METHODS OF COMMUNICATION

METHODS OF COMMUNICATION

A)  VERBAL COMMUNICATION: Communication that takes place with the help of words or language is verbal communication. Verbal communication is of two types- Oral and Written Communication. They both use language as a medium of communication.

1)    Oral Communication: Communication that takes place using spoken words is called Oral Communication. It may be formal or informal. Oral communication includes face-to-face communication, meetings, interviews, seminars, conferences, group discussions, interviews, telephonic conversation, speech, presentation and gossip, etc.

Advantages of Oral Communication:

1)      Time-saving: Oral communication is time saving. It reaches the receiver faster. It offers instant feedback. Immediate feedback helps the sender clarify any doubts the receiver would have.

2)      Less Expensive: Oral communication is less expensive as compared to written communication. It does not involve expenditure on stationery, and other equipment such as computer and printer.

3)      Direct: Oral communication is direct because the spoken words carry message directly to the receiver. The speaker can also convey various shades of meaning by changing the tone, pitch and intensity of his voice and also by the use of facial expressions and signs to convey the exact meaning.

4)      Useful for all Audience: Oral communication is very useful to address literate, semi-literate and illiterate masses.

5)      Motivate the Speaker: Oral communication can motivate the speaker. When there is favourable reaction and responses from the audience, the speaker gets motivated, and he would be in a better position to express his ideas and views more clearly and convincingly.  

6)      Confidential and Secret Information: The speaker can communicate confidential and secret information to the listener in one-to-one basis. The confidential and secret information may not be put in writing as other persons such as secretary and others who get in touch with written communication may come to know of such information.

Disadvantages of Oral Communication:

1)      Problem of Retention: Retention of lengthy messages is difficult. When conveyed orally, important parts may be forgotten or missed. Recall of the whole message may not be possible.

2)      Lacks Legal Validity: Oral communication lacks legal validity. In the absence of a record, oral messages do not have legal validity. However, messages can be taped or recorded, but it is subject to scrutiny and often found lacking in authenticity.

3)      Lacks Accountability: It is difficult to fix responsibility in case of oral communication. If something goes wrong with the oral communication, the speaker may deny the facts, which he may have spoken.

4)      Chances of Misunderstanding: There are chances of misunderstanding in the case of oral messages. The audience may not pay proper attention to the speaker, and may misunderstand the message. Again, voice and pronunciation may affect the quality of the message.

5)      Lacks Planning: Oral communication often lacks planning. A number of speakers do not plan their talks well in advance.

6)      Diversion of Subject: There are a number of cases, where the original subject matter is side-tracked and irrelevant discussion takes place between the speaker and listener. This happens at times in the case of certain lectures or group discussions.

2)    Written Communication: Communication based on the use of alphabets, signs or codes of any kind, which is provided by writing or typing is called Written Communication. It includes letters, memos, reports, proposals, notices, minutes, circulars, manuals, projects, tenders, quotations, brochures etc.

Advantages of Written Communication:

1)      Legal Evidence: Written communication can be presented as legal evidence in the court of law in matters of controversy.

2)       Permanent Record: Written communication can be preserved as a permanent record of the organisation. It can be referred in future.

3)      Fixing of Responsibility: It is possible to fix responsibility in case of written communication. The person who signs the written communication is answerable about its contents and so it is easier to assign responsibilities to the writer.

4)      Less Chances of Misunderstanding: Written communication is planned and organised. There are less chances of misunderstanding. This is because; care is taken by the writer to provide clear and correct information.

5)      Suitable for Lengthy Messages: Written communication is suitable for lengthy and complex messages. It helps the reader to understand such messages. The reader may re-read the message to understand the contents.

6)      Mass Dissemination: Many copies of the written matter can be photocopied or reprinted and distributed to a large number of people. In this way dissemination of information is easily done.

Disadvantages of Written Communication:

1)      Time Consuming: Written communication is time consuming. It takes time for drafting the message. It takes time for reaching to the recipients through post, courier or some other channels. It takes times for reading and understanding on the part of the reader.

2)      Expensive: Written communication is expensive. It needs stationery and other useful material for writing or typing.

3)      Problem of Feedback: Instant feedback is not possible in case of written communication. At times, the receiver may not respond or he may delay to give a feedback. The sender may have to send reminders to get a feedback.

4)      Problem of Instant Clarification: Written communication cannot provide instant clarification on certain matters to the receiver.

5)      Problem of Writer:  Some writers are poor in communication.  They may be poor in grammar and in the choice of words. Because of this problem, written communication may create a poor image of the organisation in the minds of the readers.

6)      Problem in Communicating Secret Information: Secret or sensitive information cannot be easily communicated through written communication. This is because; such information may go in the wrong hands.

CHARACTERISTICS OR FEATURES OF VERBAL COMMUNICATION:

           Verbal Communication has certain distinguishing features. The main features are as follows:

1)      Verbal communication involves using words and spoken language: Verbal communication implies the usage of a language, which is known to both the sender and the receiver to result in common understanding.

