This article was originally published at: https://medium.com/@nadegeminois/understanding-formality-in-project-management-communication-0fe9a8156d45

In the realm of project management, the way we communicate can significantly impact our relationships with stakeholders and team members. Consider the difference between a casual “Hi mate, what’s up?” and a more formal “Good afternoon Professor Martin, I hope it is okay to ask you a question?” These expressions highlight varying levels of formality, which are often influenced by cultural norms.

Cultural Influences on Formality

The level of formality in communication is largely dictated by cultural context. In English-speaking countries, where “you” is universally used, interactions tend to be more informal. Conversely, in cultures with distinct formal and informal address forms, communication is generally more formal, requiring careful consideration of how we address others.

For instance, in the United States and the UK, it’s common for people to address each other by first names, even if they are not acquainted. However, during my time in Germany and Austria, I noticed a preference for using titles and last names in initial interactions. Similarly, in France, where I grew up, it was customary to use the polite form and last name, especially when addressing someone unfamiliar or of higher status.

Beyond Words: The Many Facets of Formality

Formality extends beyond the words we choose. It encompasses how we convey our messages. Eye contact, physical proximity, and body language all play a role in determining the level of formality. For example, how close you stand to someone or how you sit during a conversation can signal your level of formality.

Even attire can reflect formality. Is it appropriate to wear jeans and a sweater when meeting with your boss? These considerations are crucial in maintaining the right level of formality in professional settings.

The Complexity of Formality in Communication

While formality might seem straightforward, it manifests in various aspects of behaviour and communication. Ensuring the appropriate level of formality, especially when interacting with unfamiliar individuals or those from different cultures, can be challenging.

Failing to match the expected formality level can have serious repercussions. It might result in losing the trust of a stakeholder. As project managers, understanding and adapting to these nuances is essential for successful stakeholder engagement and project delivery.