Formal and Informal Communication in the Workplace - Research Paper Example

Name: Course: Institution: Tutor: Question: Between Formal and Informal Communication, Which One is More Important in the Workplace Executive Summary This following report evaluates the importance of formal and informal communication in the workplace. The report finds that both formal and informal channels of communication exist in every organization and play different roles. Orders, instruction, directions and appraisals given to employees by the employers constitute formal communication in the workplace. This form of communication is necessary for proper functioning of an organization and if not followed in the right manner, the organization may be unable to get any work accomplished. Informal communication implies a sense of friendship between the various parties involved, although too much of the friendship can be harmful and counterproductive to realization of strategic objectives. This form of communication makes employees comfortable with each other and produces a sense of amity between employees in the workplace. The report concludes by noting that although organizations do not promote informal communication, it is nevertheless used to pass on important information alongside formal communication and to promote teamwork and understanding among employees. As such, both formal and informal communications are necessary in the workplace. Table of Contents Name: 1 Course: 1 Institution: 1 Tutor: 1 Executive Summary 2 Table of Contents 3 Methods 7 Conclusion 11 References 11 Introduction Workplace communication refers to the process of exchanging information within the workplace. It entails sharing information between two or more parties with the aim of reaching a common understanding on particular aspects of an organization’s business operations Keyton (2002). Communication is essential in the workplace in that it helps unite and coordinate activities and hence ensure that all stakeholders are geared towards realizing common goals and objectives. Workplace communication can be between different parties such as subordinate staff, management, suppliers and customers. To ensure that the information communicated is understood as desired, the method used or communication should be clear ad simple. Essentially, effective communication depends on a number of factors such as the skills of the communicator and the attitude of the person communicated to. The importance of effective communication for the managers cannot be overemphasized for the simple reason that everything a manager does requires communication. Furthermore, communication is necessary in the workplace to satisfy customers, improve efficiency and quality and create innovative products. In general, workplace communication plays a key role in enhancing organizational improvement and serves as a foundation for the various types of psychologically health workplaces. Formal communication about workplace practices helps achieve desired outcomes for both the organization and employees. Literature Review Formal communication refers to organized and well-managed information that is shared with specific or relevant individuals or groups with the aim of securing coordinated action in the workplace (Panko, 2003). In any organization, the channels of formal communication are based on an individual or group’s role in the organization and are distributed according to established rules and channels in the organization. Typically, formal communication flows ‘downwards’, from executives to middle level managers to staff in the form of instructions and directions, and ‘upwards’ from staff to middle-level managers to executives in the form of reports and data. Communication flowing through these channels is specific, well-established and planed. For instance, reports from staff are usually organized and submitted according to a specified schedule. Similarly, communications regarding an organization’s direction and strategy, which originate from the executive is channeled through an organizational chart and altered in such a way as to be relevant to the various functional groups and individuals Hellriegel and Slocum (2004). On the other hand, informal workplace communication is one that takes place between employees or between the employee and the employer about unofficial matters and in an informal manner. Keyton (2000) has underscored the importance of informal communication in the workplace by noting that it satisfies a variety of needs particularly emotional and social and that it is not based on an individual’s position within the organizational hierarchy. As such, this communication is not planned or managed in any organized manner. According to Terry et al, (2007) informal communication differs from formal communication in that it is more casual, relaxed and tends to be spread quickly by a word of mouth within a department or entire organization. This is because it is not based on established path of distribution or approvals. (Fish, et al, 1993) have discussed that informal communication is vital in the workplace in that it contributes to increased team work. In any workplace setting, people need to connect and share feelings and thoughts about personal and work issues. This consideration can only be effected in informal settings. Therefore, informal communication helps bring people together, which is a highly valued spirit of workplace communication. According to (Fish, et al, 1993), a sense of belonging comes when employees are free to express their feelings or thoughts and communicate at the workplace. It is for this reasons that companies encourage networking between individuals regardless of their positions in the organizational hierarchy. Such networks help employees find their way through the organizational structure and hence understand finer aspects of the company’s strategic mission and objectives. Formal communications help explain to employees the overall objectives of an organization and also allow employees to inform the management of noted issues and problems that may hinder productivity. Panko (2003) has explained that if organizations want to ensure that excellent quality and highest rates of productivity are obtained, then proper systems of formal workplace communication should be provided. These systems should be made part of an organization’s ongoing investment appraisal and capitalization Johnson and Chang (2000). Formal communication is essential for effective functioning in various parts of the organization. Although the various departments in an organization may receive performance directions from corporate objectives and goals, communications coordinates their activities and facilitates organizational improvement. Methods This report is based on review of various the theoretical and empirical literatures. Primarily, journal articles and books on the topic of professional communication were explored to determine various positions on the topic. Results and Discussion Both formal and informal communications are essential in the workplace although to varying degrees. Formal communication is the most important aspect of workplace communication. According to Keyton (2000) formal communication plays a critical role in aligning employee’s self interests with the organization’s mission objectives. It is through formal communication that supervisors and the executive give direction and guidelines regarding performance expectations. In today’s workplace, formal communication plays a critical role in enhancing long-lasting employee motivation Hellriegel and Slocum (2004). Although organizations do not encourage informal communication overly, it plays a critical role in enhancing workplace communication networks. For instance, employees gathering in a cafeteria and discussing latest policy roll-outs give managers a feeling of what the employees are thinking about the