An Assignment On

Types of Communication

Submitted To: Niyati Chaudhary Asst. Prof. JCD IBM

Submitted by: Barinder (11007) Bishan (11008) Harvinder (11013)

J.C.D Institute of Business Management

CONTENTS Introduction Types of Communication

1. Verbal Communication 2. Non Verbal Communication 3. Oral Communication 4. Written Communication 5. Formal Communication 6. In Formal Communication

Introduction
Communication is the activity of conveying meaningful information. Communication requires a sender, a message, and an intended recipient, although the receiver need not be present or aware of the sender's intent to communicate at the time of communication; thus communication can occur across vast distances in time and space. Communication requires that the communicating parties share an area of communicative commonality. The communication process is complete once the receiver has understood the message of the sender.

Types of Communication
7. Verbal Communication 8. Non Verbal Communication 9. Oral Communication 10. Written Communication 11. Formal Communication 12. In Formal Communication

1. Verbal Communication
The basis of communication is the interaction between people. Verbal communication is one way for people to communicate face-to-face. Some of the key components of verbal communication are sound, words, speaking, and language. The actual origin of language is subject to considerable speculation. Some theorists believe it is an outgrowth of group activities such as working together or dancing. developed from basic sounds and gestures. Through speaking we try to eliminate this misunderstanding, but sometimes this is a very hard thing to do. Just as we assume that our messages are clearly received, so we assume that because something is important to us, it is important to others. As time has proven this is not at all true. Many problems can arise is speaking and the only way to solve these problems is through experience. Others believe that language

Speaking can be looked at in two major areas: interpersonal and public speaking. Since the majority of speaking is an interpersonal process, to communicate effectively we must not simply clean up our language, but learn to relate to people. In interpersonal speaking, etiquette is very important. To be an effective communicator one must speak in a manner that is not offending to the receiver. Etiquette also plays an important role in an area that has developed in most all business settings: hierarchical communication. communication is of utmost importance to all members involved. The other major area of speaking is public speaking. From the origin of time, it has been obvious that some people are just better public speakers than others. Because of this, today a good speaker can earn a living by speaking to people in a public setting. Some of the major areas of public speaking are speaking to persuade, speaking to inform, and speaking to inspire or motivate. In business today, hierarchical

Types of Verbal Communication Oral Written Some other Types of Verbal Communication

Interpersonal Speaking
Verbal communication is an essential part of business and when it is executed correctly, good things happen. Here are a few different ideas and styles to remember when speaking to anyone in a business setting. Speaking can be used as a tool to accomplish your objectives. But, first you must break the habit of talking spontaneously without planning what youre going to say or how youre going to say it. You must learn to manage the impression you create by consciously tailoring your remarks and delivery style to suit the situation. Here are some things which will make you an effective communicator: Remember to become aware of what you are saying. Apply the same process you use in written communication when you are communicating orally. Before you speak, think about your purpose, your main idea, and your audience.

Organize your thoughts in a logical way. Decide on a style that that suits the occasion and then edit your remarks mentally. As you speak, watch the other person to see whether your message is making the desired impression. If not, revise it and try again. Remember that various situations call for different speaking styles, just as various writing assignments call for different writing styles. Here are four different styles that will suit every occasion: Expressive Style is spontaneous, conversational, and uninhibited. Use this when you are expressing your feelings, joking, complaining, or socializing.

Directive Style is an authoritative and judgmental style. We use this style to give orders, exert
leadership, pass judgment, or state our opinions. Problem-Solving Style is rational, objective, unbiased, and bland. This is the style most commonly used in business dealings. We use it when we are solving problems and conveying routine information. Meta Style is used to discuss the communication process itself. Meta language enable us to talk about our interactions.

Hierarchical Communication
People communicate in businesses with each other most often by oral communication. This talking takes place between mangers, coworkers and subordinates alike. In organizations, communication skill is used to send messages 64% of the time. That is why it is important to understand all the concept of communication. Have you ever noticed how people communicate differently to their bosses than they would communicate to their coworkers? This difference in communication is due to the chain of command. Managers or "bosses" are typically in an influential position over their employees. Managers have authority or the right to give orders and expect the orders to be obeyed. Many employees may feel that any bad attitude or disagreement with their superior may result in a bad relationship with the boss and therefore create a bad work environment or job description. Communication from a manager to a subordinate is also different. One reason for this may be because of the arising concern by managers not to offend their workers or say the wrong thing. In todays society,

lawsuits run rapid over conversations that some employees may take offensive from their bosses. Managers have a responsibility to know and follow guidelines of good business communication etiquette. The last type of difference in communication is between the male and female sexes. It was found that when men talk, they do so to emphasize status and independence. Women are found to talk to create connections and intimacy. Women speak about a problem as a means of promoting closeness and to gain support and connection while men talk to solve a problem or give advice.

