Workshop

Topic :- Formal and

Informal Business
Communication
Submitted to Prof. –
Manmeet Kaur
Submitted By – Neha
B.B.A – Sem-1
Submitted date – 25 Sep
2024
 Formal Communication Informal Communication

1. A set of commands is followed in formal

1. Informal Communication can move freely in
communication.
all directions.

2. Formal communication is time consuming.

2. It costs less time for Informal communication.

3. A high level of secrecy is maintained in formal

communication. 3. It’s not guaranteed in informal communication.

4. Formal communication is designed at the 4. Informal Communication occurs naturally.

organizational level.

5. Formal communication is also known as official

5. Informal communication is also known as
communication.
grapevine communication.

6. slang words are never used in formal

communication. 6. They can be used in informal communication.

7. Formal communication has a long chain 7. Informal communication is very simple due to its
command short chain command.

8. Generally, documentation happens is formal

8. No documentation happens in informal
communication.
communication.

9. Example of formal communication are business 9. Example of informal communication are face to
letters, reports, orders, etc. face communication, telephone conversations, etc.

10. Informal communication is intended to meet

10. The main motive of formal communication
personal interests and needs.
is to fulfill organizational objectives

11. Documentary evidence is always available in 11. There are no supporting documents available in
formal communication informal communication.
Formal Communication:-
A set of commands is followed in formal communication.
Structure
Formal communication follows a top-down structure, with information flowing from leaders
to lower-level employees.
Channels
Formal communication uses official channels, such as emails, memos, business letters,
presentations, reports, and meetings.
Rules
Formal communication follows a code of conduct that includes specific formats, language
conventions, and professional etiquette.
Purpose
Formal communication helps establish a clear hierarchy, accountability, and transparency.

Informal Communication:-
Informal Communication can move freely in all directions.
No predefined channels: Informal communication doesn't follow any set channels or routes.
Free movement: Information flows freely without regard to authority or level.
Multifaceted: Informal communication can be verbal, written, spoken, or non-verbal.
Natural: Informal communication is a natural form of conversation that arises from social
interactions.
Quick: Informal communication is faster than formal communication.
No written record: Informal communication doesn't leave a written record.
Grapevine: Informal communication is often called the "grapevine" in organizations.
Can be effective: Informal communication can help build healthy relationships and save time
and money for the company.

Formal Communication:-
Formal communication is time consuming.
Preparation and planning: Formal communication channels like meetings, presentations, and
written reports can involve extensive preparation and planning.
Approval processes: Formal communication can involve lengthy approval processes.
Drafting and reviewing: The process of drafting, reviewing, and approving formal
communications can be lengthy.
Informal Communication:-
It costs less time for Informal communication.
Speed
Informal communication is often quicker than formal communication because it allows for
immediate sharing of information. This is especially important in fast-paced environments
where quick decision-making is needed.
Flow
Informal communication can flow freely across an organization without being restricted by
predefined channels.
Examples
Informal communication can include chats between team members, hallway conversations, or
private journals.

Formal Communication:-
A high level of secrecy is maintained in formal communication.
Designated channels: Formal communication is restricted to specific channels, so information
only reaches the intended audience.
Predefined obligations: Formal communication is regulated by predefined obligations for
employees.
Documentary evidence: Formal communication is documented, which can be used as evidence.
Organizational level: Formal communication is designed at the organizational level to fulfill
organizational objectives.
Confidential information: Formal communication is useful for communicating confidential
information that can't be shared with everyone.

Informal Communication:-
It’s not guaranteed in informal communication.
Accuracy
Informal communication can be inaccurate and lead to misinformation. Rumors and gossip can
get distorted as they spread, which can damage relationships and morale.
Reliability
Informal communication is not reliable because it's often undocumented and there's no official
record of information being passed.
Secrecy
Informal communication is not secure and it's not possible to maintain secrecy.
Rules and policies
Informal communication doesn't have rules or policies that are created or obeyed.
Documentary evidence
There is no documentary evidence for informal communication.

