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TYPES OF COMMUNICATION

By

Bonala Kondal
What is communication ?
 Derived from the Greek word “communicare” or
“communico” which means “to share”.
 Community implies a group of people living in
one place.
 Languages are the codes of communications.
Types of communication.
communication
verbal
Formal

Non-verbal
Informal

Kinesic

Downward

Lateral

Upward

Diagonal
Grapevine
Non-verbal communication
 Through signs & symbols.
 Non-verbal can go without
verbal communication.
 Verbal can’t go without
non-verbal communication.
Types of Communication
Verbal communication.
 Two types of verbal communication.
 (1) formal communication.
(2) informal communication.
Formal communication
 We use this type of communication in
offices and social gathering.
 Two types of formal communication.
 (1) Downward
(2) Upward
(1) Downward communication
 Higher designation to lower
designation.
 Ex. Boss ordered his
worker.
 Here effect of this type of
communication is very much
than upward communication.
(2) Upward communication.
 Lower designation to
higher designation.
 Ex. Worker request to his
boss.
 Here the effect of
communication is less than
downward communication.
Informal communication.
 We use this type of communication with
our family or friends.
Three types of informal communication.
 (1) lateral
 (2) diagonal
 (3) grapevine
Lateral communication.
 Found among members working at the same
level.
 Ex. Peer group.
 Most effective form of communication.
 Barrier of subordinates or boss is not
present here.
Diagonal communication.
 The path is mixture of vertical and
horizontal movement.
 In large communications various
departments need communication
support from each other.
Grapevine communication.
 Also called as “backbiting” or
“backstabbing”.
 A backstabber is a colleague or an
employee who acts like a friend in public
but badmouth you in private.
Verbal Communication: Oral
 “The Man Who Can Think And Does Not
Know How To Express What He Thinks,
is at the same level who as the person
cannot Think”.
Characteristics/salient Features of
Oral Communication
Instantaneous Two Way Process
One Off Exercise
Day To Day Language
Presence Of Sender And Receiver
Principles
Effect Of Body Language And Speech
Modulation
 It Cannot Be Erased Or Mended






Method Of Oral Communication
 Among Individuals
1.Face To Face
Conversation
2.Interviews
3.TelePhone
Conversations
4.grapevine

 Among Groups
1.Negotiations
2.Meetings
3.Lecture/Speech
4.Presentation
5.Conferences/Seminars
/Workshops
Need For Learning Oral
Communication Skills
Help In Problem Solving
Resolve conflict
Influence People To Work Together
Persuade Other To Be Involved In
Organizational Goals
 Be Assertive Without Being Aggressive
 Develop Listening Skills
 Be An Effective Negotiator




Oral Communication
 Advantages
1.Immediate FeedBack
2.Better Relationships
3.Time Saving
4.Effective Tool Of Persuasion
5.Effective Tool Of group communication
6.Economical
7.Allows To Measure Effectiveness Immediately
8.It Is The Only Way out During An Emergency
Disadvantages
1.Lack Of Retention/Documentation
2.Distortion In Passing The Message
3.No Legal Validity
4.Possibility Of Misunderstanding
5.Unsuitable For Long Messages
6.Difficulty In assigning Responsibility
7.It Is Constrained by physical Barriers
8.Not Effective when The Target group Is
Spread Out
Tips for Effective Oral Communication
1.Consider The Objective
2.Be Confident
3.Think About The interest Level Of The Receiver
4.Be Sincere And Honest
5.Use simple Language And Familiar Words
6.Be Brief And Precise
7.Avoid Vagueness And Generalities
8.Give Full Facts
9.Use Polite Words And Tones

10.Leave Out Insulting Message
11.Say Something interesting and Pleasing To The
recipient
…
12.Allow Time To Respond
13.Avoid Disagreement And Argument
14.Avoid use Of slang Words
15.Be Sensitive And Courteous To The Listener
16.Develop New Areas Of Conversation
17.Maintain Eye Contact
18.Exhibit Positive Gestures And Body Language
19.Be Descriptive But Not Evaluation
20.Avoid Making The Speech Monotonous And
Boring
21.Don’t Be Repetitive
22.Hear The Other Person Too
23.Try To Summarize The Discussions For Clarity
Verbal Communication: Written

True Ease In Writing Come from Art,
Not Chance, As Those Move Easiest ,
who Have Learnt To Dance.
Methods Of Written Communication
















Letters
Memoranda
Notices
Minutes
Circulars
Agenda
Manuals
Handbooks
Reports
Orders
Enquiries
Complaints
Quotations
Contracts
Forms
Characteristics Of Written
Communication
Most Formal Type Of Communication
Used For Documentation
Used For Circulation Of Information
Conventional by nature
Presence Of Both Sender And Receiver Is
Not Necessary At The Same Time
 A Creative Activity
 Time Factor
 It has fewer Cycles





Written Communication
 Advantages
1.Ready Reference
2.Legal Defence
3.Promotes Uniformity
4.Mass Access
5.Suitable For Distance
Communication
6.Images Building
7.Accurate and
Unambiguous
8.Permanent In Nature
9.Facilities In Order To
Assign responsibility
10. Permits substitution and
revision.


