Method Of Communication

Definition : Origin: The word ‘Communication’ comes from the Latin word commūnicāre,
meaning ‘to share’.

The imparting or exchanging of information by speaking, writing, or using some other medium and
means of sending or receiving information. OR (Simplified) The exchange of information between the
sender and receiver with the help of a medium is known as Communication.

Communication has three Important Parts:

Barrier Meaning
Transmitting The Sender sends (transmits) the message through one medium or another
Listening The Reciever listens or understands the Message
Feedback The Reciever conveys their understanding of the message to the sender in the
form of feedback to complete the communication cycle

Communication Process and Elements

The Different Elements of a communication cycle are:

1. Sender: the person beginning the communication.

2. Message: the information that the sender wants to convey.
3. Channel: the means by which the information is sent.
4. Receiver: the person to whom the message is sent.
5. Feedback: the receiver’s acknowledgment and response to the message.
 Methods of Communication: Face-to-face informal

1. It helps the message to be understood Clearly and Quickly

2. Since body language can be seen in this case; it adds to the effectiveness of the
communication.
2. E-mail
1. Can be used to communicate quickly with one or many individuals in various locations.
2. It offers flexibility, convenience, and low-cost
Notices/Posters
3. It is effective when the same message has to go out to a large group of people.
4. Generally used where email communication may not be effective.
5. Ex: “Change in the lunchtime for factory worker”
Business Meetings

6. Generally addressed to a group of people.

7. Can be related to business, management, and organizational decisions.
3. Other Methods
1. Social networks, messages, phone calls for communication, newsletter, blog, etc
Choosing the right method of communication depends on:-

 Target audience
 Costs
 Kind/type of information
 Urgency/priority
Elements of Communication Cycle : There are various elements of communication

1. Sender: A sender sometimes may be one person or group of persons, who encodes or sends a
message to a receiver through a particular channel.

2. Idea: In communication, idea may be an opinion, a feeling, an attitude, an order, or a suggestion.

The clearer the idea, the more effective the communication skill.

3. Encoding: It is the process of converting thoughts into communication. During encoding, the
encoder uses a medium to send the message or thought.

4. Communication Channel: It is the medium or path through which the task or message is
transmitted from sender to receiver. Communication channel may be like air, water, or
satellite.

5. Receiver: A receiver is the person or entity to whom the message is sent. It may be one person or
group of persons.

6. Decoding: It is the process of converting the received messages into an understandable form.
 Verbal Communication
Verbal Communication: Verbal communication includes sounds, words,
language, and [Link] is one of the most effective and commonly used ways of
communicating. It helps in expressing our emotions in [Link] improving your verbal
communication skills you will build rapport and have a better connect
Types of Verbal Communication

Interpersonal Communication: This form of communication takes place between two

individuals and is thus a one-on-one conversation. It can be formal or informal.

Examples:

1. A manager discussing the performance with an employee.

2. Two friends discussing homework, etc

Written Communication:

 This form of communication involves writing words. It can be letters, circulars, reports,
manuals, SMS, social media chats, etc. It can be between two or more people.
 Examples:
1. A manager writing an appreciation e-mail to an employee
2. Writing a letter to grandmother enquiring about health.

Small-Group Communication:

 This type of communication takes place when there are more than two people involved.
Each participant can interact and converse with the rest.
1. Examples:Press conferences Board meetings Team meetings

Public Communication:

 This type of communication takes place when one individual addresses a large
gathering.
1. Examples:Election campaigns 2. Public speeches by dignitaries
Advantages of Verbal Communication

1. Provides Understanding: Verbal communication provides better understanding among

the participants. There is always room to clarify the message that may have been
misunderstood.
2. Fast Communication : Verbal communication is one of the fastest modes of
communication.
3. Space for Feedback: Verbal communication provides space for feedback, which helps
two or more people to engage in a conversation at the same time
 4. Gives Chance to the Source to Influence Receivers : Verbal communication provides
chances to the source to exercise his/her influence and persuade receivers to agree with
his/her ideas, thoughts, and opinions.
5. Provides Flexibility : Verbal communication is Bexible as the source can change his/her
way of expression based on the situation he/she is in
Disadvantages of Verbal Communication
1. Cultural Differences : The cultural difference between the source and the receivers is a
common disadvantage of verbal communication. These differences may include different
languages, inability to understand basic terms, etc.
2. Size of Receivers : Individuals can communicate effectively to a limited number of
people at a given time. The size of receivers can change through the location of the
speech; size constraints exist. Cultural differences
3. Active Listening : Verbal communication is a two-way path-one speaks and the other
listens. Individuals may not be active listeners. They may choose to focus on their
feedback or not listen at all to the conveyed message.
4. Longevity of Message :Verbal communication has a short period of longevity as the
receivers quickly forget the message, and they have difficulty attempting to recall the
message.

