Informal Communication
What is Informal Communication?
Informal Communication in the workplace refers to the exchanging of information outside formal channels such as office memos or scheduled meetings. It can take many forms, such as casual conversations between colleagues, watercooler discussions, or social media interactions.
Informal Communication plays an essential role in nurturing relationships, creating a positive work culture, and sharing creative ideas. It is also referred to as Grapevine Communication.
Types of Informal Communication
Majorly, there are four different types of informal communication network:
- Single Strand: In this, information is passed from one person to the next in a sequence, like a telephone game. This type of network is usually slow and distortion prone, as the message may be altered varying from one individual to another.
- Gossip Chain: In this, information rapidly spreads through a series of interconnected individuals. This is relatively fast as the news spreads among multiple people at once. But it can be highly inaccurate as the message may need to be more accurate on the way.
- Probability Chain: In this, the individual only shares information among the ones they believe are most likely to pass it to others. This is better than a single-strand network, as individuals strategically choose the ones to share the information with. However, it has a few limitations like, individual biases and perceptions while choosing the ones to share the information.
- Cluster Chain: In this, individuals share information within their clusters. It is highly effective as information can spread quickly, but it is at times prone to fragmentation as these clusters might develop unique communication patterns.
What is the difference between Formal and Informal Communication?
| Aspect | Formal Communication | Informal Communication |
|---|---|---|
| Purpose | Conveys official information such as policies, procedures, regulations, etc. | Mainly used for social interactions like sharing personal experiences. |
| Structure | Follows a pre-established design | Free-flowing and unstructured |
| Tone | Professional | Casual |
| Channel | Uses official channels like memos, reports, etc. | Uses channels like face-to-face conversations, social media, etc. |
| Audience | Directed towards all employees or a particular department | Directed towards different audience groups comprising specific individuals or groups |
| Documentation | Needs to be documented as meeting minutes or email archives | Can be done without documentation for future reference |
| Authority | Often received from an authoritative position like a manager or an executive | Among peers |
| Consequences | Results in serious consequences like disciplinary actions or legal liability if not strictly followed | Does not have such serious consequences but may disrupt workplace relationships |
| Use of Language | Uses jargon or technical terms in abundance | Mostly uses slang specific to the workplace |
Advantages of Informal Communication
Grapevine communication at the workplace offers the following key benefits in the workplace:
1. Build stronger relationship
When people feel connected to their colleagues, they are more motivated and engaged. So informal communication leads to a sense of community and shared experience.
2. Promotes trust and openness
Informal communication creates an environment of trust and openness in the workplace. This increases collaboration among employees and facilitates sharing of knowledge and expertise.
3. Facilitates knowledge sharing
Informal communication helps share knowledge within an organization with ease. This improves team collaboration and team spirit.
4. Enhances innovation
Informal communication often leads to out-of-the-box ideas and creative solutions, resulting in new products, processes and services that immensely benefit the organization.
5. Increases employee engagement
When employees feel more connected to their colleagues and the organization, they are less likely to leave the organization. So, informal communication often leads to higher job satisfaction and lower turnover rates.
Examples of Informal Communication
Informal communication in the workplace can take various forms and materialize in different scenarios. A few common examples of informal communication at the workplace are as follows:
1. Face-to-face conversations
Face-to-face conversation is one of the most common types of exchange among colleagues. They can take place either in the office or outside of work. They may be initiated by anyone and usually cover topics ranging from personal matters to work-related issues. It is one of the best ways to build strong relationships, share ideas, and resolve conflicts. But they can act as a source of distraction if not managed properly.
2. Instant Messaging
Platforms such as Slack, Microsoft Teams, and Google Chat have recently gained immense popularity in encouraging informal communication in the workplace. They are one of the most efficient modes of communication among colleagues working remotely or in different time zones. Instant messaging can be used for both work-related and non-work-related conversations. It helps in increasing employee productivity.
3. Social Media
Platforms like Facebook, Twitter, and LinkedIn can extend connections among colleagues, share news and updates, and help promote the company’s products or services. They stimulate a sense of community among employees, increasing employee engagement. However, it can be a source of negative publicity if not used appropriately.
4. Water Cooler Conversations
It refers to informal communication around the water cooler or the coffee machine at the workplace. These are initiated by colleagues who run into each other in the break room or the office hallway. A wide range of topics like the latest sports news or office gossip are covered. They also help in building a positive work environment.
5. Team-Building Activities
Activities like office outings, volunteer events and community activities also help facilitate informal communication in the workplace. They help foster inter-departmental communication by breaking barriers and building a sense of community. But they tend to be time-consuming and inaccessible to a few employees.
Thus, informal communication in the workplace can take many forms. Therefore, every organization must promote healthy and open informal communication whilst establishing a clear set of guidelines for the accepted form of behavior.
Conclusion
Keka’s modern and user-friendly interface allows seamless communication among team members. Our products’s informal tone helps in building a positive and engaging workplace culture. It also helps streamline other HR processes like employee onboarding, performance management, attendance management etc. So, let Keka take care of your HR team’s mundane tasks and they can divert their focus to strategic planning.
