FORMS OF COMMUNICATION

Different Forms of Communication

Oral Communication

Oral communication includes sounds, words, language and speaking. Language is said to have
originated from sounds and gestures. There are many languages spoken in the world. The basis
of language formation is: gender, class, profession, geographical area, age group and other
social elements. Speaking is an effective way of communicating and is again classified into two
types; interpersonal communication and public speaking. Good Oral communication is an
inseparable part of business communication. In a business, you come across people from
various ages, cultures and races. Fluent oral communication is essential, when with dealing
people in business meetings. Also, in business communication selfconfidence plays a vital role
which when clubbed with fluent communication skills can lead to success. Public speaking is
another verbal communication in which you have to address a group of people. Preparing for an
effective speech before you start is important. In public speaking, the speech must be prepared
according to the type of audience you are going to face. The content of your speech should be
authentic and you must have enough information on the topic you have chosen for public
speaking. All the main points in your speech must be highlighted and these points should be
delivered in the correct order. There are many public speaking techniques and these techniques
must be practiced for an effective speech.

Advantages of Oral Communication

Verbal Communication has the following advantages:

1. Saving of Time Under this form of communication the messages are communicated
immediately without consuming any time. Oral communication is the best option during an
urgent condition and when immediate action is necessary.
2. Saving of Money It saves money as it needs no help of any particular media.
3. More Effective As there is direct touch/ contact of the sender and receiver message
transmission proves to be more effective. The sender of message can also exercise his personal
influence over the receiver of message.
4. Knowledge of Reaction of Message. An important advantage of oral communication is that
under this method of communication, the sender of message can judge the reaction of the
message on its receiver. He comes to know whether the receiver of the message will follow it or
not.

Disadvantages of Oral Communication

Oral communication has the following disadvantages:

 1. Lack of Proof of Message The greatest disadvantage of oral communication is that there is no
proof of the message communicated.
2. Not Suitable for Future Reference Since there is nothing in writing supporting the messages
communicated orally, it is not suitable for future reference. If there is any dispute on any point
of the message, it cannot be helped in any way.
3. Not Suitable in Case of Distance If the receiver and the sender of the message are far from
each other, this method of communication is not suitable because it will increase the cost of
communication.