-

DisAdvantages
Limited to literate world
Time consuming
Lot of paper work
Needs expertise in
expression
Lack of immediate
feedback
Costly
More man hours needed
No immediate
clarification
Non verbal communication
 Which does not involve words or
speech.
Characteristics of non-verbal
communication
Instinctive
Less conscious
Subtle
Complimentary to verbal
communication
 Forms the larger par of the overall
communication activity




Relationship of non-verbal message
with verbal message
 A non verbal message can
complement a verbal one.
 It can emphasize a verbal one.
 It can repeat a verbal one.
 A non verbal message can regulate a
verbal one.
 It can substitute for a verbal one.
 A non verbal message can contradict
a verbal one.
Classification of Non-verbal
communication






Kinesics: Body language
Proxemics : Space language
Time language
Paralanguage
Sign language
Kinesics
 It means body movements.
 Body language is the reflection of thought,
feelings and position.
 It includes
- Facial expressions
- Eye contact
- Gestures
- Body shape and posture
- Appearance
Why is Body Language important?
 Body language plays a big role in
intuition as it gives us messages
about the other person, that we can
interpret at an intuitive level.
55%

7%

38%
Facial expressions









Happiness
Surprise
Fear
Anger
Sadness
Interest
Bewilderment
Determination
 Direct eye contact of more than 10
seconds can create discomfort and anxiety.
 Averted eyes show anger, hurt feelings.
 Looking at somebody for a long time
shows the intensity of our interest in him.
Gestures
 Emblems:
- Patting the stomach – I’m full of food.
- Nodding the head up and down – yes
- Yawning – I’m bored.
- Waving – hello
Illustrators
Regulators
Displays
Adaptors
Gestures
 Positive
- Leaning a little towards
the speaker.
- Tilting the head.
- Eye contact with the
speaker.
- Gently nodding the
head in agreement.

 Negative
- Hands in the pocket
- Covering the mouth
with the hand while
speaking
- Scratching
- Drumming fingers.
- Tapping feet
- Sitting on the edge of
the chair
- Clicking the pen
Proxemics / Space Language &
Surroundings
 Proxemics is the study of how we communicate
with the space around us.
 Space Language
- intimate zone – physical contract/touch to 18
inches.
- personal zone – 18 inches to 4 feet.
- social zone – 4 to 12 feet.
- Public zone – 12 feet to as far as we can see
and hear.
Paralanguage
 Para means ‘like’
 Paralanguage literally means like
language.
 It tells us how speaker verbalizes his
words/speech.
 Verbal includes ‘what’ but
paralanguage includes ‘how’
Voice








Pitch variation
Speaking speed
Pause
Non fluencies
Volume variation
Pronunciation
Word stress
Sign Language
 Use of mutually understood
signs/symbols between the sender
and receiver of a message or piece of
information.
 Language is systematic set of
symbols.
Visual sings








Pictures
Caves / temples / buildings
Drawing pictures
Cartooons/caricatures
Statues/effigies
Maps and diagrams
Red light, colours of flags
Audio/Sound Signals






Drumbeating
Alarms
Various kinds of sirens
Blowing horn
Sound signalling system
Touch





Intimate touch
Friendly touch
Professional touch
Social touch
Generally, people retain







10%
20%
30%
50%
70%
90%

of
of
of
of
of
of

what
what
what
what
what
what

they
they
they
they
they
they

READ
HEAR
SEE
SEE and HEAR
SAY
SAY and DO
Communication Process
Noise

Sender

Encoding the
message

Message

Feedback

Decoding the
message

Receiver
Barriers to Effective Communication
 The barriers/negative forces may
affect the effective communication by
acting upon any or all of the basic
elements of communication process
and sender/receiver/channel.
Different Types of Barriers
a.
b.
c.
d.
e.
f.