policies. However, such as informal talk cannot form a basis for any meaningful action and as such, it is treated with discretion. Tubbs (2001) has noted that regardless of the significance of the matter discussed in informal situations, it is important for employees to display responsible behavior so as to show how engaged they feel in the workplace. Majority of managers do not prefer discussing issues in informal meetings as this is often interpreted as a sign of weak leadership. Research studies have however shown that if nagging thoughts among employees are not addressed at the right time, things may blow out of control (Fish, et al, 1993). As such, informal discussions provide opportunities for supervisors to take not of some of the issues affecting employee productivity. Johnson and Chang (2000) have explained that informal communication in the workplace can hinder or facilitate the objectives of formal communication. According to this researcher, one important advantage of informal communication is that when used effectively it by-passes layers of organizational hierarchy, which delay timely dissemination of information. However, informal communication can hinder formal communication because information that is disseminated through informal communication is often prone to misunderstanding, distortion and biases Terry et al, (2007). Panko (2003) has stressed that informal communication helps people develop and improve interpersonal skills. When employees are allowed to communicate matters freely, they develop essential skills for handling problematic situations and for dealing with customers. This therefore creates a sense of responsibility and initiative-taking. According to Tubbs (2001) informal communication is one of the unofficial means of ensuring that people maintain constant communication and are working according to the plan. Informal communications makes sure that employees are well coordinated to maximize their potentials for increased productivity and performance. Sometimes, informal communication provides for the most economic and convenient way to relay information from one division to another. Coile (2002) has concluded from his research that one of the major benefits gained from well established and formal workplace communication is the creation of relationships. Improving relationships between the management and staff is quite important is what many organizations in today’s’ competition-paced world of business strive for. Business operations and procedures can only be smooth when everybody has a clear understanding of performance expectations and the direction that an organization is heading. Improvement of time management skills is another important benefit that organizations gain from formal workplace communication Hellriegel and Slocum (2004). This view has also been supported by Tubbs (2001). She notes that the tendency by managers to be constantly formal in their communication with the staff helps keep the staff focused on deadlines. Hence, this opens doors for timely productivity. Keyton (2000) has explained that organizations can employ different forms of organizational communication to effectively and conveniently allow supervisors and staff to coordinate important business issues and report progress of assigned work. Without this formal arrangement at the workplace, problems and challenges that impede high quantity and good quality of timely production cannot be identified in time. Even if there are no problems at all, coordination of various jobs, functional groups and individuals within the workplace can only be enhanced through formal communication. Coordination of jobs in the workplace is important to ensure that efforts by different people are guided and synchronized. This helps avoid redundancy of tasks and works that reduce the rate of employee productivity Terry et al, (2007). Johnson and Chang (2000) have explained that both formal and informal communications are an important work ethics that can be used in the workplace. Indeed, there are numerous benefits of work place communication. If misunderstandings are discussed rather than spoken behind someone’s back, then potential problems could be avoided easily. Instead of putting up with something that is perceived to be morally wrong, a situation can be overturned by employees speaking their dismay or disappointment. Moreover, by conversing with angers and supervisors about individual feelings towards the job, better job satisfaction is gained. According to Coile (2002) formal communication helps solve many potential problems before they get the opportunity to arise. As an example, if employees cannot comprehend their assigned tasks, a potential catastrophe can be avoided by communicating the problem with the supervisor. But if employees could have gone about their job without seeking clear guidance from the supervisor, they could as well have faced dismissal. Along with the numerous positive aspects of formal workplace communication, there are a few negative facets as well. Hellriegel and Slocum (2004) have explained that formal communications goes through numerous hierarchical processes, which delay timely delivery of information. In some instances, it requires one’s own judgment to deem certain communications as appropriate or not. Inappropriate communications may include situations where workers openly express their complaints about a task simply because they feel too lethargic to do the task. Poor communication may cause employee morale to decrease and this may impact adversely on organization performance. To avoid instances of poor communication, all issues, problems and complaints should be discussed with appropriate parties in a formal manner. By discussing job issues with supervisors, perceived problems get addressed and this allows a better chance for sufficient work. Conclusion Communication is key to satisfactory workplace environment and is valuable to every person in the workplace. Both formal and informal communications are necessary in the workplace. Formal communication is well planned and organized and directed at specific persons or groups and is necessary for managers or supervisors to coordinate actions by giving directions and guidelines. Formal communication is also used by staff to communicate performance progress and to seek clarification regarding job performance. Informal communication is on the other hand less official than formal communication and is mostly preferred for non-business matters. Both formal and informal communications are essential for effective organizational communication and help enhance understanding between various stakeholders in an organization. The two forms of communication also help reinforce organizational culture and feelings of job satisfaction. References Coile, R 2002, Physician executives explore “New Science” frontier: Bridging the communications gap between medical staff and administration, Physician Executive, vol. 28, no.1, p. 81–83. Fish R., Root, R and Rice, R 1993, Video as a technology for informat communication. Communications of the ACM, vol. 36, p. 48-61. Hellriegel, D & Slocum, J 2004, Organizational behavior (10th ed.), Sydney, Mason. Johnson, J & Chang, H 2000, Internal and external communication, boundary spanning and innovation adoption: An over-time comparison of three explanations of internal and external innovation communication in a new organizational form, The Journal of Business Communication, vol. 37, no. 3, p. 238-240. Keyton, J 2002, Communicating in groups: Building relationships for effective decision making (2nd ed.), Boston, McGraw-Hill. Panko, R 2003, Managerial communication patterns, Journal of Organizational Computing, vol. 1, no. 2, p. 12-34. Terry, M et al. 2007, Communication as professionals, Sydney, Cengage Learning. Tubbs, S 2001, A systems approach to small group interaction (7th ed.), Boston, McGraw- Hill. Read More