Formal Communication:-
Formal communication is designed at the organizational level.
Defined channels
Formal communication uses pre-defined channels, protocols, and hierarchies to ensure that
information is transmitted effectively.
Hierarchy
Formal communication follows a hierarchical structure, typically top-down, from leaders to
lower-level employees.
Goal-oriented
Formal communication is goal-oriented and focuses on conveying official information, making
decisions, or discussing work-related matters.
Professional tone
Formal communication is characterized by its professional tone, specific language, and
adherence to established formats.
Examples
Examples of formal communication include memos, emails, business letters, reports,
presentations, and meetings.
Benefits
Formal communication helps establish a clear hierarchy and team accountability, and ensures
smooth information flow. It can also help you make smarter and faster decisions.

Informal Communication:-
Informal Communication occurs naturally.

Spontaneous
Informal communication happens without prior planning and can start between friends or
colleagues.
Casual
Informal communication is relaxed and friendly, and doesn't follow strict protocols.
Unstructured
Informal communication can move flexibly between topics and doesn't have a set structure or
format.
Bi-directional
Informal communication allows for two-way interactions, where anyone can share their
thoughts and opinions.
Spreads through word of mouth
Informal communication spreads through interpersonal interactions, gossip, and rumor mills.

Formal Communication:-
Formal communication is also known as official communication.
Channels
Formal communication takes place through official channels, such as emails, memos, business
letters, reports, presentations, and meetings.
Code of conduct
Formal communication follows a code of conduct that includes specific formats, language
conventions, and professional etiquette.
Objective
The main objective of formal communication is to ensure that information is conveyed
accurately and correctly.

Informal Communication:-
Informal communication is also known as grapevine communication.

Definition
Grapevine communication is an informal, unofficial way of sharing information within an
organization, often through word of mouth. It's a type of informal communication that can take
the form of rumors, gossip, or false statements.

How it works
Grapevine communication can spread quickly and without boundaries, forming a network of
people across different departments in an organization. It can be based on social interactions
between employees, such as a lunch conversation about a senior's attitude.
Benefits and drawbacks
Grapevine communication can be both beneficial and detrimental to a company. It can provide
valuable insights and foster employee connections. However, grapevine messages are often
unreliable and potentially inaccurate because they're based on rumors, hearsay, and gossip.
Prevalence
The American Management Association estimates that 70% of all organizational
communication comes through the grapevine.

Formal Communication:-
Slang words are never used in formal communication.
Credibility: Slang can make writing sound less credible and informal.
Misunderstanding: Slang terms can be misinterpreted or misunderstood by readers, especially
those who use English as a second language or are of a different age.
Lack of respect: Using slang in written communications can make the reader think less
seriously of the business. For example, using slang in a business plan presented to an investor
could damage the business's reputation and reduce the chances of funding.

Informal Communication:-
They can be used in informal communication.
Verbal communication
Casual conversations, phone calls, video chats, and instant messaging are all examples of
informal communication.
Nonverbal communication
Body language, facial expressions, and gestures are all examples of nonverbal communication,
which is a type of informal communication.
Social media
Internal social media platforms and groups can be used for informal communication.
Events
Team lunches, happy hours, and other social events are examples of informal communication.
Email
Personal email exchanges can be a form of informal communication.
Idioms and phrases
Informal communication can include idioms and phrases from movies, TV shows, web series,
and informal blogs.

Formal Communication:-
Formal communication has a long chain command
Structure
Formal communication is a structured channel of information that flows through a chain-like
structure, from leaders and senior staff to lower-level employees.
Purpose
Formal communication is a systematic and timely exchange of official information that
conforms to the rules and policies of the organization.
Benefits
Formal communication promotes consistency, accountability, and transparency.
Drawbacks
Formal communication can be time-consuming, complex, and distant. It can also slow
communication and decision making, and prevent employees from making certain decisions.