Semantic barriers
Organizational barriers
Interpersonal barriers
Individual barriers
Cross cultural barriers
Physical barriers/channel and media
barriers
g. Technological barriers
Semantic Barriers
 Words having similar pronunciation
but multiple meaning
 Badly expressed message
 Wrong interpretation
 Unqualified assumptions
 Technical language
Organizational Barriers
o
o
o
o
o
o

Organization culture and climate
Organizational rules and regulations
Status relationships
Complexity in organizational structure
Inadequate facilities and opportunity
An lack of co-operation between
superior and subordinate
Interpersonal Barriers
(superior-subordinate)

1.
-

Barriers emanating from superiors
shortage of time for employee
lack of trust
lack of consideration for employee’s
needs
- wish to capture authority
- fear of losing power of control
- information overload
Interpersonal Barriers

(superior-subordinate) -2
2. Barriers emanating from subordinates
- lack of proper channel
- no interest to communicate
- lack of co-operation
- lack of trust
- poor relationship between superior
and subordinate
- fear of penalty
Individual / Psycho-sociological
Barriers
1.
i.
ii.
iii.
iv.
v.
vi.

Style
Linguistic accent
The form of expression
The level of drama
Types of humour
The choice of brevity
The choice of discriminatory/non
discriminatory communication modes
vii. The qualities of credibility and charisma
Individual / Psycho-sociological
Barriers - 2
2. Selective perception
3. Halo effect
4. Status relationship
5. Poor attention and retention
6. Inattention
7. Undue importance of written words
8. Defensiveness
9. Closed mind
10. State of health
11. Filtering
Cross-cultural/ Geographic Barriers








National character/basic personality
Language
Values and norms of behaviour
Social relationships
Concept of time
Perception
Non verbal communication
Physical Barriers/ Channel and
media Barriers
•
•




Noise
Environment
External transreceivers
Number of links in the chain
Circumstantial factors
• Defects in the medium
Technical Barriers
1.
2.
3.
4.
5.
i.
ii.
iii.
iv.

Communication usually fails
If the message can be understood
Filtering
Meta communication
Noise in communication process
Human sounds
Traffic
Telephone instruments
Birds, trees, fans, chalk writing, use of
duster, projectors and nasal voice.
Overcoming the Barriers
 Constant effort
 Desired to be effective and efficient
 Check continuously during the
communication
 Be fully attentive
 Listen, listen, listen and listen again
 Share opinions, feelings and
perceptions generated by the
message
Measures to overcome Barriers in
communication
 Fostering good relationship
 Purposeful and well focused communication
 Co-ordination between superior and
subordinates
 Avoid technical language
 Feedback
 Accuracy
 Clarity in message
Measures to overcome Barriers in
communication - 2
 Communication of organizational
philosophy
 Flat organizational structure
 Division of labour
 Organization policies
 Minimize semantic problem
 Proper communication channels
 Right feedback
‘