2)      It can take the form of oral or written communication: When words are used for talking, it is referred to as oral communication and when used for writing it is called written communication.

3)      It is specific to the objective:  The objective of the message is given utmost importance by both the speaker as well as the writer. The content of message itself is drafted on its basis. The oral and written content is well understood only when the purpose is made clear.

4)      It is specific to the need of the receivers: The size and composition of the receiving audience, their level of understanding and their needs are the basis on which any verbal communication is planned. Thus, the probable reaction of the receivers is considered very important.

5)      It permits arrangement of points and adoption of appropriate style: The sender must arrange the key points logically. Each point should follow the other in a logical sequence. The style of presentation may be varied on the basis of the preference of the receivers and the importance of the message.

6)      It can be either formal or informal in nature: Oral communication may be informal in nature. Written communication is more formal in nature.

7)      It fulfils different objectives of communication: Different objectives of communication like disseminating information, imparting advice or order, persuasion, motivation, raising morale and educating or warning can effectively be carried out through verbal communication.

8)      It provides scope for feedback: Oral communication is able to receive immediate feedback. However, in written communication, although feedback is received, it is often delayed. As both oral and written communications are followed by feedback, verbal communication is more meaningful.

   

B)   NON-VERBAL COMMUNICATION: When messages or information is exchanged or communicated without using any spoken or written word, it is called Non-verbal Communication.  Non-verbal communication can exist independently of verbal communication or supplement it. Non-verbal communication is done through body language, paralanguage, sounds, signs, symbols and other forms of non-verbal communication.

FORMS OF NON-VERBAL COMMUNICATION:

1)    BODY LANGUAGE OR KINESICS: The study of the body movements is called ‘Kinesics’. Body language or kinesics plays an important part of non-verbal communication. Body language includes the communication conveyed by the facial expression, gestures, posture and even dress and grooming or appearance.

FACIAL EXPRESSIONS:  The face of a person mirrors the emotions and conveys a host of different messages. Facial expression also includes eye contact. Smiling, frowning, widening the eyes, raising the eyebrows, pursing the lips are all examples of facial expressions. Looking directly at someone shows boldness or arrogance, downcast eyes could indicate lack of self-confidence, shyness, fear or discomfort, avoiding your gaze can mean guilt and raising of eyebrows along with widening of the eye can suggest fear or surprise. The eyes, the eyebrows, the forehead and the mouth together can display many expressions. Smiling shows agreement, friendship, welcome, goodwill, peace and kindness. These expressions can also act as a substitute for the words. Reading a person’s face as they speak can help to better understand how they feel about what they are saying. Facial expressions often reveal the true feelings of a person, even when his words are saying something else.

GESTURES: The movements of the body, head, hands, shoulders, arms, legs and feet are termed ‘gestures’. Gestures can convey a greeting, such as folding one’s hands in a ‘Namaste’; it can pass information, such as holding up your hand to indicate ‘wait’, or nodding head to say ‘yes’ and shaking it to say ‘no’. Hand-clapping indicates appreciation, wave of hand indicates ‘farewell’. The same gesture could mean different things in different contexts. The raising of the hand to someone across the road is greeting, the same gesture at a meeting could mean ‘I have something to say’.

POSTURE: Posture is an important part of body language. It means the manner in which we carry ourselves, i.e. the way we walk, stand, and sit. Posture says a lot about a person’s personality, his mood and general nature. Hunched shoulders, slouching in a chair can mean lack of self-confidence and low energy levels, or shyness; an erect stance shows positivity and confidence.

DRESS AND GROOMING:  The clothes we wear and the level of our grooming play an important role in giving people an impression about us. Our choice of clothes on different occasions and in different places, our attention to neatness and to details like well-combed hair and clean nails, all provide important clues to others about our personalities.

2)    PARALANGUAGE: Paralanguage is another method of communication. ‘Para’ means support, so paralanguage means something supporting language. Paralanguage includes tone, stress, accent, pitch and register. The study of paralanguage focuses on how you say what you say. Through the study of paralanguage the attitude, emotions, feelings, purpose etc. of the speaker is understood. It is a kind of supportive or supplementary tool to oral communication. The tone of voice, rate of speech, pause, accent can not only communicate but alter the meaning significantly.

3)    PROXEMICS: Proxemics is the study of space and how we use it in communication. The manner in which we use space in personal as well as in group communication creates different kinds of meaning and sends different messages to others. Each person occupies space and considers the space around him as his space. He may allow some people to cross into this space; some people are preferred at the boundary and some others still further away. Many families have a particular chair which is ‘Dad’s chair’. It would be unthinkable for a subordinate, to walk into a boss’ office and sit down in the boss’ chair.

            American anthropologist Edward Hall has categorised four zones of space according to the distance between the communicators. They are-

1) Intimate Space: Intimate space ranges from physical contact from 0 to 18 inches away from the body. This space is used between family members, close friends. This space is used for making love, for children clinging to a parent or to each other, for hugging, patting, shaking hands, etc.

2) Personal Space: Personal space ranges from 18 inches to 4 feet. This space is used between friends and colleagues.

