need to respond quickly and make decisions on the spot They stop the free flow of information because workers are afraid to question the information they get through official routes. Sometimes working individuals feel disconnected as they lack personal touch and empathy. That’s all about formal communications! Now that you know everything about formal communication and the importance of having a formal channel of communication, it is high time for you to try HROne. HROne– one of the top-notch HR software in India, that makes communication and collaboration at every level seamless and keeps things documented, the formal way.
