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Forms of Communication

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There are different forms of communication and a particular form of communication is determined on the basis of the audience to whom we plan to communicate. So, it’s important to understand these …

There are different forms of communication and a particular form of communication is determined on the basis of the audience to whom we plan to communicate. So, it’s important to understand these various forms in order to hone one’s communication skills.

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  • 1. Forms ofCommunicationChapter 3
  • 2. when speaking about communication it is very important to be sure about what kind of communication are we speaking about, mainly: what type of things are communicated, between what agents, and with what kind of results Chapter 3
  • 3. Communication takes many forms according to the style of expression, the occasion and situation, the symbols and the medium used as per the relationship between thepersons involved and such other factors Chapter 3
  • 4. The different forms of communication are: One-way and Two way Formal and Informal Verbal and Non-Verbal Chapter 3
  • 5. The different forms of communication are: Written and oral Intrapersonal and Interpersonal Internal and External Chapter 3
  • 6. The different forms of communication are: Vertical and Horizontal Group Communication Mass Communication Chapter 3
  • 7. One-way and Two way One - Way Communication One - Way Communication Two - Way Communication Two - Way Communication Satisfied with low accuracy A high degree of accuracy information is transferred in only one direction It is interactive. Not concerned with frustration, confidence, Needs high confidence, low frustration andand morale problems high morale Wants to keep the amount of time involved in Not concerned with the amount of time thecommunicating as low as possible process takes Wants the process to appear neat and orderly Willing to pay the associated costs Must be competent person because everyone is The communicators makes mistakes andlistening. these are pointed out by the feedback. Can give the perception of being orderly How does the communicator handle thebecause no one can question questions – do they become defensive Can also give the perception that the person is The communicator has to differentiate whereconfident and that the person will act on what each person is at which can be differentthey perceive to be accurate information depending on the decoding of the receiver. Chapter 3
  • 8. One-way and Two wayChapter 3
  • 9. Formal and Informal Formal Communication Formal Communication Informal Communication Informal Communication Conservative language is used but It use un-official, mostly oral and lesscontractions are avoided intimidating language and is conversational Slang and colloquial terms, gestures and Gestures, movements, colloquial terms may bemovements are restrained used. It is scheduled in advance & has prearranged It may be unscheduled, with randomparticipants and pre-set agenda participants, no pre-set agenda. It moves along established “channels” of It encourages flow of new ideascommunication within the organization Being personal carries the enthusiasm rather than dry, bureaucratic logic and allows two way communication It promotes a more open climate and fosters harmonious relationship and co-operation Chapter 3
  • 10. Formal and Informal Formal Communication Formal Communication Informal Communication Informal Communication It is official, precisely written, saves Disadvantages: It is too flexible,time and avoids the embarrassment of difficult to apply systematically, canface to face contact when the subject is lead to spreading inaccuratesensitive or painful. information and indiscriminating Disadvantages: It is too rigid, worded disclosure of confidential information,in bureaucratic jargon, takes time, money often colored by emotion that canto produce, tends to be authoritarian and distort meaning and difficult to tracebeing impersonal fails to motivate when enquiry is made.employees Informal—telephone conversations, Formal—letters, plans/reports, formal informal meetings (with “worker”), e-meetings (with high ranking “officials”) mail Chapter 3
  • 11. Verbal and Non-verbal Verbal Communication Verbal Communication Non-Verbal Communication Non-Verbal Communication Communication by the use of Communication by usingwords and language symbols It can convey very complex ideas It includes everything that isand is necessary for discussion and around the speaker as well as theexplanation body language It is more controlled It is instinctive, largely unconscious, and very difficult to It is always accompanied by non- controlverbal Chapter 3
  • 12. Written and Oral Written Communication Written Communication Oral Communication Oral Communication It is to be used when the other It is more natural andperson is not present immediate Long and complex messages are Both the parties should bebest conveyed in writing. present and attentive at the same time It can be preserved It has the advantage of immediate feedback and opportunities to seek and give clarification Chapter 3
  • 13. Intrapersonal and Interpersonal Intrapersonal Communication Intrapersonal Communication Interpersonal Communication Interpersonal Communication It is what goes within mind It is between two or more persons Has a continuous flow of thought in It is the most important method ofmind building up and maintaining Does not follow any particular relationships and of workingsequence together. Many of this are at sub-conscious The intrapersonal communicationlevel of both persons affects their in Thoughts, views, opinions and interpersonal communication.attitudes are part of intrapersonal For better interpersonalcommunication communication one has to develop self awareness to deal with one’s intrapersonal communication Chapter 3
  • 14. Intrapersonal and InterpersonalInterpersonal Communication Is a Process (Fluid rather than static---it doesn’t happen in a vacuum) Chapter 3
  • 15. Internal and External Internal Communication Internal Communication External Communication External Communication Movement of messages within the Movement of messages from and toorganization is the internal outside are called external messagecommunication It moves along the lines of authority, The style and tone of outgoingupward and downward and also communication affects thehorizontal organization’s public image. The style and quantity affect theatmosphere in the organization The messages coming are to be Informal communication in the properly documented, passed to theorganization is called the grapevine which concerned person and filed for futuremoves horizontally for future references Changes can be brought about in theorganization’s functioning by modifyingthe style of internal communication Chapter 3
  • 16. Internal and External Grapevine is nothingbut the informal communication in the organization that moves horizontaly Chapter 3
  • 17. Vertical and Horizontal Internal Communication Internal Communication External Communication External Communication It moves along the lines of It moves between the personsauthority and hierarchy of equal status in the organization There are formal channelsin this communication It includes all the message that move between person of equal More formal status in the organization Less formal Chapter 3
  • 18. Group Communication Group Communication It takes place in meeting helps in understanding a situation, exploring possibilities and in solving problems because it allows a multiple point of view. It gives the participants an over-view of the organization andthe issues discussed and enable them to appreciate other people’s point of view. Multiple barriers operate in group communication. Theparticipants have to be committed to group decisions and activity. The size of the group affects its communication. The minimum number is three and the maximum for effective communication is ten, though larger groups of up to fifteen can manage to have effective communication Chapter 3
  • 19. Mass Communication Mass Communication Mass communication is a public communication is a one way communication which includes messages disseminated by radio, television, the press and the cinema. It is used for circulating information and instruction to the people, for disseminating information about themselves; for advertising;and for propaganda. It has single source and multiple receivers, the content is open to all, audiences are heterogeneous and itcan establish simultaneous contact with every large numbers ofpeople at a distance from the source and widely separated from one another. Chapter 3
  • 20. “Nothing is so simple that it cannot be misunderstood.” Chapter 3