ii. Non-Verbal Communication

Non-verbal communication is the way in which we express our feelings, emotions, attitudes,
opinions and views through our body movements. Body language is a non-verbal way of
communication. Body posture and physical contact convey a lot of information. Body posture
matters a lot when you are communicating verbally to someone. Folded arms and crossed legs
are some of the signals conveyed by a body posture. Physical contact, like, shaking hands,
pushing, patting and touching expresses the feeling of intimacy. Facial expressions, gestures and
eye contact are all different ways of communication. Reading facial expressions can help you
know a person better. Creative and aesthetic non-verbal communication includes singing,
music, dancing and sculpturing. Symbols and sign language are also included in non-verbal
communication. When we communicate, non-verbal cues can be as important, or in some cases
even more important, than what we say. Non-verbal communication can have a great impact on
the listener and the outcome of the communication. Non-verbal communications include facial
expressions, the tone and pitch of the voice, gestures displayed through body language
(kinesics) and the physical distance between the communicators (proxemics).
These non-verbal signals can give clues and additional information and meaning over and above
spoken (verbal) communication.
Non-verbal Messages Allow People To:
• Reinforce or modify what is said in words. For example, people may nod their heads
vigorously when saying "Yes" to emphasise that they agree with the other person, but a shrug
of the shoulders and a sad expression when saying "I'm fine thanks,‖ may imply that things are
not really fine at all!
• Convey information about their emotional state.
• Define or reinforce the relationship between people.
• Provide feedback to the other person.
• Regulate the flow of communication, for example by signaling to others that they have
finished speaking or wish to say something.
Non-verbal communication include:
• Body Movements (Kinesics)
• Posture • Eye Contact (occulesics)
• Para-language
• Closeness or Personal Space (Proxemics)
• Facial Expressions
1. Body Language or Body Movements (Kinesics)
Body movements include gestures, posture, head and hand movements or whole body
movements. Body movements can be used to reinforce or emphasize what a person is
saying and also offer information about the emotions and attitudes of a person. However, it
is also possible for body movements to conflict with what is said. A skilled observer may be
able to detect such discrepancies in behaviour and use them as a clue to what someone is
really feeling. Research work has identified the different categories of body movement/
gestures that are detailed below with each category describing the purpose they commonly
serve:
• Emblems: these gestures have direct verbal translations, like nodding the head for ‗yes‘,
shaking the head for ‗no‘ or waving the hand for ‗hello‘. They may be used in place of
words.
• Illustrators: Gestures which accompany words to illustrate a verbal message are known as
illustrators. For example, the common circular hand movement which accompanies the
phrase 'over and over again', or nodding the head in a particular direction when saying 'over
there'.
• Affect Displays: These are facial expressions or gestures which show the emotions we feel.
These are often unintentional and can conflict with what is being said. Such expressions give
strong clues as to the true emotional state of a person.
• Regulators: Gestures used to give feedback when conversing are called regulators, for
example head nods, short sounds such as 'uh-huh', 'mm-mm', and expressions of interest or
boredom. Regulators allow the other person to adapt his or her speech to reflect the level
of interest or agreement. Without receiving feedback, many people find it difficult to
maintain a conversation.
• Adaptors: these are unconscious movements of the body that originate from the nervous
state of our mind. E.g. in an interview, when the candidate is nervous or uncomfortable
with the questions asked, he/ she may unconsciously crack knuckles, shake legs or tap the
foot
2. Posture
Posture can reflect people's emotions, attitudes and intentions. Research has identified a
wide range of postural signals and their meanings, such as: Open and Closed Posture: Two
forms of posture have been identified, ‗open‘ and ‗closed‘, which may reflect an
individual's degree of confidence, status or receptivity to another person. Someone seated
in a closed position might have his/her arms folded, legs crossed or be positioned at a slight
angle from the person with whom they are interacting. In an open posture you might expect
to see someone directly facing you with hands apart on the arms of the chair. An open
posture can be used to communicate openness or interest in someone and a readiness to
listen, whereas the closed posture might imply discomfort or disinterest.
3. Eye Contact (occulesics)
 This is the science of the movement/ grammar of our eyes. Eye contact serves three main
purposes:
• To give and receive feedback: Looking at someone lets them know that the receiver is
concentrating on the content of their speech. Not maintaining eye contact can indicate
disinterest. Communication may not be a smooth process if a listener averts their eyes too
frequently.
• To let a partner know when it is their 'turn' to speak: This is related to the above point.