Mastering Verbal Communication

Most people tend to get nervous while speaking in front of a large group, or even while speaking
to their teachers, managers, or supervisors

Focusing on the following points can help you to enhance and master your verbal
communication skills.

Point Description

1. Think about your topic.

Think Before You Speak
2. Think about the most effective ways to make your listeners

1. Speak clearly, loudly, and at moderate speed.

Concise and Clear 2. Be sure the information you want to share is to the point.
3. Do not repeat the same sentences.

1. Be confident.
Confidence and Body
2. Maintain eye contact, stand straight and be attentive.
Language
3. Be friendly
 Non-Verbal Communication

Non-verbal Communication: Definition: Non-verbal communication is the expression or

exchange of information or messages without using any spoken or written word.

Here, we send signals and messages to others, through expressions, gestures, postures, touch,
space, eye contact, and paralanguage.

Importance of Non-verbal Communication

 55% of communication is done using body movements, face, arms, etc.

 38% of communication is done using voice, tone pauses, etc.
 Only 7% of communication is done using words.


Types of Non-verbal Communication

1. Facial Expressions

Our expressions can show different feelings, such as Happiness,

Meaning
Sadness, Anger, Surprise, Fear, etc

• Smile when you meet someone.• Keep your face relaxed.

Effective Usage
• Match your expressionswith your words.• Nod while listening.

2. Posture

Postures show our confidence and feelings. For example, a straight

Meaning body posture shows confidence while a slumped posture is a sign of
weakness
 Keep your shoulders straight and body relaxed.• Sit straight while resting
Effective Usage your hands and feet in relaxed position.• While standing, keep your
hands by your sides.

3. Gesture or Body Language

Gestures include body movements that express an idea or meaning.

Meaning For example, raising a hand in class to ask a question and biting
nails when nervous.

• Keep your hands open.• Avoid pointing your fingerat people.

Effective Usage
• Tilt your head a bit to show that you are attentive.

4. Touch

We communicate a great deal through touch. For example,

Meaning a firm handshake to display confidence and pat on the back
to encourage someone.

Shake hands firmly while meeting someone.• Avoid another touch

Effective Usage
gestures during formal communication.

5. Space

Space is the physical distance between two people. The space

Meaning between tow persons while communicating, generally depends
on the intimacy or closeness between them.

• Maintain proper space depending on the relationship, which could

Effective Usage be formal or informal or the closeness with the person with whom you
are talking.

6. Eye Contact

Meaning The way we look at someone can communicate a lot. Eye contact
shows that we are paying attentionto the person as opposed to looking
away, which can make the other person feel ignored.
 • Look directly at the person who is speaking.• Avoid staring; keep a
Effective Usage
relaxed look. • Maintain eye contact with intermittent breaks.

7. Paralanguage

How we speak affects our communication and includes the

tone, speed and volume of our voice. For example, talking fast may show
Meaning
happiness, excitement or nervousness while speaking slow may show
seriousness or sadness.

Effective
• Use a suitable tone and volume• Maintain a moderate speedwhile talking
Usage

Advantages of non-verbal communication:

1. Add to the Meaning of a Verbal Communication
2. Easy Presentation
3. Substituting
4. Accenting a Verbal Message
5. Repeats the Verbal Message
6. Helps Illiterate People to Communicate
7. Helpful to Physically Challenged People
8. Attractive Presentation
Disadvantages of Non-verbal Communication
1. Vague and Imprecise
2. Multi-channel
3. Difficult to Understand
4. Not Preferable in All Situations
5. Lack of Formality
Written Communication : Emails can be convenient in written communication
because in this way we do not need to wait for someone to become available or
attempt to match our diaries.
Written communication includes letters, emails, reports, or messages on social media.
It is used to get a message across in a clear and concise manner.
Advantages of written communication
1. Permanent Record
2. Meticulous Presentation : Since a written document is a permanent record, people
take great cautions while writing something so that it is liked by all.
3. Easy Circulation :
4. Promotion of Goodwill: A well-crafted document speaks volumes about the
competence of a particular organisation to conduct a business. So, written
communication allows the promotion of goodwill when performed wisely.
Disadvantages of Written Communication
1. Time Consuming
2. Non- Flexible
3. No Scope
4. Probability of Wrong interpretation
Visual Communication : Visual communication proves to be effective since it involves
interchanging messages only through images or pictures and therefore, you do not need to
know any particular language for understanding it. It is simple and remains consistent across
different places.

