What is informal communication: Types, differences & benefits

In the hustle and bustle of modern workplaces, not every important conversation happens in a conference room. Some of the most significant exchanges occur informally—during casual chats, quick Slack messages, or over a cup of coffee. This is the beauty of informal communication: it's unstructured, dynamic, and often overlooked. Yet, it’s essential.

Why? Because informal communication is the glue that holds workplace relationships together, fostering collaboration, innovation, and even the occasional good laugh. In this article, we’ll explore what informal communication is, why it matters, and how you can make it work for your organization.

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What is informal communication?

Informal communication is the casual, unplanned exchange of ideas, opinions, and information that happens between employees. Unlike formal communication, which follows organizational protocols and flows through official channels, informal communication skips the red tape.

Picture this: A coworker leans over your desk to ask a quick question, or someone sends a funny meme in the team chat to lighten the mood. That’s informal communication in action. It happens naturally, driven by the need for connection, clarity, or a simple exchange of ideas.

Unlike formal channels—think emails, reports, or meetings—informal communication thrives on spontaneity and creativity. It’s where genuine conversations spark innovation and camaraderie.

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Types of informal communication

Informal communication in the workplace manifests in various forms, each offering unique advantages and dynamics. While some types are spontaneous, others rely on recurring patterns or shared platforms. Let’s explore the diverse types of informal communication in more depth:

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1. Grapevine communication

Often referred to as the workplace’s informal news channel, the grapevine moves faster than any company memo. It operates through two main forms:

• Cluster chain: One person shares information with a select group, who then spread it further.
• Gossip chain: Information is passed from one individual to another, often creating a game of “telephone” that can distort the original message.

While the grapevine isn’t always accurate, it’s a useful barometer for gauging employee sentiment and engagement.

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2. Instant messaging and online platforms

The digital age has supercharged informal communication through tools like Slack, Microsoft Teams, and WhatsApp. These platforms allow employees to:

• Collaborate in real time on work-related matters.
• Share personal updates or jokes that humanize workplace relationships.
• Ask quick, clarifying questions without drafting formal emails.

The convenience and speed of instant messaging make it a popular channel for informal communication, especially in remote or hybrid work settings.

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Face-to-face conversations

Some of the best ideas come from spontaneous chats. Whether it’s a quick conversation by the water cooler, a hallway encounter, or a casual catch-up in the breakroom, face-to-face communication builds trust and connection.

This type of interaction is particularly effective because it captures non-verbal cues like facial expressions, tone, and body language, making the communication more meaningful. Face-to-face conversations are also quicker and more direct than formal written exchanges, often leading to faster decision-making or problem resolution.

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Social events and gatherings

Social events—whether they’re team lunches, after-work happy hours, or virtual game nights—create opportunities for employees to interact informally in a relaxed setting. These events are ideal for breaking down barriers between team members, encouraging collaboration, and fostering a sense of camaraderie.

By participating in these activities, employees not only bond with their peers but also strengthen their workplace relationships, which translates into improved teamwork and morale. For remote teams, virtual gatherings offer a way to replicate the same sense of connection.

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Benefits of informal communication

When nurtured, informal communication can transform a workplace. Here are some key advantages:

• Casual conversations help employees build trust, break down silos, and improve collaboration.
• Informal interactions create a sense of connection, making employees feel valued and increasing job satisfaction.
• Spontaneous discussions and brainstorming sessions often lead to creative ideas and solutions.
• Quick, informal exchanges resolve issues faster than formal processes.
• Informal channels enable employees to share updates and ideas more freely.
• Casual communication contributes to a friendly and engaging workplace culture.

According to the 70-20-10 model, in learning and development, people get 70% of their knowledge from work experiences, 20% from peer interactions, and only 10% from formal communication.

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How informal communication helps build relationships

A workplace is more than a collection of desks and deadlines; it’s a dynamic community where relationships form the foundation for success. Informal communication is a powerful tool in building these connections because it creates opportunities for employees to bond beyond the constraints of formal interactions.

Think of the last time you chatted with a coworker about their weekend or shared a laugh over a joke during a coffee break. These seemingly small moments play a significant role in fostering trust and camaraderie. A Gallup study found that employees who have close work friends are seven times more likely to be engaged in their jobs. These relationships don't just make the workday more enjoyable—they create a sense of belonging and mutual support that extends into professional collaboration.

For example, an employee might feel more comfortable asking for help or sharing feedback with a teammate they’ve connected with over shared interests or casual chats. This comfort level fosters psychological safety, a key factor in high-performing teams as highlighted by Google’s "Project Aristotle." In such environments, employees are more willing to share ideas, take risks, and support one another, leading to better outcomes for everyone.

