Formal Communication - What Is The Meaning Of Formal Communication And Its Importance | HRMantra HR Software

Formal Communication - What Is The Meaning Of Formal Communication And Its Importance | HRMantra HR Software

5-6 minutes

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 communicate on a formal level can help you collaborate better with employees and the higher levels of management alike. Therefore, an HR professional 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 become good at it.

So, let''s proceed:

• 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 refers to the act of people within the same organization, working at different departments or at different levels, communicating and sharing information in a formal manner.

In more straightforward words, every working individual in the firm only gets to talk with each other through a particular channel that is decided by the management. Plus, working people are also bound to follow some specific rules while collaborating.

Some of the major reasons for formal communication are explained in a bit more detail below:

• Removes Miscommunication: With formal communication, you can always stay sure that information is passed upon without any fluff. And in turn, this can minimize misunderstandings at all levels of the workplace.
• Promotes Professionalism: There''s a touch of formality at every level, which can surely help when compared to an informal business setting with customers or new hires.
• Facilitates Transparency: It can also help you avoid any confusion that may arise, making every person more responsible as well as transparent.
• Improves Decision Making: You can also acquire credible information as well as insight through formal communication. This in turn can assist you in making wiser as well as quicker decisions down the line.
• Facilitates Clear Documentation: Keep a formal record of the discussion. It makes your workforce transparent and helps you stay compliant in the long run.
• Helps in Crisis Times: In case of an emergency, it will help you share information promptly 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 should be aware of:

Downward Communication

Human element is added to any formal communication of information when it moves from the top of the organization structure to the employees who work at the lower levels. This type of communication mostly states a variety of rules that are shared with every individual orally or in writing.

Upward Communication

You might have already got it by the name. It is the exact opposite of what we discussed in the above pointer. In this kind of formal communication, information is passed from employees to the higher management.

Horizontal Communication

This is somewhat different. In this form of communication, two persons working at the same level of hierarchy but in different authority positions work with each other formally. Some organizations also refer to it as lateral communication. The best example of this formal communication is the communication between two managers.

Diagonal Communication

When formally, employees from different departments and levels 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

Merits and Demerits of Formal Communication

Merits

• It guarantees the correct, lucid, and swift running of information flow.
• It enhances professionalism, thereby improving the reputation of a firm in front of its external stakeholders.
• It establishes an effective hierarchical system, thereby avoiding confusion.
• It allows record management, thereby ensuring compliance.
• It provides relevant data, thereby making decision-making processes faster.

Disadvantages

• It involves many people, which complicates the flow of information, thereby wasting a lot of time for everyone.
• Not appropriate for informal gatherings where an individual has to act on time according to personal judgment and decision.
• It discourages information sharing as employees will always be afraid to question or go contrary to the information they receive through the formal channels of communication.
• Sometimes workers feel alienated as human beings since no warmth and sympathetic feelings are involved.

Conclusion

Now that you are aware of all the necessary information about formal communication and the importance of having a formal channel of communication, it is now high time that you test HRMantra. Among the top HR software in India, HRMantra ensures seamless communication and collaboration at every level of interaction, keeping things documented the formal way.

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