Eye contact is more likely to be continuous when someone is listening, rather than
speaking. When a person has finished what they have to say, they will look directly at the
other person and this gives a signal that the arena is open. If someone does not want to be
interrupted, eye contact may be avoided.
• To communicate something about a relationship between people: When you dislike
someone, you tend to avoid eye contact and pupil size is often reduced. On the other hand,
the maintenance of positive eye contact signals interest or attraction in a partner.
Eye grammar (what eyes communicate)
i. Staring eyes. Too much eye contact which show superiority or lack of respect, a
threatening attitude or a wish to insult.
ii. Too little eye contact. It indicates dishonesty, impoliteness, insincerity, and also
shyness. iii. Withdrawal of eye contact. This is considered a sign of submission.
4. Para-language (paralinguistics)
Para-language relates to all aspects of the voice which are not strictly part of the verbal
message, including the tone and pitch of the voice, the speed and volume at which a
message is delivered, and pauses and hesitations between words. These signals can serve to
indicate feelings about what is being said. Emphasizing particular words can imply whether
or not feedback is required.
• A voice that has tremors will not make feel very positive about the speaker.
• A high speed of talking in interviews or negotiations or presentations will not instill
confidence in the interviewers or audience.
5. Closeness and Personal Space (Proxemics)
The study of personal space is termed proxemics. Every culture has different levels of
physical closeness appropriate to different types of relationship, and individuals learn these
distances from the society in which they grew up. When someone violates an appropriate
distance, people may feel uncomfortable or defensive. Their actions may well be open to
misinterpretation. In Western society, four distances have been defined according to the
relationship between the people involved.
The Four Main space zones/ distances
• Intimate Distance (touching to 45cm)
• Personal Distance (45cm to 1.2m)
• Social Distance (1.2m to 3m)
• Public Distance (3m) These four distances are associated with the four main types of
relationship - intimate, personal, social and public. Each of the distances are divided into
two, giving a close phase and a far phase, thus making eight divisions in all. It is worth
noting that these distances are considered the norm in Western Society:
• Intimate Distance: Ranges from close contact (touching) to the 'far' phase of 15-45cm. In
British society, it tends to be seen as an inappropriate distance for public behaviour and, as
mentioned above, entering the intimate space of another person with whom you do not
have a close relationship can be extremely disturbing.
• Personal Distance: The 'far' phase of personal distance is considered to be the most
appropriate for people holding a conversation. At this distance it is easy to see the other
person's expressions and eye movements, as well as their overall body language.
Handshaking can occur within the bounds of personal distance.
• Social Distance: This is the normal distance for impersonal business, for example working
together in the same room or during social gatherings. Seating is also important;
communication is far more likely to be considered as a formal relationship if the interaction
is carried out across a desk. In addition, if the seating arrangements are such that one
person appears to look down on another, an effect of domination may be created. At a
social distance, speech needs to be louder and eye contact remains essential to
communication, otherwise feedback will be reduced and the interaction may end.
• Public Distance: Teachers and public speakers address groups at a public distance. At such
distances exaggerated non-verbal communication is necessary for communication to be
effective. Since subtle facial expressions are lost at this distance so clear hand gestures are
often used as a substitute. Larger head movements are also typical of an experienced public
speaker who is aware of changes in the way body language is perceived at longer distances.
Advantages of non-verbal communication
1. Complementary: Non-verbal cues complement an oral message by adding to its meaning.
You can pat someone you offended at the back as you say sorry to him or her.
2. Easy presentation: Information can be easily presented in non-verbal communication
through using visual, audio-visual and silent means of non-verbal communication.
3. Substituting: Non-verbal message may substitute for the oral message especially if the
oral message is blocked by noise, interruption, long distance etc. for example: gestures-
finger to lips to indicate need for quite, facial expressions- a nod instead of a yes.
4. Accenting: Often used to accent a verbal message. Verbal tone indicates the actual
meaning of the specific words.
5. Repeat: Used to repeat the verbal message (e.g. pointing a direction while stating
directions.)
6. Help to illiterate people: This type of communication uses gestures, facial expressions,
eye contact, proximity, touching etc. and without using any spoken or written word. So, it is
very much helpful for illiterate people.
7. Help to handicapped people: Non-verbal cues of communication greatly help in
