This document discusses various methods of communication. It begins by defining verbal communication and discussing its two main forms: oral and written communication. For each form, it provides definitions and lists advantages and disadvantages. It then discusses guidelines for effective verbal communication, both oral and written. The document also compares and contrasts oral and written communication. Finally, it discusses non-verbal communication, including body language signals like facial expressions, gestures, and posture.

1. FY (BAF)--CH.2
METHOD OF COMMUNICATION
A. Nature and definitions of verbal
communication
B. Oral communication: Definition,
Advantages and Disadvantages
C. Written Communication: Definition,
Advantages and Disadvantages
D. Guidelines for making Effective Verbal
Communication
E. Non-verbal communication: Facial
Expressions, Gestures, Postures, Eye-
contact and Silence.
BY:-DR. RENU JAIN

2. INTRODUCTION
• The need to communicate is universal, whether it
is a government office , a multi-national or a
private firm.
• But to it achieve success, in today’s workplace
requires superiors and subordinates to
communicate effectively with each other and
outside the org.
• Good communication skills help coordinate flow
of work, promote services and products, make
decisions and solve problems.
• ROBERT ANDERSON—Communication is
interchange of thoughts, opinions or information,
by speech, writing or signs.

3. NATURE AND DEFINITION OF VERBAL
COMMUNICATION
 Verbal communication consists of words of a language
arranged in meaningful patterns, according to the rules of
grammar, so that they form a proper sequence.
 These messages may be shared in interpersonal (one to
one), speaker-audience(one to many) and mass media
(many to many) contexts.
 It should be effectively communicated so that receiver
perceives it, assigns it the right meaning and responds to it
accordingly.
 We enquire or pass on information or to fix appointments
by Phone, SMS, letters, e-mails, newspaper, notice-boards
and the internet.
 We even communicate silently, using signs and gestures.
 BARTOL AND MARTIN- “ Verbal communication is the
written or oral use of words to communicate.”

4. TWO FORMS OF VERBAL
COMMUNICATION
1) ORAL COMMUNICATION:
DEFINITION,ADVANTAGES AND
DISADVANTAGES
• “When we communicate with the help of the spoken word,
we call it oral communication.”
• Thus, conversations, meetings, conferences, interviews,
training sessions, speeches, public-address systems,
announcements, radio speeches, telephone talk, public
speaking, are all forms of oral communication.
• For businessman, it is very important , as it can be used
effectively to inform, satisfy, praise, criticise, please, inquire
and a variety of other purposes.

5. ADVANTAGES
1. QUCKIER WAY: Oral communication is quicker as most
of the time it is unplanned.
2. IMMEDIATE FEEDBACK: As it is face -to –face the
sender receives feedback almost immediately, which
helps the sender clarify any doubts and can re-word
or present his msg in a better way.
3. FOR COMMUNICATING OUTSIDE: While reaching out
to groups, as at public meetings, assemblies,
gatherings, etc. this type is more useful and more
effective especially where illiterate masses are
concerned.
4. PARALANGUAGE: With the help of tone, pitch and
intensity of voice, a speaker can put additional
meaning into the words or entirely change their
sense. For eg: your name is Ramesh. Last two words
had many tones with many expressions

6. 5. INFORMAL: As it is not always as formal, It helps to bond the
sender and receiver better. It is more personal. It also conveys
the feelings of the speaker and build friendlier relation within
the company and with the outside public by using it.
6. LESS EXPENSIVE: It is face to face , so less expensive than
written. No gadgets, stationery or machinery is needed to
convey the msg.
7. SAVES TIME: words are understood as soon as they are
spoken.
8. PERSUASIVE: The speaker can be persuasive and carry
conviction. Judging by the replies of the opposite person, the
communicator can shift and change his argument.
9. KEEP SECRECY: It makes communication of confidential and
secret information possible. For such delicate and confidential
matters oral communication is best
10. CREATIVITY: It allows the emergence of spontaneous ideas.
While talking, ideas crop up on the immediately on the
moment, which can be very valuable.

