Methods of communication We communicate by exchanging symbols to describe our idea and experience. Language is a common symbol system which we use for.

Methods of communicationWe communicate by exchanging symbols to describe our idea and experience. Language is a common symbol system which we use for sharing our experience with others. We can also use other symbols like pictures, colours, signs and sounds to communicate.

We do communicate a no. of things by our facial expressions, movements, clothing and so on whether we speak or not.

Communication through words is verbal communication and through symbols is non- verbal communication.

Methods

VerbalOral and Written

Non verbalSigns, Symbols,

Colours, Pictures etc.

Verbal Communication• Any Communication which makes use of words whether oral or

written can be said to be verbal communication.• Bartol and Martin: “ Verbal communication is the written or oral use

of words to communicate”• Oral Communication : When we communicate with the help of the

spoken word we call it oral communication.Oral Communication is more natural and immediate . It requires

presence and simultaneous attention of both the persons. The attributes needed to take into account in choosing which one to use in a particular situation are:

• Speed: Written communication is slower in preparation in conveyance and in reception. It takes time to draft, type, dispatch and to receive and read a letter than it takes to speak, hear, listen, understand an oral message.

• Record: Written communication serves as a record and can be used for future reference. It is a documentary proof and can be used as legal evidence. Oral communication can be taped but the authenticity of the voice can be questioned moreover tapes can be edited and the message distorted.

• Precision and accuracy: Written communication is more precise and accurate. It is necessary because the receiver is not present to ask clarification. Oral communication is not possible to be so precise in the choice of words but the receiver can seek clarification on the spot.

• Expense: Written communication requires stationery, preparation and transmission all of which cost money.

Oral Communication• This occurs in situations like conversations, telephone talk,

interviews, presentations, meetings.• Types of Oral communication: • Face to face: Oral communication is best when face to

face.Adv: Immediate Feedback

Offers Richer communication experience because presence of the living personality whose voice, tone, expression and movements add significance to the words.

Telephone: It depends entirely on the voiceit does not have the advantage of physical

presenceClarity of speech and skillful use of voice is important.

Confusion between similar sounding words is possible.Telephone manners are necessary for both parties. The caller

must greet the receiver and reveal his identity at once.

• At the end of the conversation there must be an expression of good wishes like good-day or good night. Usually the person who called is expected to ring off first, but a junior should wait for the senior to ring off first. If it is a call from or to a customer, wait for the customer to ring off first.

• Presentation: A presentation has a face to face setting. It is formal, well- prepared talk on a specific topic, delivered to a knowledgeable and interested audience. While a touch of humour always enriches a presentation the general tone is serious or business like.

• Interview: an interview is a meeting at which one person or a panel of persons, who are the interviewers discuss a matter with another person who is the interviewee. the purpose usually is to assess , to judge whether it would be worthwhile to enter into a business relationship with the other.

• Meeting: There is a fixed agenda ie a list of issues to be discussed at the meeting.

• Advantages of oral communication:• Shades of meaning can be conveyed: With the help of

tone, pitch and intensity a speaker can put additional meaning into the words or entirely change their sense.e.g.”Your name is Aarti”.

• Quicker• Immediate feedback• Caters to any kind of audience whether literate or

illiterate.• Modulation, facial expressions speak much more than

any language.• Personal in nature• Less expensive

• Disadvantages of Oral Communication:

• Unplanned therefore chances of making mistakes.

• Retention of lengthy messages is difficult

• No permanent record

• Poor communicators may not be able to communicate a message effectively

• Is not as confidential as written communication.

Importance of Oral Communication.• Clarity of Voice• Volume, Tone, Pitch,and Stress: They are

referred to as paralanguage. The modulation of your voice and stress will convey different moods.e.g. Are YOU driving to town? Are you DRIVING to town?Are you driving to TOWN?

• Pronunciation• Eye Contact• Body language• Know your audience.

Written Communication• A famous English writer Francis Bacon has said,

“ Reading maketh a full man and writing an exact man, conference a ready man”

• Written Communication is used for many purposes. Many types of documents are required for official work. Letters, circulars, memos, notices, reports, minutes are constantly prepared and exchanged between organizations. Each has a format or layout which is fixed by custom.