Etiquette
In today's competitive business environment, social skills and proper etiquette can mean the difference between finding and winning the job of your career and standing still in your career. The confidence of knowing you can hold your own in any social setting, from the white-knuckled nervousness of a first interview to a casual business lunch, can change the way people perceive and judge you. The key to proper business etiquette is: "Do unto others as they would want you to do unto them." To be successful in the business world, a person must use proper verbal etiquette. One important aspect of verbal etiquette is a proper introduction. Every day we encounter people in a variety of business and social situations. The way we meet and greet them creates lasting impressions and paves the way for a productive encounter. Introductions project information. Besides the obvious elements of name, title, and affiliation, an introduction conveys a level of respect and reflects how the person making the introduction views the other person's status. Mastering the art of the introduction will help put you and the people you are introducing at ease. Learning the basics - and they are not very difficult - is the first step.

Public Speaking
SEVEN STEPS TO CREATING AN EFFECTIVE SPEECH

The first step in making a speech is choosing a topic. We will assume you already have a topic
since your qualifications, the audience, or the occasion usually determines it. If you do not have a topic, your most effective speeches will come from a topic you are familiar with or that you want to learn more about. The second step is to define the purpose of your speech. Are you speaking to persuade your audience, inform your audience, or a combination of the two? And, what are you persuading your audience to do, or what are you informing them about? The answers to these questions will define the purpose of your speech.

 The third step is to get to know your audience. Get to know the demographic features of your audience. You want to know how large the audience will be, what sort of setting or conditions you will be speaking in, how the audience feels about the topic, and how the audience feels about you as the speaker. Gauge how important these factors will be on the speaking situation and adjust your speech accordingly. Keep in mind the audience is the focus of your speech, and you re looking for a positive response from them. The fourth step is to gather information for your speech. There are countless sources of information, but here are a few: interviews, the Internet, scholarly journals, government documents, newspapers, and magazines. This information can be used in your speech in a variety of ways. It may be used to supply examples for supporting your ideas, or as statistics to quantify your ideas. The fifth step is to organize your speech. Start by identifying the main points you want to make, and then put them in an order that makes sense to your topic. You can order them chronologically if your topic covers a sequence of events; spatially if you are describing something from top to bottom, east to west, or according to some other avenue; or, problem-solution order if you are presenting a problem followed by a solution. The sixth step is adding an introduction to your speech. The introduction is aimed at getting the attention of your audience. There are several ways to accomplish this, the most common are: relating the topic to the audience, shocking the audience with an intriguing or astonishing statement, questioning the audience, or telling a suspenseful or provocative story. The next phases of the introduction are to state the topic of your speech so the audience will know what you are going to talk about, and to preview the main points of your speech so the audience will know what to listen for. The seventh step is adding a conclusion to your speech. First, signal to the audience that your speech is coming to a close by using phrases such as "In conclusion," In closing," and "Let me end by saying." Second, reinforce the main point of your speech. You can do this by simply restating your main points, ending with a quotation that summarizes your main points, or by making a dramatic statement that emphasizes your main points.