Informal Communication:-
Informal communication is very simple due to its short chain command.
No clear chain of command
Informal communication doesn't have a specific structure or follow a formal chain of
command. It can flow in all directions, regardless of authority levels.
Casual and spontaneous
Informal communication is casual and spontaneous, and can include friendly language.
Multidimensional
Informal communication is multidimensional and can flow freely within an organization.
Quick
Informal communication is often quick and can move faster than formal communication.
Relational
Informal communication is more relational than formal communication and can help build
relationships.
Natural
Informal communication is a natural form of communication that can help employees be
themselves.
Can be effective
Informal communication can be effective in the workplace, helping employees discuss work-
related issues and build healthy relationships.
Can be problematic
Informal communication can also spread rumors and gossip that can damage relationships and
morale

Formal Communication:-
Generally, documentation happens is formal communication.
Definition
Formal communication is a structured, official way of exchanging information in an
organization. It's often written and documented, and can include memos, reports, letters, and
presentations.
Purpose
Formal communication is used to provide clear, accurate, and consistent information. It's
intended to prevent misunderstandings and can be referenced if needed.
Examples
Formal communication can include official memos, reports, meetings, emails, and
documentation.
Tips
To improve formal communication, you can avoid contractions, use official titles, and use
company or professional jargon

Informal Communication:-
No documentation happens in informal communication.
Miscommunication
Without a formal record, it can be difficult to verify claims or understand directives.
Misinterpretation
Informal communication can be prone to misinterpretation because it lacks structured protocols
and professional language.
Rumors and misinformation
Informal communication can spread rumors or misinformation, which can lead to confusion
and misunderstandings.
Lack of accountability
It can be difficult to trace or address issues or conflicts that arise in informal communication.
Inconsistent information
Informal communication can result in inconsistent or contradictory information being shared.

Formal Communication:-
Example of formal communication are business letters, reports, orders, etc.

Memos
A written message sent to a large group of people within an organization or department. Memos
are often used to describe how employees should implement organizational changes.
Activity reports
A formal document that subordinates send to management teams to describe their activities.
Letters of recommendation
A letter written on behalf of a professional to verify their qualifications and work ethic.
Technical business reports
A report that assesses the level of technology in an organization, including the time and money
needed to undergo a change.
Standing committee reports
A detailed analysis submitted by a committee appointed for a specific reason, such as financial
assessment, employee assessment, or departmental assessment.

Informal Communication:-
Example of informal communication are face to face communication,
telephone conversations, etc.
Face-to-face communication
A type of informal communication that can include casual chats, water cooler conversations,
and team-building activities.
Telephone conversations
An example of informal communication that can include introducing yourself, giving
information, or asking for a message.
Other examples of informal communication include:
Instant messaging, Email conversations, Text messages, Social media platforms, Online
forums, and Nonverbal communication.

Formal Communication:-
The main motive of formal communication is to fulfill organizational
objectives
Clarity
Formal communication ensures that the intended message is clear and accurate for the
recipient.
Transparency
Formal communication helps ensure that everyone is aware of the organization's goals, vision,
and mission.
Credibility
Formal communication helps maintain a professional tone and convey credibility to external
stakeholders.
Hierarchy
Formal communication helps establish a hierarchical structure within the organization, which
can help prevent confusion and misunderstandings.
Legal compliance
Formal communication can support claims with a written record to ensure legal compliance.
Decision-making
Formal communication can play a crucial role in business decision-making by providing
accurate data through the right channels.

Informal Communication:-
Informal communication is intended to meet personal interests and needs.
Purpose
Informal communication is a way to share information, ideas, and emotions in a casual,
spontaneous, and flexible way. It's often driven by social connections, building relationships,
and sharing personal experiences.
Examples
Informal communication can occur in many settings, such as coffee breaks, lunch discussions,
or social gatherings. It can also be used in the workplace to bridge gaps between departments
and create a sense of belonging.
Characteristics
Informal communication is characterized by its casual tone, everyday language, and nonverbal
cues. It's often faster than formal communication, and it doesn't have the same built-in delays.
Informal conversations are rarely recorded, while formal communications often result in
memos, documents, and reports.

Formal Communication:-
Documentary evidence is always available in formal communication
Maintains a clear context of privacy
Informal Communication:-
There are no supporting documents available in informal communication.
There are no supporting documents available for informal communication, which can make it
difficult to refer back to information or decisions.

References:-
1. www.google.com
2. www.youtube.com
3. www.Wikipedia.com
4. Meta AI
5. Online Research