1.2 Describe key stages in formal and informal decision-making processes

This guide will help you answer 1.2 Describe key stages in formal and informal decision-making processes.

Managers and leaders in adult care use decision-making in all aspects of their work. Decisions can range from simple, quick choices to structured, formal processes. Understanding key stages in both formal and informal decision-making supports effective leadership and safer care.

In this guide, we cover example stages in both formal and informal decision-making.

Formal Decision-Making Stages

Formal decision-making is a structured process. It usually follows clear steps. These decisions often affect many people or involve important outcomes such as safeguarding, staffing, or care planning.

1. Identifying the Issue or Problem

The first stage is recognising that a decision must be made. This could be due to an incident, a complaint, new guidance, or service needs.

Example:

• A safeguarding concern is raised about possible neglect.

2. Gathering and Reviewing Information

Collect all relevant facts and evidence. This might include policies, care records, witness statements, professional advice, and legal requirements.

Methods include:

• Reading reports
• Interviewing staff or individuals
• Consulting external professionals

3. Consulting with Others

Stakeholder involvement is important in formal decisions. This may involve staff, individuals receiving care, families, or external partners.

• Arrange meetings to discuss the issue
• Involve advocates if required

This stage allows sharing of views and expertise.

4. Considering Options

Identify the possible courses of action. For each option, assess risks, benefits, impacts, and any legal or ethical constraints.

• Use risk assessments
• Refer to frameworks like Mental Capacity Act

Document each potential way forward.

5. Making the Decision

Weigh up the options and choose the most suitable action. This should be based on evidence, guidance, and best practice. Leaders may need to seek approval from senior managers, a board, or local authority.

• Record the final decision clearly
• Explain why this choice was made

6. Implementing the Decision

Put the agreed action into place. Inform everyone affected and provide instructions if needed. Arrange resources, allocate tasks, or update care plans.

• Train staff on new procedures
• Communicate clearly

7. Monitoring and Reviewing

Check the outcome of the decision. Gather feedback, look for improvements or unintended effects, and adjust the plan if required.

• Formal reviews at set times
• Update documents as needed

Recording these stages provides evidence that decision-making was thorough and fair.

Informal Decision-Making Stages

Informal decision-making happens more quickly and may not follow every formal stage. It often relates to day-to-day matters or routine tasks. Leaders use their skills, experience, and organisational culture to guide them.

1. Recognising the Need for Action

An issue or choice presents itself, sometimes during daily work. Examples might be covering a shift at short notice or responding to a request from a person using the service.

• Staff member calls in sick
• Resident wants to join an activity

2. Assessing the Situation

Consider what is needed, what resources are available, and any immediate priorities. Use your experience and knowledge of people involved.

• Check staff rota and available staff members
• Weigh up the needs of other residents

3. Deciding what to Do

Think through your possible options. Often, leaders reach a decision quickly based on what is practical and fair.

• Ask a staff member to work extra hours
• Support the resident to join the activity if safe and possible

4. Acting on the Decision

Take action straight away. Inform relevant people and explain your reasoning if needed.

• Phone staff to arrange cover
• Communicate with colleagues

5. Reflecting on the Outcome

Afterwards, consider if the decision was effective and what could be improved next time. This may be a quick, mental check rather than a formal review.

• Did the extra staff help the shift run smoothly?
• Was the person happy with their activity?

Informal decision-making is usually quicker and less documented but still requires sound judgement.

Comparing Formal and Informal Processes

Both types of decision-making are important in a leadership role. The main differences include:

• Formality: Formal processes are structured and documented. Informal ones are more flexible.
• Consultation: Formal decisions often involve others. Informal decisions may be made alone or with brief input from colleagues.
• Timescale: Formal decisions can take days or weeks. Informal decisions happen quickly, often within minutes.
• Impact: Formal decisions usually have wider or lasting impact. Informal decisions are lower risk or have limited effect.

Knowing when a situation needs a formal or informal approach is a key management skill.

Supporting Good Decision-Making

Regardless of the process, some principles help all decisions:

• Follow policies and best practice
• Keep people safe and respect their rights
• Record reasons for significant decisions
• Reflect and learn from outcomes

Supporting staff to understand and use both types of decision-making helps build a confident, responsive team.

Final Thoughts

Leaders in adult care use both formal and informal decision-making every day. Formal decisions follow clear, structured stages, including identification, gathering information, consulting, considering options, making and recording the decision, implementing, and reviewing. Informal decisions are more immediate, guided by experience, and often address day-to-day matters.

Understanding and applying each process supports safe, effective care and strong leadership.