2. Nonverbal communication

Nonverbal communication describes the process of conveying meaning in the form of non-word messages. Research shows that the majority of our communication is non verbal, also known as body language. Some of non verbal communication includes chronemics,haptics,proxemics[2], gesture, body language or posture; facial expression and eye contact, object communication such as clothing, hairstyles, architecture, symbols infographics, and tone of voice as well as through an aggregate of the above. Nonverbal communication is also called silent language and plays a key role in human day to day life from employment relations to romantic engagements. Speech also contains nonverbal elements known as paralanguage. These include voice lesson quality, emotion and speaking style as well as prosodic features such as rhythm, intonation and stress. Likewise, written texts include nonverbal elements such as handwriting style, spatial arrangement of words and the use of emoticons to convey emotional expressions in pictorial form. Gestures as part of Nonverbal Communication If you want to be polite it's a good idea to tone-down gestures when traveling, since you probably won't know all the local customs and mores. In general, don't point your hand or foot at anyone, or belch, yawn, or fart loudly, unless, of course, you're joining in. In Thailand it's rude to expose the sole of your shoe or foot to someone, to step over someone, and to touch anyone on the head. In India and other places where toilet paper isn't significant to the culture, touching anyone or presenting anything with the left hand will raise more than eyebrows. Western travelers, on the other hand, may be distressed by the tendency of some Arabs in normal conversation to lock unblinking eyes mere inches from yours. As noted by American anthropologist Edward T. Hall, this is normal conversational distance for Arabs. (Indeed some Arabs believe they can determine reaction to what is being said by looking closely at pupils: if they dilate, you like or approve; if they contract, you dislike or disapprove.) In the 1950's Hall pioneered proxemics and kinesics, which are the studies of how people of different cultures use nonverbal signals to communicate.

Types of Non Verbal Communication Proxemics

includes social distances between communicators, and the use of time, smell, touch, space, and territoriality (untouchable space).

Kinesics
includes body movement, gestures, facial expression, eye contact, posture, and speaking volume. Since most people are unaware of their own cultural patterns of nonverbal communication, they are unprepared to deal with the patterns of other cultures. This is probably a major cause of misunderstanding between cultures as we interpret each other as rude, pushy, childlike, cold, etc., usually not for what is said, but how it is said, and how we act. Hall's books are required reading for Peace Corps volunteers. Several are listed in the bibliography, and all are helpful for communicating with a higher level of understanding. But just being aware of the nonverbal aspects of communication will help. I recommend for travelers to be sensitive to the rhythm of ordinary life around them, and to try to get in sync with that rhythm. This is actually easy as humans have a natural instinct for mimicry. While you don't need to out-Zelig Woody Allen in Zelig (in which he takes on the appearance of a Chinese after a few weeks in China), for most Americans slowing-down and getting with the beat of local life is essential for absorbing the richness of a foreign culture.

Sign Language
Don't be embarrassed to use sign language. It works great, gets better with practice, and is an age-old and completely normal method of communication. You already know dozens of signs. Eat, hungry, food, restaurant--Motion to open mouth, pat stomach. Don't know--Shoulders shrugged, hands and eyebrows raised. Money, expensive, how much?--Thumb and fingers rubbed together. A little--Thumb and forefinger held close together. Time--Tap of wrist. Oops!--Fingers to mouth, eyes open wide. Which way, where?--Fingers pointed in opposite directions with quizzical look. Nice to see you--Smile.

 This isn't what I ordered!--Face contorted to Munch's The Scream.

Talking With Backpackers

Backpackers from all over the world can pretty much say anything to strike up a conversation. One English backpacker opened up with about ten lines of Shakespeare I couldn't quite catch. (My reply: "Et tu, Brutus?") You don't always have to begin with where are you from, how long have you been traveling, how do you like it, etc. While everyone is an exception some of the time, overall we are an interesting, fun, and good-humored bunch. And we all know one of the best sources of information is other travelers.

Listen for Good Advice

If you travel on a low budget you will probably get a lot of advice from the people you meet. Some of it will be of the highest value. Some of it will be pure crap. Communicating in Small-Scale, Traditional Societies In such societies you will be expected to be an envoy from your family. They may ask first and foremost about your family, ask to see pictures, ask what they do, etc. You might carry a family photo for such occasions. With one group I visited it was customary to seek out and individually greet each person in descending order from eldest to youngest, including children. This took a few pleasant minutes for a gathering of about twenty. It's probably a good general rule to show respect to elders first and foremost. Understand that you are on their turf. Be polite and gracious. Try to be sensitive and not make snap judgments. It takes years for anthropologists to get an accurate feel for what's going on in any society. As a traveler you can't expect to do much more than observe. I recommend taking it easy with the camera. Pulling out a camera often changes the dynamics of communication for the worse--if not eliminating it entirely. Most tourist photography I see is intrusive and a kind of trophy--and it really does take away something. While some people don't seem to mind, there may be a larger story beneath the surface smiles and nods. Many cultures frown upon or prohibit photography. In one village near San Cristobel de las Casas, Chiapas photographers face a $65 fine, confiscation of film and camera, and even a night in jail. The villagers' sincere religious beliefs (which are not Catholic) run counter to the desires of most tourists. The Tara humara people of northern Mexico endure a great deal of photography from tourists, but if you ever