handicapped people especially to deaf people. Deaf people exchange message through the
movements of hands, fingers, eye ball etc.
8. Attractive presentation: Non-verbal communication is based on visual, picture, graph,
sign etc. that can be seen very much attractive.
9. Quick expression of message: Non-verbal cues of communication like signs and symbols
can also communicate some messages very quickly than written or oral messages.
Disadvantages of non-verbal communication
1. Vague and imprecise: Non-verbal communication is quite vague and imprecise. This is
because this communication there is no use of words or language which expresses clear
meaning to the receiver. No dictionary can accurately classify them. Their meaning vary
according to culture and context.
2. Continuous: It is possible to stop talking in oral communication, but it is generally not
possible to stop nonverbal cues. Also, spoken language has a structure that makes it easier
to tell when a subject has changed, for instance or to analyze its grammar. Nonverbal does
not lend itself to this kind of analysis.
3. Multi-channel: while watching someone‘s eyes, you may miss something significant in a
hand gesture. Everything is happening at once and therefore it may be confusing to try to
keep up with everything. Most of us simply do not do so, at least not consciously.
4. Culture-bound: Different cultures have different meanings and interpretations of
different non-verbal messages.
5. Long conversations are not possible: In non-verbal communication, long conversation and
necessary explanations are not possible. No party can discuss the particular issues of the
messages.
6. Difficult to understand: Difficult to understand and requires a lot of repetitions in
nonverbal communication. Since it uses gestures, facial expressions eye contact, touch etc.
for communicating with others which may not be understandable for the simple and foolish
people.
7. Not everybody prefers: Everybody not prefers to communicate through non-verbal
communication with others. Sometimes it cannot create an impression upon people or
listeners. It is less influential and cannot be used everywhere. It is cannot be used as a
public tool for communication.
8. Lack of formality: Non-verbal communication does not follow any rules, formality or
structure like verbal. In most instances, people unconsciously and habitually engage in
nonverbal communication by moving the various parts of their bodies.
9. Costly: In some cases non-verbal communication involves huge cost. For example, neon
sign, power point presentation, cinema etc are very much costly compared to others form
of communication.
10. Distortion of information: Since it uses gestures, facial expressions, eye contact, touch,
sign, sound, paralanguage etc. for communicating with others, there is a great possibility in
distortion of information in non-verbal communication.
iii. Written Communication
Written communication is writing the words which you want to communicate. Good written
communication is essential for business purposes. E-mails, reports, articles and memos are
some of the ways of using written communication in business. Written communication can
be used for formal business communication and also for informal communication purposes.
Mobile SMS is an example of informal written communication.
Advantages of Written Communication
1. The written communication can be edited and amended many times before it is
communicated. This is one of the main advantages of using writing as the major means of
communication in business activity.
2. No need of Personal Contact In written communication there is no need of personal
contact:
3. Economical If the receiver and sender of the message are far apart, it is economical to
communicate the message in writing because communicating by post is cheap and quite
economical.
4. Written Proof Written communication provides a proof for future reference. If there is
any dispute the message may be referred to.
Disadvantages of Written
Written communication has the following disadvantages:
1. Delay There is delay because the message is writing is communicated after a certain
process is completed. It is prepared, edited, proofread etc before the written
communication is delivered. Consequently, the message is delayed.
2. Lack of Secrecy There is no secrecy in written communication. Secrecy cannot be
maintained because these messages can be accessed by anyone.
3. Costly Written communication involves heavily expenditure. If the receiver and sender of
message are near to each other, it is fairly costly to communicate in writing.
iv. Visual communication
Visual communication is visual display of information, like, photography, signs, symbols and
designs. Television and video clips are the electronic form of visual communication.
Advantages of visual communication
i. Conveys information in a fast manner Visual communication is very fast as far as
conveying a message is concerned. A graph for example, showing company‘s
expenditure in a financial year, can be understood just at a glance, compared to
paragraphs of text or a speech to convey the same information. Through visual
communication complex facts and figures can be easily absorbed/ understood.
ii. Better understanding and retention A picture is retained in our memory longer than
words or quotes. Research shows that people remember visuals the best, followed
by speech, accompanied by reading.
