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IBBusinessDPBusiness ManagementHLRevision Notes2. Human Resource Management2.6 CommunicationFormal & Informal Communication

Formal & Informal Communication (DP IB Business Management)

Revision Note

Lisa Eades

Written by: Lisa Eades

Reviewed by: Steve Vorster

DP Business Management: HLDP Business Management: SL

Methods of Communication

  • The aim of communication is to exchange or transfer information

  • Formal communication is channeled through a businesses formal organisation structure and is likely to be capable of being recorded in some way

  • Informal communication is any communication that takes place outside of the official channels and is unlikely to be formally recorded

Diagram: forms of communication

Business communication happens in three main ways 1. Verbal communication such as meetings 2. Visual communication such as using posters 3. Written communication such as emails
The main forms of communication used by businesses 

  • The effectiveness of each method depends on the business context, the nature of the communication and the personal preferences of both the sender and receiver of information

Strengths & Weaknesses of a Range of Communication Methods

Method of Communication

Strength

Weakness

Face-to-Face Communication

  • Face-to-face communication allows for the exchange of facial expressions, body language, and tone of voice which enhance understanding

  • Face-to-face communication may not always be feasible due to geographical distances or time constraints

Written Communication

  • Written communication provides a paper trail that can be referred to in the future for clarity

  • Without facial expressions and tone of voice, written messages can sometimes be misinterpreted or lack emotional context

Phone Calls

  • Phone calls allow for real-time communication, enabling quick exchange of information and resolution of queries

  • Without seeing the other person, it can be challenging to interpret their body language and facial expressions accurately

Video Conferencing

  • Video calls allow people in different locations to connect 

  • Unreliable internet connections or audio/video problems can hinder effective communication

Instant Messaging & Chat Applications

  • Instant messaging (WhatsApp, Slack) enables fast and real-time communication making it ideal for brief exchanges or urgent matters

  • Text-based communication lacks non-verbal cues, increasing the chances of misunderstandings or miscommunication

Barriers to Communication

  • Barriers to communication hinder the flow of information leading to potential misunderstandings, conflicts and inefficiency

An Explanation of Barriers to Communication in Business

Barrier

Explanation

Language and jargon

  • The use of technical terminology or industry-specific jargon can be misunderstood

  • Industry- or business-specific acronyms can confuse new staff

  • Staff in businesses that operate across international borders may speak different languages

Noise and distractions

  • Loud machinery or a crowded workspace can interfere with effective communication

  • Distractions including phone notifications and email alerts which can divert attention 

Lack of feedback

  • The absence of feedback can affect understanding and lead to misunderstandings

  • Messages may require urgent clarification or correction to avoid mistakes being made

Cultural differences

  • Cultural norms and expectations can affect communication style

Lack of time

  • Busy work schedules and competing priorities can limit the time available for communication

Technological barriers

  • Technical issues such as poor internet connections, malfunctioning equipment or unfamiliarity with platforms can slow communication

  • Organisations can overcome these obstacles in a variety of ways:

    • Encourage open communication

    • Providing training on effective communication techniques

    • Encourage a culture of transparency and collaboration

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    Author
    Reviewer
    Lisa Eades

    Author: Lisa Eades

    Expertise: Business Content Creator

    Lisa has taught A Level, GCSE, BTEC and IBDP Business for over 20 years and is a senior Examiner for Edexcel. Lisa has been a successful Head of Department in Kent and has offered private Business tuition to students across the UK. Lisa loves to create imaginative and accessible resources which engage learners and build their passion for the subject.

    Steve Vorster

    Author: Steve Vorster

    Expertise: Economics & Business Subject Lead

    Steve has taught A Level, GCSE, IGCSE Business and Economics - as well as IBDP Economics and Business Management. He is an IBDP Examiner and IGCSE textbook author. His students regularly achieve 90-100% in their final exams. Steve has been the Assistant Head of Sixth Form for a school in Devon, and Head of Economics at the world's largest International school in Singapore. He loves to create resources which speed up student learning and are easily accessible by all.