Formal or Informal Communication Break Downs and the 3 Levels of Verbal Communication.

Formal or Informal Communication Break Downs and the 3 Levels of Verbal Communication.

In my experience on the topic of formal or informal communication I have observed that

1) Most communication breakdowns happen because of misunderstandings

2) And misunderstandings happen when communication is out of context

Communication is always "contextual" whether it is formal or informal, verbal or nonverbal. Being aware of the contextual part of communication is the responsibility of everyone to think before sending or receiving. It means to always bring into the picture the recognition of the immediate surrounding of a given issue or matter being communicated.

When faced with a communication breakdown, the question for us to always ask is this: "What is the context within which this communication situation is taking place?"

As in a book where the text is the actual group of words being read, the context is the surrounding information, the details, the story, the places, the characters, etc.

So, where is the conversation within the context of the issue? Is the problem happening at the sender's end of the communication or at the receiver's end? Where is the misunderstanding? Then focus your communication recovery there.

Communication is never independent of context whether it is formal or informal.

The Three Levels of Verbal Communication.

Before we can improve verbal communication and increase its effectiveness, we need to understand how it works and where the players fit within that communication.

First, when we communicate, there is always a sender (speaker) and a receiver (listener).

Second, the communication itself contains 3 elements:

A) the Information being communicated such as issue, topic, subject, instruction, opinion etc.

B) the Means by which this information is being communicated (verbal, nonverbal, written, using telephone, face to face, letter, book, etc.)

C) the Way in which the information is being communicated (how we use our words, tone of voice, writing style, organized or disorganized manner, etc.)


Both sides have three levels of Active Responsibility to process the activities used in communication:

Level I:

This is where the actual exchange of communication takes place between the sender and receiver which contains the above three elements.

Level II:

This is where the Translating and Interpreting of that communication happens. This is done by the thought processes of each the Sender and the Receiver according to each his/her experiences, and frame
of references in their various walks of life (business, personal, moral, ethical, etc.).

This is where the major complications of communication arise (good or bad connection). If everyone thought the same, saw things the same way or reacted in the same manner, communication would be
straightforward. However, it doesn't happen that way.

Level III:

This is where we get and give Feedback, Understanding and Awareness:.

Feedback:

Both sides are responsible to see that the communication has been Sent and Received as intended. This is identified by asking the right questions at the right times. "Can you please repeat the steps for closing the shop, to make sure I didn't leave anything out?" "Let me run through the requirements as I understand you've outlined them". Both sides ask for feedback when needed.

Understanding:

Effective communication requires a common Understanding between the parties communicating. The Sender Transmits with Understanding to the Receiver. The Receiver Interprets with Understanding from the Sender.

Awareness:

Finally, each side requires an Awareness of the many interferenres also going on, such as cultural differences, linguistics, diction, clarity of speech and expression, verbal, nonverbal parts, etc.

Whether we are in Formal or Informal Communication, we are all subject and vulnerable to break downs. Understanding this and the 3 Levels of Verbal Communication that we can watch for will help us improve and perfect as much as we can our own communication as well as help other to communicate better. /dmh

P.S.: For my books and e-books, click on the appropriate tabs above.


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Formal vs Informal Communication - How They Differ

Formal vs Informal Communication  - How They Differ

by Diane M. Hoffmann, ph.d./th.
Hoffmann-Rondeau Communications

A lot of people are looking for information on formal vs informal communication. They are particularly looking for the difference between the two.

Both informal communication and formal communication take place in any organization whether it be business or personal. But how does informal and formal communication differ? First, let's take a look at informal communication.

Informal communication:

Informal communication is casual and spontaneous.  Informal communication comes from communication activities outside of those formally learned through discipline or at school through education, or in business through related experiences and formal training.

It comes from the social communication of home family culture, casual conversations and grapevines, rumors, inter-relational activities outside of the formal or public arenas.

We do not behave the same way at work as we do at home or at play. I always say that people are at their best at work. We really don't know someone until we've stayed with them outside of work for a few days -- or even a few hours with some people.

Informal communication may not be as reliant as formal communication.  Informal communication may be vulnerable to being deceptive and imprecise in its casualness - -consciously or unconsciously.

In an informal setting, the quality of communication may be affected by the more relaxed or careless attitude or behaviour.  Informal communication is what takes place without the formal addition of conventions and ceremonies.

In order to understand the difference between formal and informal communication, we need to look at both and compare some of the variances between the two. So let's now take a look at formal communication.

Formal communication:

Formal communication is more thought-out and prepared from learned experiences or organized training that present rules and conventions authoritated by business and formal etiquette.

With formal communication, more accountability is expected. In an organizational setting, such as business, corporations or associations and the like, communication is connected with official status-quo or protocols of the formal channels of structure and company culture which the line of manager/subordinate reporting system is expectedly accepted.

In business, the different forms of formal communication including departmental functionality, activities taking place within meeting and conference settings, verbal and written communication through telephone, memos, letters and bulletins, etc., all add up to the formality.

In a formal setting, people take the time to recognize the consequences of transmitting any wrong or incomplete information.

However, both formal and informal communication is found in an organization, depending on the level of business experience and training one possesses in his or her personal life. An organization can make efficient use of informal communication by confirming and affirming that which is being communicated by the less trained individual.

Both informal communication and formal communication can be expressed verbally or non-verbally by words, tone of voice, signs such as glances and gestures and even silence. For the purpose of effective communication, one needs to identify and affirm anything that may be communicated formally or informally, if and when unsure of the true meaning behind the communicator./dmh

Diane M. Hoffmann is the founder of Hoffmann-Rondeau Communications and the web site http://communicationverbalnonverbal.blogspot.com which is the home of her e-books "Improve Communication: Verbal and Nonverbal" and "Improve Communication: Organization and Training" as well as her 296-page printed book "Contextual Communication, Organization and Training". You may reprint this article making sure to include this bio with no changes.


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