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The role of informal communication in team productivity

Informal communication isn’t just a feel-good concept—it has tangible benefits for team productivity. Here’s why:

• Speed: A quick message or impromptu chat can solve problems faster than formal meetings.
• Clarity: Informal interactions often clarify misunderstandings before they escalate.
• Engagement: Employees who feel comfortable communicating informally are more likely to contribute ideas and feedback.

In short, informal communication fuels the engine of team productivity by keeping things moving smoothly.

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How to foster informal communication in the workplace

Creating an environment where informal communication occurs naturally is one of the best ways to build stronger workplace relationships, encourage collaboration, and ensure the smooth exchange of information. Informal communication allows employees to connect in ways that formal communication typically doesn’t, fostering a positive work environment and enabling creative problem-solving. Here’s how you can encourage and maximize the power of informal communication within your organization.

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1. Create spaces for interaction

To facilitate informal communication, start by designing a workplace environment that encourages spontaneous conversations. Physical spaces like lounges, coffee stations, and shared seating areas act as natural hubs for social interactions. The classic watercooler chat—one of the most common examples of informal communication—remains a timeless opportunity for team members to connect.

In open-plan offices, desks and breakout areas positioned strategically can also promote informal discussions. While formal communication channels like meeting rooms have their place, open spaces create opportunities for informal communication to add more flexibility and spontaneity to the daily information flow.

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2. Use digital tools for informal communication

In hybrid or remote setups, platforms like Slack, Microsoft Teams, and WhatsApp act as modern informal communication channels. These tools ensure that team members can engage in informal chats even when separated by miles or time zones. A quick message asking, “Got a sec to brainstorm?” can do wonders to kickstart collaboration.

Digital platforms also allow for lighter, human interactions—think emojis, GIFs, and quick jokes that bring a smile. Beyond the business matters, these communication tools strengthen bonds and create opportunities for team members to know each other better in informal ways.

To maximize their potential, make sure these platforms are accessible and user-friendly, so they naturally complement formal communication channels rather than replace them.

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3. Organize social events to foster informal conversations

Sometimes, the best way to encourage informal communication is to step outside the daily grind. Organizing events like team lunches, happy hours, or even casual Friday meetups can facilitate informal communication and provide employees with a chance to relax and connect.

Virtual teams can benefit too. Online trivia games, coffee breaks over Zoom, or themed meetings inject a dose of fun into remote collaboration. These events fulfill essential social needs and break the ice, encouraging informal discussions that contribute to a positive work environment.

When employees engage in these moments, they develop stronger relationships that positively impact how they work within an organization. Such activities not only foster a sense of belonging but also improve morale and lead to higher job satisfaction.

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Lead by example

Leadership plays a crucial role in encouraging informal communication. When managers and executives openly participate in informal conversations, they set the tone for the organization. Whether it’s joining the lunch table, engaging in a quick Slack chat, or sharing a casual anecdote during a team meeting, leaders can show that informal interactions are not only acceptable but valued.

When leaders step outside the realm of formal communication channels, they humanize their roles and signal that they’re approachable. This approach fosters trust and encourages employees to share the information more freely, resulting in better communication among employees and improved modes of communication across the board.

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Best practices to improve informal communication

Informal communication is a powerful tool, but like any tool, it’s most effective when used correctly. Striking a balance between casual exchanges and professional expectations ensures the benefits of informal communication—like stronger relationships, improved teamwork, and enhanced creativity—can thrive without causing disruptions. Here’s how organizations can refine and optimize informal communication:

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1. Promote inclusivity

Inclusivity is the cornerstone of successful informal communication. Informal chats and discussions should foster a sense of belonging rather than create exclusive circles or cliques. For example, if a group of employees frequently chats during lunch breaks but excludes others, it can create divisions within the team.

To combat this:

• Encourage group interactions: Rotate social activities or mix teams during collaborative sessions.
• Adopt digital platforms: Use tools like Slack channels where everyone is encouraged to join conversations, share ideas, or even post lighthearted memes.
• Lead by example: Managers should model inclusivity by engaging with employees across all levels, making everyone feel valued and welcome in informal discussions.

Inclusivity ensures that informal communication strengthens relationships among employees rather than isolating individuals, fostering a positive work environment where collaboration thrives.

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2. Balance informal and formal communication

While informal communication is crucial for agility and creativity, it should never undermine formal processes. A clear balance ensures professionalism and accountability remain intact.