3) Social Space: Social space ranges from 4 feet to 12 feet around us which allows formal interactions. In meeting with the colleagues and superiors, subordinates or other business associates, in job interview, we use social space.

4) Public or Formal Space: Public or formal space ranges from 12 feet onwards. Public space takes us a distance away from the centre of activity. Thus, when we are in a conference hall, in an auditorium or a sports stadium, we are in a public space.

             4) SILENCE:  Silence is a powerful form of non-verbal communication. 

                    Attention, carefulness, carelessness, displeasure, lack of interest, failure to understand, anger, approval, and disapproval or refusal, etc. can be communicated very effectively by using silence. The most effective use of silence can be made by giving a slight pause before or after making an important point during a speech. A slight pause before an important point creates suspense; it raises a sense of anticipation and the audience listens to the next point more attentively. A slight pause afterwards suggests that something very important has been said and the speaker desires his audience to assimilate it and realise its significance before he passes on to the next point.

            Daily life furnishes us with countless examples of communication by silence. The student keeps silent for a few moments before answering a question it means he is thinking. Two strangers remain silent after a few moments of conversation it means they do not have much in common. A VIP enters the room and people become silent it means they respect his presence. A person in the train begins talking to you and you look out of the window in silence it means you do not wish to get friendly. A joke at a party is greeted with silence it means people disapprove of the joke or the speaker. An employer demands from his employee why a certain job has not been done and the employee remains silent it means he does not have an explanation.

5)    AUDITORY SIGNALS: Auditory signals such as horn, whistle, siren, alarm, bell, mobile ringtones, etc. are used to convey certain things, ideas and messages. Certain beeps, alarms communicate danger or function as a warning. A particular type of siren warns about fire. A factory siren means ‘reporting time’ for workers of a particular shift and ‘stop work and go home time’ for those of another shift. Temple bell indicates time for prayer. Similarly the school bell and traffic policeman’s whistle make sense to the school children and traffic-rule breakers respectively. Music also communicates certain feelings and emotions. Hence, particular kind of music is played at certain junctures.  

6)    VISUALS: Visuals have the merit of conveying information in a form which is very easy to understand and is effective. It helps transmitting messages quickly and enables quicker comprehension. This type of communication takes place through signs, symbols, posters, colours, charts, maps, graphs, etc. Signs stand for a particular message or they indicate a specific idea. On the road we have signs of ‘no-parking’, signs showing food, petrol, telephone facilities are available ahead. Symbols are indicators or marks used as a standard representation of something. We have basic mathematical symbols (+, -, x and ÷), language symbols (A, P, L), and so on. Flags, coins, logos of organisation are also symbols. Posters are used for a larger audience or to convey a public message. They are the most common and cheapest means of reaching out to maximum number of people. Posters are the combination of verbal and non-verbal factors, because they consist of pictures as well as words. However, they are considered a form of non-verbal communication because it is the visual or non-verbal part which plays a key role in posters. They are used in advertising or for educational purpose, to spread awareness on subjects of public interest like literacy programmes, importance of protecting the environment, and other such issues e.g. Save the Environment or Say No to Drugs etc. Colours can be used to give message, for instance in traffic signals. Black colour stands for death and sorrow and red for danger. Workers use black bands to express their protest against some injustice. Maps, graphs and charts are also useful in visual communication. They are pictorial representations of statistical and other kinds of information. They provide accurate information that can be gathered at a glance. Maps show the location, size and other features of countries, towns as well as natural features like rivers, mountains. Graphs are used to show the variation of two quantities, of temperature, production and sales, prices and profits etc. Charts can be pasted on cardboard or drawn directly on chart-paper. Charts are widely used in schools.

CHARACTERISTICS OR FEATURES OF NON-VERBAL    COMMUNICATION:

      Non-Verbal Communication has certain distinguishing features. The main features are as follows:

1)      Nonverbal communication involves usage of sign language, pictures, symbols, and any other means that enables communicating in the absence of words: Nonverbal communication makes adequate use of body language, sign language, proxemics, clothes, visuals and also some auditory methods of communicating.

2)      Nonverbal communication is used to perform specific functions: In certain situations for carrying out some functions, nonverbal communication is very effective.

3)      It is an inexpensive speedy means of communication used only in situations where the receiver is able to see the sender: It not only saves time but also does not cost much. This is because it involves experiencing or sharing something, which is not expressed in words either between two individuals facing each other or two individuals away from each other but where the receiver, at least, is able to see the sender of the message.

4)      Nonverbal codes are used to establish and maintain interpersonal relationships: Nonverbal communication helps in building healthy relationships between individuals. It is considered more polite or nicer to communicate attitudes towards others non-verbally rather than verbally.

5)      It provides scope for feedback: As nonverbal communication takes place in a face-to- face situation, feedback can be immediately transmitted by the receiver verbally and nonverbally. This enables the communication to be fruitful by providing instant clarification.

6)      Its effectivity depends on the attentiveness of the receiver and his capability of understanding the communication: If the receiver is not attentive at a given moment, it is possible for him to miss out or fail to hear the nonverbal message.