7. DISADVANTAGES
1. It is quicker but as it is unplanned there are chances of
mistakes or deletions in the msgs.
2. Retention of lengthy msgs is difficult. When conveyed orally,
important parts may be forgotten or missed. Recall of the
whole msg may not be possible.
3. Oral communication has no permanent records and so has
no legal validity. It cannot be referred to and has no
accountability.
4. If the receiver has not paid attention, the sender may not
get the required response. Sometimes sender may have to
repeat the msg for emphasis and clarity.
5. Poor communicators may not be able to convey the msg
effectively.
6. Oral communication may not be as confidential as written
communication.

8. 2) WRITTEN COMMUNICATION:
DEFINITION,ADVANTAGES AND
DISADVANTAGES
• Written communication –type of verbal communication.
• Writing is the expression of human language by means of visible signs. Hence arithmetic
figures and words formed with the help of the alphabet are both writing.
•The purpose of written communication could be to provide a permanent record to notify
someone.
•It includes letters, memos, reports, proposals, notices, minutes, circulars, Manuals,
newsletters and journals.
ADVANTAGES
1. It is planned and organised, so it tends to have less mistakes and is more accurate. Eg.
In complex subject.
2. As it is documented it is permanent record. It can be referred to any number of times.
It also serves as legal document.
3. Written documents are more confidential.
4. Many copies of the written matter can be photocopied or reprinted and distribute to
a large no. Of people.
5. Detailed documents which carry facts and statistics have to be written.
6. The sender can use a format most suitable to the occasion.
7. Written messages can be read again in case of doubt or misunderstood.

9. DISADVANTAGES
1. As it has to be well planned, it takes more time ,feedback also
takes time.
2. Only when he receives the response will he know the effect of
his communication.
3. Face to face contact is missing and so is the personal touch.
4. Expressions and feelings can not be conveyed.
5. It is not easily accessible to the illiterate.
6. Good writing skills are necessary. It depends on the use of
symbols-rather more difficult.
7. It is slow and time-consuming.
GUIDELINES FOR EFFECTIVE VERBAL COMMUNICATION
Much planning has to go into both oral and written
communication.
The messages have to be focussed, concise, precise and presented
in a logical manner so that the receiver can understand,
accept and respond to the message as required.

10. HOW TO MAKE ORAL
COMMUNICATION EFFECTIVE
1) Words should be clearly and properly pronounced. Eg: english/hindi. Poor
pronounciation act as a barrier and also distract attention from the message
itself.
2) Clarity and precision: The person who speaks must have a good vocabulary
at his disposal and able to convey his msg without any confusion of meaning.
3) Brevity: The speaker should use only the number of words necessary to
convey his meaning. Over communication is common defect. It is difficult to
hold the attention of audience after half an hour. So speech should be brief –
no boring.
4) Proper tone: Not only the words, but also the feeling with which you say
them affect the person who is listening. Eg:If salesman—should not sound
bored. If businessman—never bad tempered to customers.
5) Using the correct pitch: To hold the attention of your listeners, the pitch
must change from time to time or else you will sound monotonous and
boring.
6) Using the right register: By register we mean using the right style and
vocabulary to suit the situation and the listener. People using different
registers depending on the social, cultural and educational background
according to the requirements of his listener.
7) Francis, the author: begins lists for effectiveness of oral communication with
7 c’s. It should be candid, clear, complete, concise, concrete, correct and
courteous.

11. HOW TO MAKE WRITTEN
COMMUNICATION EFFECTIVE
1) The sender can write brief and specific messages using forceful and appropriate
words, which are easy to understand. Clarity is of importance.
2) Precise, complete and correct information so that the message does not take up
much of the receiver’s time.
3) The sender should be courteous and empathetic towards the receiver.
4) Make sure the main points are presented at the beginning. Denials are conveyed
diplomatically. Justify the reasons for the unpleasant news before actually conveying
it.
5) The conclusion should be on a positive note.
6) An intelligible and logical communication leaves a good impression on receiver.
7) Provide information without exaggeration.
8) Not to use negative words, discriminatory terms-age, caste, gender, disability.
9) Format should be complete with all parts.
10) The information should be correct and relevant. Each paragraph should be like to
the next one.
The objective of the communication is to achieve a particular purpose not to just transmit
a message.
Both oral and written communication have to ensure that the receiver understands the
message as the sender intends it to be and should generate some response to their
message and help build relationship between people.