A few Common types of visual communication are shown below:-

Meaning Information (Image)

Under construction

No pets allowed

No parking zone

No entry
 Meaning Information (Image)

Danger warning

Radiation/biohazard
warning

Under CCTV surveillance

No mobile phone

Communication Cycle and Importance of Feedback

Feedback is an important part of the communication cycle. For effective communication, it is

important that the sender receives an acknowledgment from the receiver about getting the
message across. While a sender sends information, the receiver provides feedback on the
received message. Feedback can be positive or negative

Importance of Feedback
 1. Integral Part of Communication: : The process of communication is not possible to
complete without feedback. Feeback is one of the integral parts of hew process of
communication
2. Receives the Response of Receiver : Feedback helps the sender of the message
receive the reaction of the receiver that apprises him or her to assess how well the
receiver has got the message.
3. Collects Information from Receiver: Feedback helps the sender of the message to
collect information from the receiver and organise them effectively.
4. Develops the Effectiveness of Media : Feedback is essential for two-way
communication which develops a strong relationship between the sender and the
receiver.
5. Coordinates Activities: In an organisation when the superior sends a message, the
subordinate sends feedback. Through this process, they can coordinate their activities.
6. Achieving Organisational Goal : A feedback which is given after the receiver
understands wha…
7. Soving Problem : To sove different type of problems, it requires two-way communication
that are completed by the feeback.

.Types of Feedback :Feedback can serve a number of purposes and take a number of
forms as given below.

1. Formal Feedback : A formal feedback refers to an intentional and systematically planned

process. A formal feedback focuses on observations made on available information. So, it takes
time to construct and hence, is not instant. For example, "congratulation on being selected for
the quiz contest, you really worked hard for it."

2. Informal Feedback : An informal feedback can occur at any time and at any place as it
emerges spontaneously during an action. It does not follow a set schedule with structure. This is
why an informal feedback can happen while walking to school, at a traffic signal, [Link] informal
feedback does not stick to a specific structure such as instant comments by the listener or
learners. For example, "bravo! well done!"

3. Descriptive Feedback : A descriptive feedback consists of detailed useful information, and

some suggestion. For example, "all animals should be treated in a merciful way. Like us animals
too feel pain, hunger and thirst. You can feed some birds by spreading grains on the roof."

4. Non-descriptive Feedback: The term non-descriptive means something without description.

So, a non-descriptive feedback refers to some useful information but without proper description.
For example," I only like your essay. Others needs improvement."

5. Specific Feedback : A specific feedback talks about a thing or particularly without talking
about a general overview. For example, "I like the way you described your view regarding
corona infection. It makes me feel like I know it too."

6. Non-specific Feedback : A non-specific feedback refers to an entire thing giving a general

overview. It does not specially pinpoint its specific feature. For example, "I like your story. I also
want to write it."

Type Example
 Positive Feedback ✅ Job finished perfectly. Good Job!

Negative Feedback
Please smile when you talk to hotel guests
❌

No Feedback 🚫 It is also a feedback in itself which indicates disagreement of ideas

A Good Feedback is Always:- Specific Helpful Kind

Feedback, if shared properly, can help reinforce existing strengths and can increase the
recipient’s abilities to rectify errors. It can have a long-term effect on managing and achieving
goals.
Good feedback is one that is:

 Specific: Avoid general comments. Try to include examples to clarify your statement.
Offering alternatives rather than just giving advice allows the receiver to decide what to do
with your feedback.
 Timely: Being prompt is the key, since feedback loses its impact if delayed for too long.
 Polite: While it is important to share feedback, the recipient should not feel offended by
the language of the feedback.
 Offering continuing support: Feedback sharing should be a continuous process. After
offering feedback, let recipients know you are available for support.

Reasons why feedback is important:

 It validates effective listening: The person providing the feedback knows they have
been understood (or received) and that their feedback provides some value.
 It motivates: Feedback can motivate people to build better work relationships and
continue the good work that is being appreciated.
 It is always there: Every time you speak to a person, we communicate feedback so it is
impossible not to provide one.
 It boosts learning: Feedback is important to remain focused on goals, plan better and
develop improved products and services.
 It improves performance: Feedback can help to form better decisions to improve and
increase performance.

Barriers to Effective Communication

What is Effective Communication?

There are different methods of communication: non-verbal, verbal, and [Link], all
these methods can only be effective if we follow the basic principles of professional
communication skills.
The Barriers to Effective Communication

⤏ Physical Barriers

Definition: Physical barrier is the environmental and natural condition that acts as a barrier to
communication in sending a message from sender to receiver.