iii. Impactful A graphic of any kind can elicit a stronger reaction from the reader.
Compare saying "Nature is a wonderful thing" to an audience, to an image of young,
cuddly animals. The image will move people emotionally and be more effective.
iv. Effective It is a much more efficient way of communicating - not just in time
required for relaying information, the effort is much less too. For example, if I had
to describe the usage of a pen to a group of people, it would be much easier for me
to do so with a pen at my aid, and the point would get across better when those
present actually see the pen being written with.
v. Removes ambiguities. Ambiguities are more common with only oral
communication, especially now with globalization, as people from diverse
backgrounds and linguistic abilities are working together. A visual, on the other
hand, makes everything very clear. For example, if I say "The Kremlin is a colorful,
domed structure", some would imagine it to be like a grand cathedral, whereas a
few others would think of it shaped liked an igloo. But with a picture, everyone
would instantly know how it actually looks.
vi. Captivates and retains audience attention When visuals are used instead of a simple
speech, it makes a person more involved and connected, as visuals are able to pull
down most barriers of communication, and open up people. vii. It enables
comparisons to be made and recognized easily.
Disadvantages of visual communication
1. Costly: The visual methods of communication are more costly than those of other
methods. To draw maps, charts, diagram is costly. That is why only large companies
or organization can use this technique. High quality images, pictures and graphics,
require additional resources to produce. Besides, using lower quality visuals has
been proven to reduce credibility.
2. Complex presentation: Sometimes visual presentation of information becomes
complex. Thus the receivers cannot understand the meaning of the presentation.
3. Incomplete method: This technique is considered as an incomplete method.
Visual presentation is not sufficient to communicate effectively and clearly but also
it can be successfully used with oral communication. Also only a small amount of
information can be conveyed via a graphic. A very detailed visual will look cluttered,
overwhelm the reader, and reduce its impact.
4. Time consuming: Making a graph or pie chart requires more time and effort, as it
involves selecting, compiling, and presenting a large amount of information in a
visuallypleasing manner. Whereas oral communication takes no time to exchange
information.
5. Distracting. Visuals can be distracting, shifting the focus away from the
presentation itself. For example, using a fancy, illegible font can actually distract
members of the audience from what is being said. A visual can also close up the
viewer, if it is too disturbing or controversial.
6. Problem for general readers: General people are not prefers to communicate
through visual communication with others. Sometimes it cannot create an
impression upon people or listeners. It is less influential and cannot be used
everywhere.
v. Audio-visual communication
This is the use of both a sound and a visual component for communication. It
involves the use of slide-tape presentations, films, television programs, church
services and live theater productions.
Disadvantages
• Technical Problems Regardless of your equipment, there are many things that
could go wrong that may disrupt your presentation. A bulb might burn out on your
projector or it might be blurry or hard to focus. When using a PowerPoint
presentation, font and colors may show up differently on screen or the music and
sound might not play. CDs can skip. DVDs may be scratched or not compatible with
your player.
• Distractions Visual aids are more of a distraction if used throughout the entire
presentation versus during key points. Special effects and light from the projector
can draw attention away from the speaker. Too much information can also be
distracting, because the audience will be trying to read and/or take notes while the
speaker has moved on to the next subject. There also may be too many slides for
the audience to interpret or the audio and visual may not match up. An entertaining
video can take the focus off the speaker and the presentation, while a dry video and
low lighting can put students to sleep.
• Expensive Professionally created audiovisuals are expensive. Slides, videos, and
films cost money unless borrowed from a library. The equipment used e.g. video
cameras, computer hardware and software can be very costly.
• Time Audiovisual presentations can take a considerable amount of time to
prepare. It takes time to produce your own video or slides. Films may be difficult to
obtain, or it can take time to get permission to use them. Posters and
transparencies may require extensive preparation. Creating a PowerPoint
presentation can also be time consuming.
• Space If you choose to use an audiovisual aid, the size of the room should be
taken into consideration. It is critical that all students are able to see or hear your
presentation. If the room is too large for everyone to see the visual aid, or if part of
your audience is forced to view the presentation at odd angles, some students will
struggle to keep up with your lesson.
• Convenience Certain audiovisual aids such as VCRs for older video recordings, can
be bulky and difficult to transport.