talk to these quiet and shy people privately, you'll find they really don't like it. If you want someone's photograph don't flash your camera in their unsuspecting face for a quick snap, be a sneak-thief with telephoto, or throw candy to children. Instead, approach your subject with all the human warmth and politesse you can muster, register your intent with a motion to your camera, and let them know their time and cooperation is a treasure. If a tip is desired consider the offer with respect, even if you ultimately decline. Sending your subject a beautiful print may be much appreciated. Approached correctly, many people will be happy to pose. As I wrote this I was thinking of someone I met and didn't photograph, a middle-aged woman in fantastic native dress, her smile, beauty, and dignity.

3. Oral communication
Oral communication, while primarily referring to spoken verbal communication, typically relies on both words, visual aids and non-verbal elements to support the conveyance of the meaning. Oral communication includes discussion, speeches, presentations, interpersonal communication and many other varieties. In face to face communication the body language and voice tonality plays a significant role and may have a greater impact on the listener than the intended content of the spoken words. A great presenter must capture the attention of the audience and connect with them. For example, out of two persons telling the same joke one may greatly amuse the audience due to his body language and tone of voice while the second person, using exactly the same words, bores and irritates the audience.[citation needed] Visual aid can help to facilitate effective communication and is almost always used in presentation for an audience. A widely cited and widely misinterpreted figure used to emphasize the importance of delivery states that "communication comprise 55% body language, 38% tone of voice, 7% content of words", the so-called "7%-38%-55% rule".[3] This is not however what the cited research shows rather, when conveying emotion, if body language, tone of voice, and words disagree, then body language and tone of voice will be believed more than words.[4][clarification needed] For example, a person saying "I'm delighted to meet you" while mumbling, hunched over, and looking away will be interpreted as insincere. Oral communication implies communication through mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all

forms of oral communication. Oral communication is generally recommended when the communication matter is of temporary kind or where a direct interaction is required. Face to face communication (meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and trust.

Advantages of Oral Communication

There is high level of understanding and transparency in oral communication as it is interpersonal. There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken. The feedback is spontaneous in case of oral communication. Thus, decisions can be made quickly without any delay. Oral communication is not only time saving, but it also saves upon money and efforts. Oral communication is best in case of problem resolution. The conflicts, disputes and many issues/differences can be put to an end by talking them over. Oral communication is an essential for teamwork and group energy. Oral communication promotes a receptive and encouraging morale among organizational employees. Oral communication can be best used to transfer private and confidential information/matter.

Disadvantages/Limitations of Oral Communication

Relying only on oral communication may not be sufficient as business communication is formal and very organized. Oral communication is less authentic than written communication as they are informal and not as organized as written communication. Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times. Oral communications are not easy to maintain and thus they are unsteady. There may be misunderstandings as the information is not complete and may lack essentials. It requires attentiveness and great receptivity on part of the receivers/audience.

 Oral communication (such as speeches) is not frequently used as legal records except in investigation work.

4. Written communication
Written communication has great significance in todays business world. It is an innovative activity of the mind. Effective written communication is essential for preparing worthy promotional materials for business development. Speech came before writing. But writing is more unique and formal than speech. Effective writing involves careful choice of words, their organization in correct order in sentences formation as well as cohesive composition of sentences. Also, writing is more valid and reliable than speech. But while speech is spontaneous, writing causes delay and takes time as feedback is not immediate.

Advantages of Written Communication

Written communication helps in laying down apparent principles, policies and rules for running of an organization. It is a permanent means of communication. Thus, it is useful where record maintenance is required. It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge. Written communication is more precise and explicit. Effective written communication develops and enhances an organizations image. It provides ready records and references. Legal defenses can depend upon written communication as it provides valid records.

Disadvantages of Written Communication

Written communication does not save upon the costs. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters.

