Formal and Informal Communication: A Guide to Effective Communication in Organizations, Schemes and Mind Maps of Professional Communication

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Organizational Structure •

• (^) The formal communication is of four types:
• (^) Upward or Bottom-up: The communication in which the flow of information goes from subordinate to superior authority.
• (^) Downward or Top-down: The communication in which the flow of information goes from superior to subordinate.
• (^) Horizontal or Lateral: The communication between two employees of different departments working at the same level.
• (^) Crosswise or Diagonal: The communication between the employees of two different departments working at different levels.

• (^) Definition of Informal Communication
• (^) The communication which does not follow any pre-defined channel for the transmission of information is known as informal communication.
• (^) This type of communication moves freely in all directions, and thus, it is very quick and rapid. In any organization, this type of communication is very natural as people interact with each other about their professional life, personal life, and other matter.
• (^) Example: Sharing of feelings, casual discussion, gossips, etc.

• (^) The informal communication is of four types:
• (^) Single Strand Chain: The communication in which one person tell something to another, who again says something to some other person and the process goes on.

• (^) Probability Chain: The communication happens when a person randomly chooses some persons to pass on the information which is of little interest but not important.

• (^) Gossip Chain: The communication starts when a person tells something to a group of people, and then they pass on the information to some more people and in this way the information is passed on to everyone.

• (^) Reliability: Formal communication is the more reliable form, as there is a paper trail. Compared to informal communication which has comparatively less reliability, and is very unlikely to have a paper trail.

• (^) Speed: Formal communication is slower, sometimes feeling unbearably slow due to bureaucracy. On the other hand, informal communication is very quick, often being instantaneous.

• (^) Information Flow: Information through formal communication is only through predefined channels, whereas information through informal communication moves freely.

• (^) Secrecy: Secrecy is maintained with formal communication, whereas informal communication makes it hard to maintain full secrecy due to its reliance on individuals.

Examples types of formal

• (^) 5 Tips on How To Communicate With Stakeholders Effectively
• (^) 1. Email and Newsletter
• (^) 2. Email Automation
• (^) 3. Online/Virtual Presentations
• (^) 4. Project Summary Report
• (^) 5. Group Video Call or ‘Screen to Screen’ Meetings

• (^) 1. Email and Newsletter
• (^) Email is one of the most popular tools to use for stakeholder communication. Why? It has a number of benefits such as immediate delivery of information, proof of sending, it makes it easier to manage communications with each stakeholder and you can also monitor engagement and open rates.
• (^) Try using a weekly digest to inform stakeholders of the top- level information from the week. This can include; budget updates, photos, news of the week, contact information, next steps, top-level project plans and more.