• Letter: It is the most widely used form, it has a complex layout. It is mostly used for external communication.

• Circular: Circular is a detailed document giving information, instructions or orders on a specific matter. Circulars are generally issued by governments and other official bodies like councils, universities, and head Offices of Organizations.

• Report: Report is a document prepared by an individual or a committee entrusted with the task of collecting information on a subject. It requires careful research, collection of data and presentation of the findings, conclusions an d recommendations.

• Minutes: Minutes are the written record of decisions taken at a meeting. Minutes may be written by hand or typed and pasted in a minute book, or typed and filed in a minute file. Minutes are a legal document.

• Memo: Memo a short form for memorandum is an informal message between members of an organization and generally relates to daily work. Information or instructions can be conveyed by a memo.

• Notice: Notice is used when many people in the organization have to be given the same information. It is the most common method of mass communication within an organization. A notice should be short ,its language should be simple, and the type should be large and well spaced for easy reading.

Importance of written Communication.

• Purpose of the message must be clear• Precise• Diplomacy• Courteousness• Positive Conclusion• Good Organization of ideas.• No Exaggeration• Consideration• Sincerity• Builds Organization image.• Permanent.• Facilitates proper assignation of responsibilities.

Non Verbal Communication• Its importance cannot be overemphasized. Every speaker when

talking to us, uses and gives non-verbal signs. According to one study, only 7% of a message effect is carried by words and listeners receive the other 93% through non-verbal messages.

• Communication without the use of words is Non- Verbal Communication. This Communication happens all the time and is everywhere. It is spontaneous and usually not deliberate or planned.

• Non- verbal communication is not necessarily silent. It can be heard, tasted, smelled and felt.

• Bartol and Martin: communication by means of elements and beha viours that are not coded into words.

• Non verbal communication occurs even when there is no verbal communication. And it always accompanies verbal communication whether oral or written, it is more difficult to control and may sometimes betrays the truth which the speaker/ writer is hiding behind the words. Hence the saying : Non verbal communication speaks louder than words.

• Proxemics, signs and symbols, colours, time, maps and graphs are the various forms of non verbal communication.

• Methods of Non-verbal communicationNon-Verbal communication may be visual or auditory.Visual symbols:• Colour: Colour is a very important part of communication. Colour

plays a very . important part of communication. Colours are associated with different moods and feelings. For Eg. Black deals with sorrow, white with peace and purity, red with danger and so on.We use red flags in factory when the workers are on strike. Colour has a psychological effect; motivation and state of mind of employees is influenced by the colour in the place of work. Calm and cooling colours have a good influence on work, Black, dark and gloomy colours are known to reduce the productivity of workers.. Very bright and gaudy colours may be disturbing and over-exciting. Well matched and softly blending colours are pleasant and soothing. Colour is an important means of formal communication, eg. Traffic signals, colour is mainly used for classification and identification.

• Pictorial representation: How effectively pictures communicate becomes clear from the paintings, murals, engravings found on the walls of ancient caves, temples and such other buildings. They tell us a lot about the tribes, or races or rulers or traders, their religon, their adventurous deeds .A large variety of pictures from simple drawing to sophisticated coloured pictures and photographs are used on posters and advertisements.

with a large no. of illiterate and litterate people, a picture is worth a thousand words because pictures can be universally understood and more remembered.

e.g. Everybody is familiar with the picture of 2 crossed bones under a skull as a danger signal, A cross over a cigarette as a warning against smoking.

• Posters: a poster combines pictures and words. The use of words is kept to the minimum. it can be used for education and persuasion in matters like the importance of saving, the danger of drinking, the value of a neat and clean appearance.

• Graphs and charts: Special skills are required to prepare them. They cannot be understood by the uneducated, even the educated persons need some explanation and training before they follow a chart or graph. The overall situation can be seen at a glance, and the relationships between the figures are seen more easily than in tables. It needs less space than description .

