Informal communication
What is informal communication?
What is informal communication in the workplace?
Informal communication in the workplace refers to the spontaneous exchange of information and interactions between members of an organization that occur alongside or complementary to official channels, procedures, and documentation.
As noted by researchers Michael A. Hitt, C. Chet Miller, and Adrienne Colella, informal communication systems often serve as a valuable source of information for employees and help foster solidarity and collegial relationships within a team.
What is the difference between formal and informal communication?
Formal workplace communication delivers information related to company operations through established hierarchies and procedures. It is structured, documented, and supervised.
Informal communication, on the other hand, is based on relationships, trust, and the freedom to express oneself. It arises wherever employees have the opportunity for direct interaction – in the office, during online meetings, at lunch, or while collaborating on projects.
Here are the key differences between the two types of communication:
Formal Communication | Informal Communication |
|---|---|
Planned and scheduled, e.g., weekly departmental status meetings with prepared agendas shared in advance | Spontaneous, driven by immediate needs or initiatives, e.g., discussing a new project idea during a chance encounter in the break room or through an impromptu video call |
Structured and regular, with a defined format, frequency, and process, e.g., quarterly performance reports following standardized templates and evaluation metrics | Unstructured and irregular, occurring ad hoc, e.g., a quick message exchange with a colleague from another department about a potential collaboration opportunity |
Documented, leaving a trace in official documents, emails, or systems, e.g., an official email from HR detailing new company policies with required acknowledgment | Not officially documented, taking place outside formal channels, e.g., a private message on a messenger app |
Follows hierarchy and procedures, flows according to the organization’s structure, e.g., a manager communicating updates to the team | Based on relationships and trust; information flow is not position-dependent, e.g., a junior developer casually approaching a senior engineer for coding advice outside the formal mentoring program |
Often monitored and archived, subject to review and oversight, e.g., minutes from a board meeting | Difficult to monitor but significantly impacts team morale and atmosphere, e.g., informal talks about potential promotions |
Used to deliver official information such as decisions, organizational changes, or instructions, e.g., announcements about vacation policy updates | Supports relationships and organizational culture by fostering bonds, trust, and faster information sharing, e.g., coffee break chats about new ideas |
Types of informal communication in the workplace
In a well-functioning team, informal communication can take many forms:
Small talk
Small talk is short, casual conversation about non-work-related topics – like the weather, weekend plans, or favorite coffee. These conversations are especially important during onboarding when a new employee is still “learning” the team and trying to find their place in a new environment.
Hallway talk
Hallway talk is also brief and spontaneous but focuses on work-related topics. It enables quick sharing of ideas, information, or feedback without the structure of formal meetings. Unlike small talk, it centers around business matters such as projects, goals, or task updates.
In remote work settings, informal conversations that once happened spontaneously in office hallways now take place through digital tools – brief video calls, instant messages, or spontaneous audio chats within collaboration platforms. These virtual interactions serve the same purpose as in-person hallway conversations, enabling quick and informal exchanges of work-related ideas. Remote teams often use tools like Slack Huddles to encourage these unplanned but valuable discussions. Unlike scheduled meetings, these interactions preserve the spontaneity of traditional hallway talk while fitting the needs of distributed teams.
Chat and messaging app conversations
Company communication platforms like Slack or Microsoft Teams host a mix of formal and informal discussions: jokes, memes, and casual chats in channels like #random, #check-it-out, or #no-work. These are the digital equivalent of office banter and play an important role in supporting organizational culture – especially in remote teams.
Informal mentoring and
In many organizations, mentor–mentee relationships naturally form without official assignment. Experienced employees share their knowledge with newcomers, helping them navigate daily challenges. This kind of informal, unforced support accelerates onboarding, aids adaptation, and strengthens a culture of collaboration.
Team-building events and informal activities
Employee-organized events – such as team lunches, outings, games, or virtual coffee chats – create great opportunities for relaxed conversations, getting to know each other, and building positive relationships. Regular initiatives like these boost engagement, motivation, and workplace atmosphere.
Benefits of informal communication in the workplace
Informal communication can be a real asset, benefiting individual teams as well as the entire organization:
- Eases onboarding and adaptation. Informal interactions help new employees feel like part of the team more quickly and understand the unwritten rules of the organization.