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Types of Communication

  • 2. What is communication ?  Derived from the Greek word “communicare” or “communico” which means “to share”.  Community implies a group of people living in one place.  Languages are the codes of communications.
  • 4. Non-verbal communication  Through signs & symbols.  Non-verbal can go without verbal communication.  Verbal can’t go without non-verbal communication.
  • 6. Verbal communication.  Two types of verbal communication.  (1) formal communication. (2) informal communication.
  • 7. Formal communication  We use this type of communication in offices and social gathering.  Two types of formal communication.  (1) Downward (2) Upward
  • 8. (1) Downward communication  Higher designation to lower designation.  Ex. Boss ordered his worker.  Here effect of this type of communication is very much than upward communication.
  • 9. (2) Upward communication.  Lower designation to higher designation.  Ex. Worker request to his boss.  Here the effect of communication is less than downward communication.
  • 10. Informal communication.  We use this type of communication with our family or friends. Three types of informal communication.  (1) lateral  (2) diagonal  (3) grapevine
  • 11. Lateral communication.  Found among members working at the same level.  Ex. Peer group.  Most effective form of communication.  Barrier of subordinates or boss is not present here.
  • 12. Diagonal communication.  The path is mixture of vertical and horizontal movement.  In large communications various departments need communication support from each other.
  • 13. Grapevine communication.  Also called as “backbiting” or “backstabbing”.  A backstabber is a colleague or an employee who acts like a friend in public but badmouth you in private.
  • 14. Verbal Communication: Oral  “The Man Who Can Think And Does Not Know How To Express What He Thinks, is at the same level who as the person cannot Think”.
  • 15. Characteristics/salient Features of Oral Communication Instantaneous Two Way Process One Off Exercise Day To Day Language Presence Of Sender And Receiver Principles Effect Of Body Language And Speech Modulation  It Cannot Be Erased Or Mended      
  • 16. Method Of Oral Communication  Among Individuals 1.Face To Face Conversation 2.Interviews 3.TelePhone Conversations 4.grapevine  Among Groups 1.Negotiations 2.Meetings 3.Lecture/Speech 4.Presentation 5.Conferences/Seminars /Workshops
  • 17. Need For Learning Oral Communication Skills Help In Problem Solving Resolve conflict Influence People To Work Together Persuade Other To Be Involved In Organizational Goals  Be Assertive Without Being Aggressive  Develop Listening Skills  Be An Effective Negotiator    
  • 18. Oral Communication  Advantages 1.Immediate FeedBack 2.Better Relationships 3.Time Saving 4.Effective Tool Of Persuasion 5.Effective Tool Of group communication 6.Economical 7.Allows To Measure Effectiveness Immediately 8.It Is The Only Way out During An Emergency
  • 19. Disadvantages 1.Lack Of Retention/Documentation 2.Distortion In Passing The Message 3.No Legal Validity 4.Possibility Of Misunderstanding 5.Unsuitable For Long Messages 6.Difficulty In assigning Responsibility 7.It Is Constrained by physical Barriers 8.Not Effective when The Target group Is Spread Out
  • 20. Tips for Effective Oral Communication 1.Consider The Objective 2.Be Confident 3.Think About The interest Level Of The Receiver 4.Be Sincere And Honest 5.Use simple Language And Familiar Words 6.Be Brief And Precise 7.Avoid Vagueness And Generalities 8.Give Full Facts 9.Use Polite Words And Tones 10.Leave Out Insulting Message 11.Say Something interesting and Pleasing To The recipient
  • 21. … 12.Allow Time To Respond 13.Avoid Disagreement And Argument 14.Avoid use Of slang Words 15.Be Sensitive And Courteous To The Listener 16.Develop New Areas Of Conversation 17.Maintain Eye Contact 18.Exhibit Positive Gestures And Body Language 19.Be Descriptive But Not Evaluation 20.Avoid Making The Speech Monotonous And Boring 21.Don’t Be Repetitive 22.Hear The Other Person Too 23.Try To Summarize The Discussions For Clarity
  • 22. Verbal Communication: Written True Ease In Writing Come from Art, Not Chance, As Those Move Easiest , who Have Learnt To Dance.
  • 23. Methods Of Written Communication                Letters Memoranda Notices Minutes Circulars Agenda Manuals Handbooks Reports Orders Enquiries Complaints Quotations Contracts Forms
  • 24. Characteristics Of Written Communication Most Formal Type Of Communication Used For Documentation Used For Circulation Of Information Conventional by nature Presence Of Both Sender And Receiver Is Not Necessary At The Same Time  A Creative Activity  Time Factor  It has fewer Cycles     
  • 25. Written Communication  Advantages 1.Ready Reference 2.Legal Defence 3.Promotes Uniformity 4.Mass Access 5.Suitable For Distance Communication 6.Images Building 7.Accurate and Unambiguous 8.Permanent In Nature 9.Facilities In Order To Assign responsibility 10. Permits substitution and revision.  - DisAdvantages Limited to literate world Time consuming Lot of paper work Needs expertise in expression Lack of immediate feedback Costly More man hours needed No immediate clarification
  • 26. Non verbal communication  Which does not involve words or speech.
  • 27. Characteristics of non-verbal communication Instinctive Less conscious Subtle Complimentary to verbal communication  Forms the larger par of the overall communication activity    
  • 28. Relationship of non-verbal message with verbal message  A non verbal message can complement a verbal one.  It can emphasize a verbal one.  It can repeat a verbal one.  A non verbal message can regulate a verbal one.  It can substitute for a verbal one.  A non verbal message can contradict a verbal one.
