“Good communication is the bridge between confusion and clarity” – Nat turner
Communication is important to our lives. If we do not say what we are thinking, other people are not able to get the idea.
Every person has a specific communication style, a way they interact and exchange information with others.
Communication is used for transferring data from one person to the other and always involves a sender and receiver.
The communication cycle is said to be complete only when the receiver has understood the sender’s message and intent.
In this blog, we will talk about communication. We’ll discuss various types of communication and other useful aspects as well.
In business or jobs, proper communication is essential. Improper communication skills may lead to incomplete instructions, data, or other information to pass on to customers or employees.
So, If you are curious to know the communication topics in detail. Stay tuned with us.
What is Communication?
The term communication is derived from the Latin word “communis” or “communicare” which means to “make common”. Communication is a performance of giving, receiving, and sharing information.
|Definition of Communication: –|
“Communication is the sum of all the things which a person does when he wants to create understanding in the mind of another. It involves a systematic and continuous process of telling, listening, and understanding.” Louis A. Allen
The objective of communication is the exchange of thoughts, messages, information, etc. through speech, signals, and writing. Strong communication skills can help children interact face-to-face and in the online world. You can help children develop their communication abilities by teaching them on social media, modeling positive communication, and watching TV that emphasizes the value of healthy communication.
Key Aspects Of Communication
There are four aspects of Communication :
- A message which is to be communicated.
- A sender who sends the message.
- A receiver who receives the message.
- A return response or feedback from the receiver.
Every aspect of life whether personal, social, political, business, religious, national, or international involves communication.
Without these 4 aspects, the communication cycle will be incomplete.
What are the types of communication?
I. Verbal Communication
Verbal communication involves the use of symbols that generally have universal meanings for all who are taking part in the process. It may be: a) Oral or b) Written
a) Oral Communication
Oral communication is communication in which a message is transmitted in spoken form. The term ‘oral’ means ‘anything pertaining to the mouth’.
There are two components of oral communication. They are words and the manner in which words are pronounced.
In oral communication, the sender and the receiver exchange their ideas through speech either face to face or talk through some mechanical or electrical device. Thus, there are two levels of verbal communication.
The first is speaking face to face. This channel rates high because immediately after the exchange of words, we can see all signs of body language.
The second level of verbal communication includes computer voice mail and telephoning. However, these are not always as completely effective as face-to-face speaking because of the absence of body language.
Advantages of Oral Communication
Oral communication has many advantages like quickness, economics, flexibility etc.; describes as follows :
- Quickness in the Exchange of Ideas
Ideas can be conveyed to distant places quickly because this medium does not require messages to be written.
2. Quick Feedback
In oral communication quick feedback is possible.
There is a level of flexibility built into oral communication. Flexibility means changing ideas according to the situation. It means changing ideas according to the internet of the receiver.
4. Economic Source
It is an economic source of communication because the message is communicated only orally.
5. Personal Touch
Oral communication leaves much of an impression on the receiver. It is said that sometimes a thing can be communicated more effectively with the help of some signs.
6. Removal of Misunderstanding
In this sort of communication, doubts can be removed then and there.
7. Motivation Possible
The direct contact between the superiors and subordinates creates an idea in them about their increased importance which acts as a sort of motivation.
8. Increase in Efficiency
This communication consumes less time and the superiors can utilize the time saved in some other more important work.
Disadvantages of Oral Communication
Well there are certain advantages of oral communication but in the other hand , it has disadvantages :
- Unfit for lengthy Message
Oral communication is profitable in having a brief exchange of ideas only. It is not possible for the receiver to remember long messages.
2. Unfit for Policy Matters
Where policies, rules or other important messages are to be communicated oral communication is of no use.
3. Lack of written Proof
In case of oral communication , no written proof is left for future reference. Therefore, sometimes difficulty has to be faced
4. Expensive Method
When less important information is sent to distant places through telephone etc. oral communication proves costly.
5.Lack of Clarity
Lack of clarity takes place when there is little time for conversation . Something wrong can be uttered in a hurry which can lead to negative results.
6.Misuse of Time
Oral communication is considered a misuse of time when during meetings the conversation is lengthened unnecessarily. Parties involved in communication waste their time in useless talks.
7.Presence of Both the Parties Necessary
In oral communication it is essential for the sender and the receiver to be present face to face, while in written communication presence of only on party is required.
