When is formal communication used

Making responsibilities clear for subordinates is very efficient in this form of communication. Effective and clear communication: The communication is a direct transfer of information between the managers, employees and the organization. This brings clarity to the responsibility and what is expected of them for the welfare of the organization. This also establishes clarity on when and where information download is required to perform a job.

Order of information flow: This form of communication establishes an orderly information flow. Working on an environment where the information flow is from different places in an unorderly manner creates ruckus and chaos.

This brings down the efficiency of the work. Maintaining a formal communication helps in having an orderly information flow as the line of superiority is established in this way.

Lack of Control Informal communication is impossible to control. It is not affiliated with management-approved channels, and as a result, it does not necessarily obey the same messaging rules as formal communication.

As a result, problematic issues such as harassment, bullying, or sensitive information sharing could be taking place. If an employee does not alert management about these predicaments, it would be impossible for them to know and stop any problems. An Increase in Conflict As in any setting, as humans interact with each other, a conflict has a higher chance of happening. It can breed competition among employees or departments or problems between superiors and subordinates. In turn, this can decrease or halt productivity.

Contradict Formal Communications Informal communication can directly contradict information sent from pre-defined channels. Someone may say they heard something different than the official memo sent from upper management, or a manager might confuse formal communications and provide an inaccurate explanation to an employee with a question. Upper management can dictate when and how messaging flows from their channels, but they cannot determine how those messages are interpreted or spread to others.

Lack of Secrecy Again, a lack of control increases the chance for company secrets to travel. A rumored promotion, coming retirement, or the advent of a new product not yet released to all parts of the company might be leaked to others who do not need to know.

This can potentially damage a new product release or breach the trust of employees. Part 4. Check ProsperForms cloud solution for effective formal communication.

It brings a more light-hearted tone to messaging making it easily digestible, and makes it easy for upper management to provide and receive updates regularly. Step 1: Create your free account and create a new applet by selecting a customizable form template. The dashboard screen allows you to save time when you want to check a high-level overview, with quick one-click retrieval of the relevant information.

Create your free account now. The two primary internal communication types are formal and informal communication : Formal communication is communication through pre-defined channels set by organizations. ProsperForms — Software for Effective Communication. Formal communications are not personal communications. Formal communication methods are like official notes that a teacher sends home to your parents.

Your parents must sign the notes so your teacher knows they were received. This means that the flow of information between sender and receiver is controlled. Often, someone who receives a formal communication has to respond. Formal communication methods allow a sender to prove that information was sent to the intended receiver. For example, a finance company uses formal communication methods to advise a lender about the terms of a loan.

If the lender does not make repayments, the company has proof of the loan in copies of formal communications. Formal communication methods are a way to ensure that information is sent to and received by all intended parties. Formal communications methods follow set channels or paths.