12. TYPES OF ORAL COMMUNICATION
1. SPEECH ES AND PRESENTATION: You may be required to address members
of your organisation or outsiders. Your audience may be small or
large/formal or informal/long or short. Good speech should be clear,
precise and factual, brief, interesting,audience oriented, delivered
distinctly with correct pronunciation.
2. MEETINGS: It may be defined as a team activity where select people gather
to perform work that requires group effort. Integral part o any org.-
combined reading, writing, speaking and listening skills. Meetings are held
to plan for an event, to discuss financial mattes, to arrive at solutions to
problems or simply to inform.eg: video conferencing.
3. INTERVIEWS: Their interaction should enable them to gather required
information- abilities, capabilities and suitability of the candidate and
candidate about the org., job, other related matters.
4. GROUP DISCUSSION: Preferred means of screening and evaluation of
candidates. give real life situation. It helps org. To select candidates who
are good team members and skillful.
5. TELEPHONE AND MOBILES: Polite and prompt telephone conversations can
project a better image of the org. To ensure smooth transfer of message all
employees must know their org., departments. Remember to greet
properly, answer promptly, normal voice, clarity,end the call politely. cell
phone in vibrator mode in meeting, speak in low voice, avoid give details
or sensitive issues in public. donot send irrelevant messages.

13. TYPES OF WRITTEN
COMMUNICATION
1 SEPTEMBER
There is much information in an organization that requires to be permanently recorded so that they can
be referred to in the future. Some of the most used types of written communication:
1. LETTERS: A letter is a very important office tool that can break or bond organizational
relationships. The business letter has obligatory parts and optional parts. The optional parts are
included in a letter depending on the relevance and contents of the letter. Different layouts –
obligatory part.
2. MEMORANDUM: A memo is used only for internal communication unlike letters which serve
internal and external. format simple, just pass on information, issue instruction, to give and seek
permission or suggestions---on official letter head.
3. REPORTS: Representation of facts and figures or an objective statement of an event. It requires
collection of data, analysis and arranging the facts in a logical manner. It should be reader
oriented, precise, accurate, relevant, objective and unbiased.
4. NOTICE: Formal document informing the members about meeting –drafted on company stationery
–issued by the board of directors—hand delivered/ mail/ published in the newspaper.
5. AGENDA: It is the list of issues to be discussed at the meeting. Attached separately. The secretary
and the chairperson drafts this keeping in mind the issues. received in advance so prepared for
discussion.
6. RESOLUTIONS: A resolution of any proposal placed before the meeting and its decision on the
proposal. It may be proposed by the chairperson or a member. The proposal must be clearly an
concisely presented. Followed by discussion---agreed upon or vote.
7. MINUTES: Minutes is a concise factual, accurate and official written record of the business
transacted at a meeting. It is the summary of the meeting recorded in the minutes book for future
references. precise and not prepared in a narrative form.

14. 8. CIRCULARS: It may be sent by govt. Institutions, the RBI to deal with
social responsibilities, cautioning the bank and public on various issues.
9. SUMMARIZATION: Do not have time for details, so a summary helps
in presenting a detailed text in a condensed form for quick reading and
understanding.
10.PARAGRAPH WRITING: All prose compositions are divided into
paragraphs..each new topic- new paragraph. all sentenced linked to
one paragraph . Idea should be arranged in a order. length and
construction should be precise.
11. NOTE-MAKING: Note making is often helps the process of
remembering. Help us to prepare for a lecture, to record info. For
future, to revise lessons quickly. include only the main points.
Abbreviations and symbols are often used. diagrams, charts and tables
can be used.
All these written documents will need planning and employing the
communication. They should be well drafted without spelling ,
grammar and punctuation error. The content should be collected,
analyzed and organised well. Wherever acknowledgement is due. It
should be given.