 Also, if the receivers of the written message are separated by distance and if they need to clear their doubts, the response is not spontaneous. Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time. Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have a negative impact on organizations reputation. Too much paper work and e-mails burden is involved. Written communication and its historical development Over time the forms of and ideas about communication have evolved through progression of technology. Advances include communications psychology and media psychology; an emerging field of study. Researchers divides the progression of written communication into three revolutionary stages called "Information Communication Revolutions" (Source needed). During the 1st stage written communication first emerged through the use of pictographs. The pictograms were made in stone, hence written communication was not yet mobile. During the 2nd stage writing began to appear on paper, papyrus, clay, wax, etc. Common alphabets were introduced and allowed for the uniformity of language across large distances. A leap in technology occurred when the Gutenberg printing-press was invented in the 15th century. The 3rd stage is characterised by the transfer of information through controlled waves and electronic signals.

Communication is thus a process by which meaning is assigned and conveyed in an attempt to

create shared understanding. This process, which requires a vast repertoire of skills in interpersonal processing, listening, observing, speaking, questioning, analyzing, gestures, and evaluating enables collaboration and cooperation.

Misunderstandings can be anticipated and solved through formulations, questions and answers,
paraphrasing, examples, and stories of strategic talk. Written communication can be clear by planning follow-up talk on critical written communication as part of the normal way of doing business. Minutes spent talking now will save time later having to clear up misunderstandings

later on. Then, take what was heard and reiterate in your own words, and ask them if thats what they meant.

5. Formal Communication
Formal communication is organized and managed information that is shared with relevant individuals in order to secure coordinated action throughout the organization. Formal communication channels are based on an individuals role in the organization and distributed in an organized way according to the established chain in organizational charts. Typically, formal communication flows downward from executives to directors to managers to staff regarding company direction and instruction and upward from staff to managers to directors to executives in the form of data and reports. The communication flowing through these channels is specific to the jobs and departments. Such formal communication is well established and planned. For example, reports and data from staff are organized are generally submitted in prescribed templates and according to a set schedule. Communication focused on a companys strategy and direction, which originates from company executives, is funnelled through the organizational chart and changed in such a way to be relevant to each department and manager. What starts out as high-level communication on corporate strategy needs to be thought out through planning sessions so that the communication provides direction and is actionable for the individuals who implement the tasks of the strategy. The better the communication the better employees and staff will understand what is expected and required of them.

6. Informal Communication
On the other hand, informal communication in the workplace satisfies a variety of needs, particularly social and emotional, and are not based on the positions individuals occupy within the organizations. As a result, the communication is not managed or planned in any organized fashion. Its more relaxed, casual and tends to be spread by word-of-mouth quickly throughout a department or organization because its not restricted to approvals and an established path of distribution. Probably the most common term used for the informal communication in the workplace is grapevine and this communication that is sent through the organizational grapevine is often considered gossip or rumour. While grapevine communication can spread information quickly and can easily cross established

organizational boundaries, the information it carries can be changed through the deletion or exaggeration crucial details thus causing the information inaccurate even if its based on truth. The use of the organizational grapevine as an informal communication channel often results when employees feel threatened, vulnerable, or when the organization is experiencing change and when communication from management is restricted and not forthcoming. When used with thought and planning, however, there are several advantages of grapevine communication. It can spread information quickly throughout an organization serve a social purpose reduce stress and anxiety can be used to identify problems or lack of satisfaction in the workplace. While the organizational grapevine can never be eliminated, even if there are several advantages of grapevine communication, it can be reduced by removing the need for information. Managing the grapevine can be partly achieved by providing information through good, effective communication such as: supplying sufficient information through the formal communication channel about the concerns that are of importance to employees and staff present as much factual information as possible as soon as it is obtained keep information coming on a regular basis especially during times of change when the employees are stressed and wondering whats going on. Daily communication with them will reduce the pressure of uncertainty. open the lines of the formal communication channels to receive feedback and concerns. Respond to these as quickly as possible. If concerns are submitted from staff and no response is given by management, rumours through grapevine communication will begin to fill in the communication gap which was created by management. Formal / informal communication channels exist in every organization. Formal communication requires thought and planning prior to distribution; informal communication, however, usually succeeds on its own mostly because of the very effective grapevine. While there are several advantages of grapevine communication, managing the grapevine also requires thought and planning. Even so, its very difficult to formalize informal communication, therefore, the best way to cut the grapevine is to provide accurate, respectful and timely formal communication.