- Strengthens relationships among employees. Casual conversations help build trust, goodwill, and a sense of community, which translate to better teamwork and higher engagement.
- Supports effective collaboration. When employees feel comfortable with one another, they’re more likely to ask questions, share insights, and offer help. Casual conversations can also help identify needs and problems early on.
- Speeds up information flow. Informal communication allows ideas, questions, and solutions to be shared more quickly.
- Boosts engagement. When the work atmosphere encourages open, everyday conversations, employees feel more valued and recognized – not just as workers, but as individuals. This bond with colleagues and managers drives motivation, organizational alignment, and a stronger desire to contribute.
- Strengthens organizational culture. Informal communication naturally reflects a company’s values and norms. It’s in casual conversations where it becomes clear how a team really functions – whether mutual respect, openness, and cooperation prevail. This makes the culture more authentic, coherent, and visibly present in everyday operations.
- Improves leadership accessibility. Informal conversations help bridge the gap between leaders and teams, fostering openness, trust, and a more profound understanding of employee needs. They enable quicker responses to team feedback and enhance psychological safety. Research by Barbara A. Sypniewska, based on a survey of 215 employees, found that those who regularly received information directly from their supervisors reported higher satisfaction with interpersonal relationships, compensation, and overall job satisfaction. The takeaway? Informal communication with leaders not only improves information flow – it also boosts engagement and well-being.
Risks and challenges of informal communication
Informal communication also has a downside and presents certain risks:
Risk of misinformation, gossip, and rumors
Informal information, passed along via the grapevine, is often inaccurate or distorted. It can lead to the spread of rumors, misinterpretations, and unnecessary tension within the team.
In “Organizational Behavior”, Hitt, Miller, and Colella describe how Coca-Cola launched a major restructuring in 2000. It was accompanied by false rumors that led to lower morale, increased turnover, and employee dissatisfaction. Management had to spend significant time debunking the misinformation and rebuilding trust.
Lack of transparency and growing sense of exclusion
If important information circulates primarily through informal channels, introverts, or remote employees may feel left out, which can diminish their trust in the organization and its leaders.
The same researchers describe a company acquired by a global conglomerate where a lack of official communication sparked rumors about layoffs. Before leadership could respond and dispel the misinformation, nearly 50% of the finance team had already left for jobs elsewhere.
Blurring boundaries between work and personal life
Frequent informal interaction may pressure employees to always be “available”, making it harder to maintain boundaries between work and personal life.
This phenomenon, known as digital presenteeism, refers to the pressure to stay constantly accessible on digital platforms like email or messaging apps, even outside regular working hours. Many employees feel obligated to respond immediately, which can lead to overwork, stress, and work-life imbalance.
Risk of unprofessional behavior
In informal and relaxed situations, it’s easier for inappropriate comments, accidental boundary-crossing, or awkward interactions to occur. These may damage trust and strain relationships. The lack of clear communication norms increases the risk of misunderstandings that can escalate into tension or conflict, ultimately harming the work atmosphere.
Enhancing communication with an HRM platform
In everyday organizational life, two parallel communication systems exist. The first – formal – is reflected in documents, emails, and meetings. The second – informal – happens through coffee chats, Slack messages, and hallway conversations. Organizations that can balance these systems build stronger teams, better culture, and greater engagement.
While informal communication can’t be engineered or formalized, its positive effects on relationships and workplace atmosphere can be consciously nurtured. One tool that supports this is the PeopleForce HRM platform.
PeopleForce offers:
- Integrations with popular messengers (Slack, Microsoft Teams, WhatsApp, Telegram) that make it easier for employees to connect;
- A centralized knowledge base and company news channel that provide access to procedures and real-time organizational updates;
- Team integration features (e.g., birthday notifications, employee profiles, organizational charts) that help people get to know each other;
- Feedback and recognition tools that foster a culture of openness and trust.
Informal communication is one of the cornerstones of effective collaboration and engagement. With PeopleForce, you can create a workplace where formal structure meets authentic relationships – and communication becomes a real driver of organizational culture.