  • 29. Classification of Non-verbal communication      Kinesics: Body language Proxemics : Space language Time language Paralanguage Sign language
  • 30. Kinesics  It means body movements.  Body language is the reflection of thought, feelings and position.  It includes - Facial expressions - Eye contact - Gestures - Body shape and posture - Appearance
  • 31. Why is Body Language important?  Body language plays a big role in intuition as it gives us messages about the other person, that we can interpret at an intuitive level. 55% 7% 38%
  • 33.  Direct eye contact of more than 10 seconds can create discomfort and anxiety.  Averted eyes show anger, hurt feelings.  Looking at somebody for a long time shows the intensity of our interest in him.
  • 34. Gestures  Emblems: - Patting the stomach – I’m full of food. - Nodding the head up and down – yes - Yawning – I’m bored. - Waving – hello Illustrators Regulators Displays Adaptors
  • 35. Gestures  Positive - Leaning a little towards the speaker. - Tilting the head. - Eye contact with the speaker. - Gently nodding the head in agreement.  Negative - Hands in the pocket - Covering the mouth with the hand while speaking - Scratching - Drumming fingers. - Tapping feet - Sitting on the edge of the chair - Clicking the pen
  • 36. Proxemics / Space Language & Surroundings  Proxemics is the study of how we communicate with the space around us.  Space Language - intimate zone – physical contract/touch to 18 inches. - personal zone – 18 inches to 4 feet. - social zone – 4 to 12 feet. - Public zone – 12 feet to as far as we can see and hear.
  • 37. Paralanguage  Para means ‘like’  Paralanguage literally means like language.  It tells us how speaker verbalizes his words/speech.  Verbal includes ‘what’ but paralanguage includes ‘how’
  • 38. Voice        Pitch variation Speaking speed Pause Non fluencies Volume variation Pronunciation Word stress
  • 39. Sign Language  Use of mutually understood signs/symbols between the sender and receiver of a message or piece of information.  Language is systematic set of symbols.
  • 40. Visual sings        Pictures Caves / temples / buildings Drawing pictures Cartooons/caricatures Statues/effigies Maps and diagrams Red light, colours of flags
  • 41. Audio/Sound Signals      Drumbeating Alarms Various kinds of sirens Blowing horn Sound signalling system
  • 45. Barriers to Effective Communication  The barriers/negative forces may affect the effective communication by acting upon any or all of the basic elements of communication process and sender/receiver/channel.
  • 46. Different Types of Barriers a. b. c. d. e. f. Semantic barriers Organizational barriers Interpersonal barriers Individual barriers Cross cultural barriers Physical barriers/channel and media barriers g. Technological barriers
  • 47. Semantic Barriers  Words having similar pronunciation but multiple meaning  Badly expressed message  Wrong interpretation  Unqualified assumptions  Technical language
  • 48. Organizational Barriers o o o o o o Organization culture and climate Organizational rules and regulations Status relationships Complexity in organizational structure Inadequate facilities and opportunity An lack of co-operation between superior and subordinate
  • 49. Interpersonal Barriers (superior-subordinate) 1. - Barriers emanating from superiors shortage of time for employee lack of trust lack of consideration for employee’s needs - wish to capture authority - fear of losing power of control - information overload
  • 50. Interpersonal Barriers (superior-subordinate) -2 2. Barriers emanating from subordinates - lack of proper channel - no interest to communicate - lack of co-operation - lack of trust - poor relationship between superior and subordinate - fear of penalty
  • 51. Individual / Psycho-sociological Barriers 1. i. ii. iii. iv. v. vi. Style Linguistic accent The form of expression The level of drama Types of humour The choice of brevity The choice of discriminatory/non discriminatory communication modes vii. The qualities of credibility and charisma
  • 52. Individual / Psycho-sociological Barriers - 2 2. Selective perception 3. Halo effect 4. Status relationship 5. Poor attention and retention 6. Inattention 7. Undue importance of written words 8. Defensiveness 9. Closed mind 10. State of health 11. Filtering
  • 53. Cross-cultural/ Geographic Barriers        National character/basic personality Language Values and norms of behaviour Social relationships Concept of time Perception Non verbal communication
  • 54. Physical Barriers/ Channel and media Barriers • •    Noise Environment External transreceivers Number of links in the chain Circumstantial factors • Defects in the medium
  • 55. Technical Barriers 1. 2. 3. 4. 5. i. ii. iii. iv. Communication usually fails If the message can be understood Filtering Meta communication Noise in communication process Human sounds Traffic Telephone instruments Birds, trees, fans, chalk writing, use of duster, projectors and nasal voice.
  • 56. Overcoming the Barriers  Constant effort  Desired to be effective and efficient  Check continuously during the communication  Be fully attentive  Listen, listen, listen and listen again  Share opinions, feelings and perceptions generated by the message
  • 57. Measures to overcome Barriers in communication  Fostering good relationship  Purposeful and well focused communication  Co-ordination between superior and subordinates  Avoid technical language  Feedback  Accuracy  Clarity in message
  • 58. Measures to overcome Barriers in communication - 2  Communication of organizational philosophy  Flat organizational structure  Division of labour  Organization policies  Minimize semantic problem  Proper communication channels  Right feedback
  • 59.