For example: Noise, Large Amount of Data, Distortion (Misinterpretation)

Factors that create Physical Barriers

1. Design of Workplace
2. Long Geographical distance
3. Limited Time
4. Environment
5. Technical Disturbance

Ways to Overcome Physical Barriers

 Workplaces should shift to an open office space so that communication limitations can be
checked.
 Try to communicate personally as much as possible. The face-to-face interaction helps
the participants to communicate effectively.
 Resort to video calls and conferences in the absence of personal communication.
 In case of limited time, construct short and precise messages mentioning relevant
information.
 Treat workplaces to insulate them from noise. Sound-proofing is an essential part of
eliminating noise.
 Periodically check communication devices such as phones and computers for faults and
disturbances.

Emotional Barriers to Communication

Emotion is a strong feeling deriving from one's circumstances, mood, or relationships with
others. Emotional barriers result from emotions such as mistrust and fear. An emotional barrier
is defined as the mental limitation that prevents someone from communicating someone’s
thoughts and feeling

Factors that create emotional barriers: Anger, Pride, Anxiety

How to Overcome Emotional Barriers in Communication

 Analysing emotional intelligence can help someone understand their deep-rooted

feelings. This provides perspective on regulating emotional barriers.
 Talking people helps get rid of anxiety.
 Paying attention to details helps someone engage with important information.
 Removing ourself from a situation can help us look at things from various angles.

5.1.3 Language Barriers to Communication

⤏ Linguistic Barriers
Definition: The inability to communicate using a language is known as a language barrier to
communication. Example: Slang, professional jargon, and regional colloquialisms can make
communication difficult.

Some of the problems that are caused by language barriers are listed below:

1. Loss of Time: People take more time to understand complex and difficult terms and get to
work. This causes loss of time at workplace.

2. Lower Quality: When there is communication gap in understanding instructions and

processes from seniors or coworkers, it leads to lower quality.

3. Chances of Accidents: Where people are unable to understand safety precautions, there are
more chances of accidents. This may cause workplace hazardous.

4. Low Productivity: Lack of communication leads to lower productivity and teamwork.

How to Overcome Language Barriers

1. Visual Presentation
2. Simple Language
3. Repetition of Things
4. Need of Patience
5. Language Learning

⤏Interpersonal Barriers

Definition: When the sender’s message is received differently from how

it was intended. It becomes difficult to communicate with someone who is not willing to talk or
express their feelings and views.

Example: Stage fear, lack of will to communicate, and personal differences can create
interpersonal barriers to communication.

⤏ Organizational Barriers

Definition: Organizations are designed on the basis of formal hierarchical structures that follow
performance standards, rules, regulations, procedures, policies, behavioral norms, etc. All these
affect the free flow of communication in organizations.

Examples:

1. Superior-subordinate relationships in a formal organizational structure can be a barrier to

free flow of communication.
2. Sometimes due to the stringent rules, the employees find it difficult to communicate with
their peers too.
⤏ Cultural Barriers

Definition: Cultural barriers is when people of different cultures are unable to understand each
other’s customs, resulting in inconveniences and difficulties.
Example: People sometimes make stereotypical assumptions about others based on their
cultural background, this leads to differences in opinions.

Ways to Overcome Barriers to Effective Communication

Use simple language

 Do not form assumptions on culture, religion or geography

 Try to communicate in person as much as possible
 Use visuals
 Take the help of a translator to overcome differences in language
 Be respectful of other’s opinions

Principles of Effective Communication

1. Principle of Clarity: The beginning of all communication is some message. The message
must be as clear as possible. There should be no uncertainty into it. The message can be
conveyed properly only if it has been clearly mapped out in the mind of the sender.

2. Principle of Objective: The sender must know clearly the purpose of communication before
actually transmitting the message. The objective may be to obtain information, the purpose of
communication is clear it will help in the choice of mode of communication.

3. Principle of Consistency: The message to be communicated should be consistent with plans,

policies, programmes, and goals. The message should not be conflicting with previous
communications. It should not create confusion and chaos among the audience.

4. Principle of Completeness: The message to be communicated must be adequate and

complete, otherwise it will be misunderstood by the receiver. Inadequate communication
delayed action, poor public relations affect the efficiency of the parties to communication.

5. Principle of Feedback: Communication is a two-way process that provide opportunity for

suggestion and criticism. Since the receiver is to accept and carry out the instructions, his
reactions must be known to the sender of message. The latter must consider the suggestion
and criticism of the receiver of information.