Utility of Oral Communication
- When the information has to be kept a secret.
- When it is not possible to give a written form to the information.
- When some message is to be given to a large group of people.
- When the receiver is illustrated.
Forms of Oral Communication
There can be many forms of oral communication depending on the situations. Such as :
- Face to Face conversation
- Meetings and conferences
- Telephonic Talks
- Social and Cultural Affairs
b) Written Communication
Written or printed communication is generally considered the second basic form of communicating. Written communication is that communication in which information is exchanged in written or printed form. It is the most formal type of communication.
With the advancement of technology, the scope of written communication has widened. It includes electronic means like email of fax.
Advantages of Written Communication
- Suitable for Lengthy Messages
The message may be lengthy, it can be clearly communicated with the help of written communication.
2. Written Proof
Some documents with regard to some special facts have to be kept for future reference. This is possible only through written communication.
3. Clear Message
A message may be long or short, it can be made understandable in a written communication. Nothing is omitted.
4. Less Expensive Method
Messages which are to be sent to distant places and there is no urgency involved can be sent at a little expense through this method. But if the message is to be sent to a distant place quickly, this method is not useful.
In the case of written communication, there is no open conversation with a group. Hence, time is not lost in useless talks.
6. Presence of Both Parties is not Necessary
In this system, it is not necessary that the receiver should be present before the sender.
7. True and Effective
Written communication is more true and effective. A sender sends the information after careful consideration because the written proof carries with it.
8. Communication at Different Places
When messages have to be sent to different places, written communication proves to be more useful.
Disadvantages of Written Communication
- Unfit for Uneducated Persons
Written communication has no significance for uneducated persons. They can only be made to understand orally.
2. Lack of Secrecy
Because of the written proof, nothing can remain secret.
3. Wastage of Time
Because of organizational compulsions, it is essential to send less important facts in writing, it shall be waste of time, labor, and money
4.No Quick Information about Feedback
Dome difficulty is felt when the reactions of the receiver are not known immediately.
Utility of Written Communication
- When the message is of permanent nature.
- When the receiver happens to be at a different and distant place.
- When the message is long.
- When the message contains figures and diagrams.
- When it is almost impossible to make the message understandable orally.
The most basic form of communication is non-verbal. The term non-verbal means “without words”.
In past times, human beings used words to think over, our ancestors communicated with one another by using body language.
They gritted their teeth to show anger; they smiled and touched one another to show affection.
Non-verbal forms of communication include such things as red and green traffic lights, road pictographs directing traffic, blowing sirens, and the telephone ring.
Secondly, another means of non-verbal communication is body language. Body language or gesture is used in many forms such as nodding or shaking of the head, raising eyebrows, pointing thumbs up or down, smiling, clapping, or shaking hands.
Example: A person can give signals to convey that he has finished speaking or else he wants to talk.
Functions of Non-Verbal Communication
According to Thill and Bovee – Non-verbal communication has six specific functions:
- To provide information, either consciously or unconsciously.
- To regulate the flow of conversation.
- To express emotion.
- To qualify, complement, contradict, or expand verbal messages.
- To control or influence others.
- To facilitate and simplify specific tasks.
Advantages of Non-Verbal Communication
One advantage of non-verbal communication is its reliability. Most people can deceive us much more easily with their words than they can with their bodies.
Words can be relatively easy to control; body language; facial expressions and vocal characteristics are not.
Non-Verbal communication is important for another reason as well: It can be efficient from both the sender’s and the receiver’s point of view. You can transmit a non-verbal message without even thinking about it and your audience can understand the message unconsciously.
Non-Verbal Communication plays a role in business too. For one thing, it helps establish credibility and leadership potential. If you can learn to manage the impression you create with your body language, facial expressions, voice, and appearance, you can do a great deal to communicate that you are competent, trustworthy, and dynamic.
d) Accurate understanding of attitudes
If you can learn to read other people’s nonverbal messages you will be able to interpret their underlying attitudes and intentions more accurately. When dealing with co-workers, customers, and clients, watch carefully for small signs to conclude whether the conversion is going in the right direction or not.
Disadvantages of Non-Verbal Communication
The disadvantages of non-verbal communication are the following:
a) Lack of secrecy
b) Useful only for small pieces of information.
c)Gestures can be misunderstood.
d)It is necessary for both parties to face each other.
e)Lack of written proof.
f)More difficult to study.
g)It fails to discuss past events and ideas.