Here’s how to find that sweet spot:

• Define appropriate scenarios: Use informal communication for quick clarifications, brainstorming, or casual updates. For official decisions, sensitive issues, or compliance-related matters, stick to formal communication channels like emails or structured meetings.
• Educate employees: Provide training on the difference between formal and informal communication, so employees understand when to switch between the two. For instance, a brainstorming session can start informally but transition into a structured action plan documented via formal tools.
• Leverage communication tools: Digital platforms like Teams or Slack enable a seamless flow between casual and official discussions. Use distinct channels for informal chats and formal updates to maintain clarity and information flow within the workplace.

By balancing formality with flexibility, organizations can harness the creativity and relationship-building benefits of informal interactions without compromising accountability.

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3. Set boundaries for informal conversations

While informal communication is more flexible, it can sometimes drift into unproductive territory. It’s important to guide employees on how to keep conversations lighthearted yet focused.

Practical steps include:

• Establish time norms: Encourage informal discussions during appropriate moments, like breaks, lunch hours, or low-pressure periods, to avoid interfering with critical tasks.
• Monitor digital tools: On platforms like Slack or Teams, set norms about limiting informal conversations during peak work hours or in official channels.
• Address office gossip: While the occasional gossip chain communication is inevitable, leaders should redirect unproductive discussions into more constructive exchanges. This prevents the disadvantages of informal communication, like misinformation or exclusion, from taking root.

Setting boundaries doesn’t stifle informal communication—it ensures it remains a constructive force in the workplace, complementing the organization’s objectives.

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4. Use informal communication to foster professional growth

Informal conversations often reveal insights or ideas that don’t emerge in formal meetings. Leaders can tap into this potential by subtly guiding these exchanges toward professional development:

• Encourage idea-sharing: Create a culture where employees feel comfortable sharing innovative ideas during informal discussions.
• Recognize contributions: Acknowledge valuable insights that emerge from casual chats, validating their importance within the organization.
• Facilitate mentorship opportunities: Pair employees for casual “coffee chats” where they can exchange knowledge, build stronger relationships, and foster mentorship informally.

By steering informal communication toward growth, organizations can unlock its full potential for driving creativity and engagement within an organization.

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Can business presentations be informal?

When you think of business presentations, polished slides, rehearsed speeches, and formal communication channels likely come to mind. However, not all presentations need to follow this rigid script. Informal communication enables a more relaxed, conversational approach that can engage audiences while still delivering your message effectively.

An informal business presentation may take the form of a team update, a casual project discussion, or a brainstorming session. In these settings, the focus shifts from structure and protocol to fostering understanding and collaboration. Unlike traditional formal channels, informal presentations allow a more personal touch, creating a space where one person to another can share ideas freely.

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Here are a few scenarios where informal presentations shine:

• Small team meetings: Sharing project updates in a conversational tone encourages open dialogue and questions.
• Brainstorming sessions: Informal presentations stimulate creativity by creating an environment where employees feel comfortable contributing.
• Client kickoffs: A laid-back approach helps build rapport and trust, especially during the initial stages of a business relationship.

While formal communication ensures clarity and consistency in high-stakes settings, informal communication adds a human element, making ideas more relatable and discussions more interactive.

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How can Prezent help with informal presentations?

Creating a compelling informal presentation requires the right balance between professionalism and approachability. This is where Prezent, a cutting-edge presentation tool, steps in to help. Whether you're sharing examples of informal communication or delivering quick project updates, Prezent simplifies the process of crafting presentations tailored to your audience.

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Here’s how Prezent can transform informal presentations:

1. Flexible templates for all types of communication

Prezent offers templates designed for various types of communication, from formal pitches to informal team briefings. Its customizable slides let you adapt your presentation to suit the tone of your meeting, ensuring you stay conversational while keeping key points clear.

• Formal channels: Use Prezent to create structured presentations for executive meetings.
• Informal settings: Choose vibrant, dynamic layouts that resonate in less rigid environments.

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2. Streamlined information flow

With Prezent, you can simplify complex ideas into clear, engaging visuals. This is especially useful for informal settings where clarity and brevity are vital. Instead of overwhelming your audience, the tool helps you guide them from one person to the next key idea seamlessly.

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3. Collaboration across teams

Informal presentations often require input from multiple team members. Prezent fosters collaboration by allowing teams to co-create slides in real time. Whether you're working in-office or across a hybrid environment, this tool ensures a smooth exchange of information and efficient teamwork.

Create your very own informal presentations within minutes using Prezent's free trial account, or book a demo to understand the features better.