15. Comparison between oral and written
communication
ORAL COMMUNICATION
1. Not permanent record
2. Sometimes misunderstood.
3. Quick communication
4. Feedback is immediate
5. Informal and makes for friendly communication
6. Effective with semi literate and illiterate workers.
7. Sometime inaccurate.
8. Usually circulate only person to person
9. Best for brief messages
10. No fix responsibility possible
11. Language can change
12. Less difficult to communicate
13. Not possible to review
14. Convey his mood and emotion by this way.
WRITTEN COMMUNICATION
• Provides a permanent record
• In case of doubt they can be read again.
• Slow and time consuming.
• Feedback is slow and time-consuming
• Formal and tends to be rigid.
• Reach only to literate
• accurate
• Circulate widely
• For legal- best communicated
• Fix responsibility
• Language can not change
• Use symbols so more difficult to communicate
• Can review things
• Not possible to convey emotion

16. FACE TO FACE COMMUNICATION
There are occasions when oral communication is not face to face over a
phone. Also occasions when persons can be face to face and yet cannot
communicate –language barrier.
A few distinct additional advantages and disadvantages of face to face
communication .
ADVANTAGES:
1. Gestures and facial expressions can be used
2. Feedback can be obtained.
3. People with attractive personalities are at their best in face to face
communication.
DISADVANTAGES:
1. It is difficult in a large business house having many numerous
departments. Distance acts as a barrier.
2. Effectiveness is lost while addressing large audiences.

17. NON-VERBAL COMMUNICATION“Communication without the use of words(language) is non-verbal communication.” For eg: Smiling and
touching to show happiness and affection. Hitting and gritting his teeth to show displeasure and anger.
We use our body, signs, symbols, maps, graphs, colours and even silence to express our ideas and emotions.
It is spontaneous, not planned like namaste- greeting,using a map in environmental studies.
As expressions are not structured so it is difficult to master it. Inspite of its variety and complexity people rely
more on non-verbal cues then their verbal counterparts. Especially when one contradicts the other. Like : you
compliment for as dish and not eating it.
A keen observer will be able to interpret the underlying meaning of a non-verbal message and respond
accordingly.
1.BODY LANGUAGE: Unconsciously our body sends out many messages through the way we look at
someone or something, we carry ourselves, we interact with others and the way we dress.
For eg: during interrogation: one questions, many observers.
Body language will include the communication conveyed by the face(expressions), gestures, posture an
even dress or appearance.
(A) FACIAL EXPRESSIONS: The pars of the face express several emotions an of these the eyes are the
most expressive. Looking directly—bold and arrogant. downcast eyes—shyness, fear, discomfort.
raising your eyebrows- fear or surprise. The eyes, eyebrows, the forehead and the mouth together
could display many expressions. Like in theatre and dance-convey the emotions of the characters they
enact. Different culture attribute different meanings to these expressions.
(B) GESTURES: The movement of the hands, arms, legs, head and shoulder are termed gestures.
Namaste, handshake. When we require to convey in a crowded room we mime in our own code.
Where we place our body parts during speaking, listening and reading convey different meaning. Like
– raising our hand to someone across the road–greeting , in a meeting- want to say something.
Gestures vary with cultures.
(C) POSTURE: The way you sit, stand or walk, or the way you carry yourself speaks about your personality
like: soldiers—marching—smart. contestents in beauty contest...Good posture exudes smartness and
confidence.
(D) APPEARANCE: Physical appearance may be difficult to alter—cosmetic surgery – make over. We dress
differently for different occasions—wedding, go to neighbour, college. Accessories..in presentation—
sober dressing. In informal situation—casual look.
Besides wearing the right dress and accessories there should be an overall tidiness of the person,