Importance of Nonverbal Communication:
- They add value to verbal communication.
- It helps overcome cultural barriers.
- It helps to communicate with nonliterates or people with hearing disabilities.
- They increase workplace efficiency.
- They reinforce trust and credibility.
Visual communication is the most important and 4 types of communication. Visual communication refers to conveying data and information using various visual mediums, for instance, graphic design, diagrams, prints, charts, and animation. Visual communication is a crucial concept where two or more people can effectively communicate their thoughts, messages, and ideas.
Advantages of Visual Communication
a) Visual communication helps keep oral communication going. Basically, it backs up oral communication. Since the recipient not only hears but also can see what is being discussed.
b) It can also keep written communication going. For example, if you are learning about something and diagrams, charts, and charts are added to the information you are reading, it makes it easier for you to understand what you are reading.
c) Words don’t have as much power as pictures and descriptions. Pictures can be used to show things that words can’t say clearly enough.
Disadvantages of Visual Communication
a) Visual communication can cost a lot of money. Visual content can be expensive to make compared to other ways of communicating, like talking. The cost of getting it to you might be the worst thing about it.
b) Putting it away can also be way too expensive. Not only is it expensive to make a visual form of communication, but it can also cost a lot to store. Take a big announcement as an example.
c) To make it, you have to spend money and put in some work. Just think about how much time and effort it takes to make visual guides like charts, maps, graphs, and so on.
Importance of visual communication
- Visual communication gives more meaning and thus helps people to engage, observe, connect, and draw inferences with the subject directly.
- Visual communication acts as an example to better understand the target audience.
- They arouse emotions, and people can relate to the given topic easily.
- They help save significant time as it requires less effort and time to put across ideas and convey major points to the audience.
Why is communication important?
1. The basis of coordination
The manager describes the organizational goals, modes of their achievement, and interpersonal relationships among employees. They offer coordination between various employees and also departments.
2. Fluent working
A manager coordinates an organization’s human and physical elements to run it fluently and efficiently. This coordination is not possible without proper communication.
3. Increases managerial efficiency
The manager conveys the target, issues the instructions, and assigns jobs to the subordinates. All of these features involve communication. Thus, communication is required for the quick and virtual performance of managers.
4. The basis of decision-making
Proper communication provides information to the manager that is useful for decision-making. No decisions could be taken in the lack of data.
5. Boost the employees’ morale
Good communication helps the worker adjust to the physical and social aspects of work. It also enhances good human relations in the industry. An efficient communication system enables the management to motivate, influence, and satisfy the subordinates, which boosts their morale.
What are the components of communication?
There are five components of communication:
The sender is the person who inaugurated the communication process—good writing and speaking skills, accessible and understandable reasons, good eye contact, and command of grammar. Along with sharing required information are some of the techniques to be followed for productive communication.
A receiver is either a person or the whole audience. The best way to receive a message is to make excellent eye contact and listen carefully. Just focus on the message and do not be involved in any other activity while receiving a message verbally.
There are different ways to send messages—the message transfers from the sender to the receiver. It is not required that what the sender aims to send. It is the most critical component of communication.
The message progresses from the sender to the receiver through a medium that is known as a channel. There are many channels like speakers, newspapers, the internet, and radio. For every channel, there are advantages and disadvantages too.
Feedback is the response of the receiver. The receiver has to give an answer either by asking questions or by making comments. Feedback helps the sender to know his message has been interpreted. Feedback may be positive or negative.
We discussed the different types of communication in this blog. Every job requires a form of communication where you’re an engineer, worker, or writer. Our interconnected economy relies on effective communication to achieve your vast array of needs and wants.You may not even realize how often you use communication at your job. Once in life, every one of us feels difficulties conveying our thoughts and ideas to others correctly.
If you need any Communication Assignment Help, you can discuss it with our experts anytime.
Frequently Asked Questions (FAQs)
Q 1. What is the difference between methods and means?
There is a difference between methods and means:
1. Five methods of communication: verbal, non-verbal, written, and visual.
2.Five means of communication: Internet, radio, newspaper, telephone, and television.
Q 2. What are the 7Cs of communication?
The 7c’s of communication is clear, concise, concrete, correct, coherent, complete, and courteous.