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Formal and informal methods of communication - Coggle Diagram
Formal and informal methods of communication
Communication plays an important role in the lives of many people, and it plays a vital role in organisations.
Through communication, people express and exchange their views, thoughts and ideas, all of which can support the business’s objectives.
Internal communication involves transfer of information inside the business between people.
External communication is between the business and external groups such as suppliers, customers or potential employees.
Formal communication
. Formal communication flows through an organisation’s developed hierarchical chain of command.
The audience for formal communication 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.
Spoken communication:
Telephone communication. This is for communicating simple messages and receiving immediate feedback
Meetings. These could be board meetings, shareholder meetings or meetings between different departments or within a department
Presentations. These allow for communication of new ideas, projects or requirements of starting something new.
Interviews. This method involves a small number of people and is used to recruit new staff.
Written communication
Written communication is used when detailed information is exchanged, either internally within the departments or the business, or externally with suppliers or customers.
Business letters. These might include letters to government offices or letters arranging meetings with officials.
Reports. Weekly or monthly reports within the business may provide information about sales targets achieved or low sales.
Electronic communication
Email. This has become one of the most common methods of communication.
Websites. These are used to communicate mainly with external stakeholders. Data can be collected, market research can be carried out, products can be sold
Social media. Businesses advertise through Facebook, Instagram, Twitter and other platforms.
Text messages. Businesses send text messages to new and existing customers informing them about launches of new products or services.
Intranets. An intranet is similar to the internet, except that it is a private network used for the sharing of information and internal communication within a business.
Informal communication
Informal communication flows freely in an organisation, without defined channels. It can take place between any employees within the organisation and is usually faster than formal communication.
Single strand chain: One employee says something to another employee, who in turns says it to another forming a chain. And so the process goes on.
Probability chain: One employee transfers information to a random person, who transfers the same information to another random person.
Cluster chain: A group of people gather to discuss matters of mutual interest. This is a slow communication process.
Gossip chain: An employee says something to a group of employees, who then go ahead and spread it to another group of employees.
Differences between formal and informal methods of communication
The main difference between formal and informal communication is that formal communication can be more time consuming
Formal communication is confidential and documented as it is designed by senior managers.
Formal communication aims to achieve business goals and objectives whereas informal communication aims to achieve personal interests and needs.
The type of communication used will depend on the information being communicated, and positions of the people between whom the information is being communicated.