18. 2. SILENCE: Conveys several meanings, depending on the context it is employed. Silence speaks.
Role of silence in oral communication process . Pauses are important to highlight . Along with the right
tone, stress and pitch these pauses make the sentences more effective.
We are not able to speak, when we are overcome by emotion, sorrow, happiness or anger. If we know the
speaker well, we will be able to decode his silence and emotion. Like– parent silence against giving
permission for concert.
IT can also take time to think, want to organise your thoughts. Senior enters—people keep quiet.
Sometimes not want to communicate, or you do not know the answer or you are guilty o some action.
IT is an effective tool of non-verbal communication. It may be short pause or a long period o silence,
wherever be its occurrence it signifies different meanings depending on the context it is used in.
3. SPACE: Each persons considers the space around him as his space. Your close family and friends may be
in close contact while speaking. When you interact with colleagues—maintain some distance, depend on
how close or comfortable you are with the person. If a stranger approach you for direction—came closer
you move backwards.
Researchers identified these zones:
Intimate space( close family and friends) personal space (for colleagues and friends) Social space (
acquaintances, superiors, subordinates) and formal or public space ( meetings, gatherings). Change with
context and culture. For eg: ceo occupies space –away from subordinate.
4. TIME: Some people prefer to make others wait to show their authority, some respect to others by being
on time. America-on time is normal. Asia,middle east- late is socially accepted. Indians- always late. Late
reactions or arrivals will send the wrong message to our business counterparts. Knowledge of cultural
perceptions of time helps you decide whether to be on time or sweet time.

19. 5. SIGNS AND SYMBOLS: Universally known and accepted. Signs stand for a particular
messages or they indicate a specific ides. No parking sign. These signs are readable by
people all over the world. Lights blinking, traffic lights are called signals (signs in
motion).
Symbols are indicators or marks used are standard representation of something.
Maths symbol (+-*) language symbol (A,P) Musical notes , Chemical symbol (FE for
iron) represent an idea. Besides these flags, coins, logos of org. Etc. are also symbols
like – mcdonald. Om for hindu symbol.
So signs and symbols may be thought of as convenient modes of non-verbal
communication.
6. CHARTS, MAPS AND GRAPHS: A lecture on some geographical aspect – more
interesting when with the help of map, An animal’s circulatory unction—better
understood by a sketch or diagram. A pie- diagram will tell you at a glance what it is
about.
Sketches help related topics, graphs for statistical data, maps for directions to places.
They could be used along with oral and written communication and sometimes they
are self-explanatory.

20. 7. POSTERS: Posters are used for a larger audience or to convey a public message. They may contain written
matter( information about a function- time, date, venue etc) or pictures (movie posters). High visibility– on walls,
vehicles and even on trees. They are professionals who draw or write these posters. These people are in great demand
during elections. Few decades ago posters were the only mode of advertisement for films. Posters are most common
and cheapest means –reach to maximum number of people , highest risk of damage due to rain and sun, eating by
cattle, tearing.
Posters inform us of opening of new business, ventures, shops, coaching classes, programmes related to dance, drama,
exhibitions, release of new movies. As their reach is wide posters are quite common in india.
8. COLOUR AND LAYOUT: The use of colour is symbolic. Three colours – indian flag. White gathering- conveys death.
Certain colours are associated with political parties. Sports- jerseys. Some professional like doctor, lawyer—
uniform.christian bride- white.
So colour reflect different ideas depending on cultures and countries. Business houses have logos designed in specific
colours. Bank of baroda logo mcdonald logo.
Hospitals and doctors waiting room require soothing colours colour give look small room to big rooms- highlight dull
corners of rooms.
Layout of a structure, the design of a room, the arrangement of furniture and the placing of doors, window and
artifects are of great importance today. While constructing-follow vastu shastra or fengshui bring positive energy. In
org. Open cubical convey openness, closed cabins- unapproachable.
Senior persons room –the desk distances from his subordinates or visitors. In the same room– provision of formal
setup.
We appreciate the ambience and decor of some houses, offices and hotels which proves that arrangement, design and
colour speak much about the premises.
9. SOUND: The ringing of the alarm, the bell in college, mobile ringtones, part of our daily lie. Music is associated with
the product.
Audio-visual technology also aids verbal communication. Org. Make use of films, television to convey progress of the
company.lcd helps during ppt
Inspite of all these, non-verbal messages are observed to get to the depth of verbal communication.