Why email is considered as informal communication type?
Karthik TSenior Engineering Manager| NikeBangalore, Karnataka, India
In most of the organizations we do request / approvals through official email communication. And lot many communications related to project through emails. So, just wondering why is it considered as informal type rather than formal communication type. Saving Changes...
Wade HarshmanScrum Master| GDITIndianapolis, In, United States
Aug 30, 2016 4:13 AM
Replying to Dominic Law
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I agree with you that signature of paper contract is most official.Then the next level of formal communication is email, as it is written evidence of evidence, and it is more official than verbal and instant messaging. In (common) law, a verbal agreement can be considered as a contract. So even if the communication is "informal", please be careful about what you say!
Good point, Dominic. Email may be less formal, but it still establishes a record of communication, whereas a verbal discussion does not.
The PMBOK (5th Ed.) makes the distinction between formal and informal many times. For example, a memo can be formal or informal, a project schedule can be formal or informal. The difference is how it is written and how binding that document or communication is within the organization.
I don't know exactly why email is listed that way in the PMBOK, but I think it's mostly correct. An email might contain a formal document, but it's rarely a formal document in and of itself- although it could be if it's formally written and digitally signed. It will be interesting to see if the 6th edition addresses email differently.
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1 reply by Karthik T
Sep 01, 2016 11:22 AM
Karthik T
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Thank you Wade Harshman for sharing your thoughts
Saving Changes...
Karthik TSenior Engineering Manager| NikeBangalore, Karnataka, India
Sep 01, 2016 11:06 AM
Replying to Wade Harshman
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Good point, Dominic. Email may be less formal, but it still establishes a record of communication, whereas a verbal discussion does not.
The PMBOK (5th Ed.) makes the distinction between formal and informal many times. For example, a memo can be formal or informal, a project schedule can be formal or informal. The difference is how it is written and how binding that document or communication is within the organization.
I don't know exactly why email is listed that way in the PMBOK, but I think it's mostly correct. An email might contain a formal document, but it's rarely a formal document in and of itself- although it could be if it's formally written and digitally signed. It will be interesting to see if the 6th edition addresses email differently.
Thank you Wade Harshman for sharing your thoughts Saving Changes...
Emails are considered as sharing the information in written but not formal communication. Since, in projects you need to share the information and record the information. By applying technology it is fast, reliable way of doing it. But for considering formal communication, the letter are preferred because they are considered as final decision or instruction or advise from the person who has authority to decide or decision by management or decision by board.
Suppose HR want to communicate any decision to his organisation employees if HR use emails to communicate a final decision to employees of their lay off by management and by using emails there is chance or probability that any one from HR department can write informal text regarding the subject or decision would not be conveyed properly to employees or could be decision was not yet complete finalized at top management level but HR manager by his understanding send the decision of laying off from the project. in that case it will lead to confusion and mismanagement. Now, consider the same case if there is formal procedure that memo to be issued after reviewing by all concerned managers and finally signed by the top management. By applying this methodology, the organisation avoids risk of miscommunication or management.
Moreover, The emails are not legally challenge able in arbitrator but they can support to supporting evidence to that case. Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
It is simple: inside your Project COmmunication Plan you determine what is formal and informal. That is all you have to take into account.
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1 reply by ARPAN MAGOO
Dec 13, 2016 2:05 PM
ARPAN MAGOO
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I do agree with that, always refer to communication management plan to find the formal and informal communication for the project.
I agree with Sergio, look inside the communication plan.
I would check on the legal side also. A few years ago fax where not consider legal document so in case of claims it was not recognize (at least here), it was change. Now the same is happening with email legislation are being pass more and more to see email as a legal document. That may be different by country. Saving Changes...
E-mails can be either formaI or informal. It depends how it is defined by the organization.
In case you are refering to project, same rule applies. Saving Changes...