• Maps: maps are representations of territory and are used for conveying the space relationships between places. They are used for geographical information of all kinds, such as transport routes, climatic conditions, distribution of population etc…

• Signs and Signals: A sign is a mark used as a representation of something, for eg., + for plus, etc. a signal is a previously agreed movement which serves to warn, direct or command, the waving of a green flag is a signal to go ahead, the firing of a gun salute signals the arrival of a VIP. A signal may be visual or auditory.

Auditory symbols• The use of auditory symbols is very limited. Only

very simple information can be conveyed through sounds. For e.g.: Warning during war time, sirens in factories to warn for fire or accident, and by police vehicles. Whistles by police and the army to assemble or to convey different instructions. Trains and ships use whistles as a signal to depict departure and for warning. Bells and Buzzers are used to indicate starting and ending of work. A bell with a pleasant sound is associated with worship . Tunes often depict an identification mark. Programs on TV and radio are introduced with a signature tune. Similarly advertisements on these media are recognized by their tunes. E.g. Airtel, ICICI, News etc.

Body language• Body language/Kinesics:Body language is a very important part of

oral communication. In face to face communication an important message is communicated by a number of factors like clothing, appearance, voice, posture, facial expressions, gestures and other body movements.

• Unconsciously our body sends out may messages through the way we look at someone or something, we carry ourselves, we interact with others , the way we dress. Body language will include the communication conveyed by the face, gestures, posture and even dress and appearance. The study of body movements is called Kinesics.

• Facial Expressions: The parts of the face convey several messages and of these the eyes are the most expressive. looking directly at someone shows boldness or arrogance, downcast eyes could indicate diffidence, shyness, fear or discomfort, averting your gaze would mean guilt and raising the eyebrows along with widening of the eye may suggest fear or surprise.

• Gestures: The movements of hands, legs, arms, head and shoulders are termed as gestures. A namaste, A bending of upper body, a raising of the hand, a handshake are various forms of greeting.

• Posture: The way you sit, stand or walk, or the way you carry yourself speaks about your personality. Soldiers in uniform marching look smart, imagine them with hands in their pockets and swaggering along.

• Appearance: Physical appearance may be difficult to alter although today cosmetic surgery and other corrective measures can give you new look. Here by appearance we mean general grooming. We dress differently for different occasions,. E.g. A wedding in the family, a visit next door, a friend’s birthday party attending an interview etc.

• Energy: t is hard to describe. Some impress with a high level of physical energy which is almost infectious, some have high intellectual or emotional or spiritual s. It conveys competence and inspires respect.

• Clothing: clothing requires good taste and judgment to make a subtle impression by what you wear. The colored, design, cut and fit combine to make up the dress.

• Silence: Silence can be a very effective way of communication. Silence is not a negative absence of speech but a positive withdrawal or suspension of speech. Silence can be used deliberately to convey certain feelings like anger or displeasure. Sympathy with someone who has suffered a loss is often best expressed by keeping silent. Silence can be very embarrassing if it is not possible to interpret it. It can be very awkward in a group when no one knows how to break it.

• Short silences are very effective in giving meaning to words. A pause before or after certain words make the word stand out from the rest.

Para language• Para language: Sounds are the basis of paralanguage. Para

languages include:tone of voice, power or emphasis, pitch, rhythm, volume, pause/ break in a sentence, speed of delivery, loudness, softness,

• Para language can be divided into parts:• Voice Qualities: pitch, volume, rhythm• Voice qualifiers: referring to variation in pitch and volume• Vocal segregates: the sound such as “ahs” and “ers” and pauses.

These clues do match to influence meaning.• Vocal Charateristics: Embracing laughter, coughing, throat clearing

and sighing.• Tone is the quality of the voice. Volume is the loudness, softness

which is modified according to the number of persons addressed and the distance between the speaker and the listener. Pitch is the high or low note of the scale. The voice becomes high pitched when the person is struck with fear. Stress on a particular word can change the meaning of a sentence and its implication

e.g. “WERE YOU THERE LAST NIGHT?”

• Space: it plays a subtle role in body language. The study of space as a communicative system is called proxemics. It is the degree and effect of the spatial separation that individuals naturally maintain in various social and interpersonal situations.

• Time: It is even more subtle non verbal factor in communication. Time given to listen and speak to people creates a sense of self-esteem in them, it is equated with care and concern for them

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