Formal communication is an exchange of official information between people within the same organization who are often at different levels within the organizational hierarchy. It's a controlled means of communication that follows predefined channels and adheres to predetermined rules, standards, processes and regulations set by the company. Formal communication follows the organization's chain of command, with a top-down structure, meaning that higher-ranking employees often use it to send various messages and instructions to lower-level individuals.
Why is formal communication important
Some of the main reasons it's important to implement formal workplace communication include:It clearly defines and establishes authority. Using formal communication within an organization helps create an efficient flow of information between higher-level and lower-level employees. This, in turn, helps subordinates know exactly what their responsibilities are and who they report to.
It improves overall efficiency. Having efficient communication usually means that overall efficiency, at all levels, is likely to improve. The main reason for that is the fact that properly implementing formal communication tends to significantly reduce ambiguities.
It reduces the likelihood of mistakes and errors. Communicating within the boundaries of formal communication tends to reduce the change of any mistakes and errors occurring, as the message is usually more clearly understood and comes from a source of authority.
It can create discipline. Clearly defining an organization's hierarchy and using formal communication for internal messaging can improve overall discipline, as everyone knows exactly who they report to and who reports to them.
It can improve work coordination. Formal communication across different departments within an organization can help them better coordinate their work, due to the unambiguous messaging and clearly defined chain of command.
It tends to be more credible when sending important messages. Using formal communication for high-priority messaging, such as company objectives, overall business directions or direct orders to employees or departments, is usually seen as more reliable and credible by the recipients, which makes it more likely that they would fully comply.
Types of formal communication
There are four major ways an organization can use formal communication:
Downward communication: This is the most common type of formal communication and represents the flow of information from the company's management to its subordinates. It usually consists of various instructions and orders that are passed down in written or oral form, through reports, memos, emails, manuals and others.
Upward communication: This is the opposite of downward communication and therefore represents the messages passed from subordinates to management. It can take various forms, such as requests, reports, complaints and suggestions.
Horizontal communication: Also known as lateral communication, this type of formal communication takes place between coworkers who have different roles but are on the same hierarchical level within the organization. Communication between managers of different departments within the same organization is typically the most common example of horizontal communication.
Diagonal communication: Also known as crosswise communication, diagonal communication is when employees who work for different departments within the same organization and are also on different hierarchical levels formally communicate with each other. It usually consists of various employees communicating with managers of different departments, such as HR, marketing or finance.
Formal communication methods
Here are some of the most widely used methods of formal communicationMeetings: Scheduled meetings within the same department or involving several departments typically use formal communication, especially the upward and downward types.
Activity reports: one or more subordinates formally describe their activity. It is a common example of upward communication.
Memos: Short for memorandum, a memo is a written message sent to a large number of people within an organization or department, regarding various procedures or business dealings.
Letters and emails: Letters, in either physical or electronic form, are a widely used method of formal communication.
Formal discussions: A one-on-one discussion between people working for the same organization, in similar or different places on the hierarchical scale, is also an often-used method of formal communication.
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