NAME : SARIKA SINGH

ROLL NO. : 37

CLASS : S. Y. BMS

SEMESTER : III

SUBJECT : EFFECTIVE
COMMUNICATION

TOPIC : VERBAL & VISUAL

COMMUNICATION

FACULTY : PREETY OZA

ACKNOWLEDGEM
ENT

I would like to express

my great thanks to our
prof. Preeti Oza for
giving us the
opportunity to make
project on Verbal &
Visual communication. I
would also like to
express my thanks to
librarian to make us the
books available
necessary to make
project.

INDEX

TOPIC PAGE NO.

1. Communication Definition 1
 2. Attributes of communication 2

3. Types of Communication 3

4. Types of Verbal Communication 5

5. Visual Communication 8

6. Methods of Visual Communication 9

COMMUNICATION :

Communication is an important aspect of behavior; human

communication is complicated by all factors that influence human
behavior.

Communication is central to everything that we do. We do things in

organizations: our family, school/college, office, hobby group,
Community group, our city/town is the organizations in which we live &
act. Our activities succeed or fail; our goals are achieved or not achieved,
according to our ability to communicate effectively with other members.
Every organization, whatever its business or its size, is held together by
communication. Without communication an organization cannot function
at all.

Interaction, Interchange, Transaction, Diloge, Sharing, Communion &

Commonness are ideas that crop up in any attempt to define
communication. According to Dennis Mcquail communication is a
process which increases commonality but also requires elements of
commonality for it to occur at all.

DEFINITION :

“Communication is a process of passing information and understanding

from one person to another.”

ATTRIBUTES OF COMMUNICATION :

Communication has four attributes or quality;

1. Communication is unintentional as well as intentional. We do not

always convey exactly what we want to; the targeted receiver may
receive less or more than what we intended to convey.

2. Secondly, communication is a dynamic process. It grows &

develops; even if the same two people exchange the same idea
 again, the communication is not exactly the same as it was the first
time, because the two people have grown and developed and
changed since then.

3. Thirdly, communication is systemic. Every component of the

process is affected by every other component. I f the audience is
inattentive or uninterested; the source is not able to speak/convey
effectively.

4. Fourthly, communication is both interaction & transaction. The two

participants, the source and the receiver, exchange ideas &
information & influence each other in the process.

TYPES OF COMMUNICATION :

1. VERBAL COMMUNICATION :

Verbal communication may be verbal or written.

Oral communication is more natural &immediate. In natural &

informal situation, we speaks to communicate; but in a formal
&official situation, many persons feel nervous & cannot speak
easily. It needs training & practice to speak effectively in a formal
situation.

Written communication can greatly extend the field & power of oral
communication. Writings overcomes the limits of space & time
which confine speech. Writing can be transmitted by different
means, by powerful electronic media over a greater distance, &can
wait for the attention of the receiver.

Oral &written communication has different attributes which we have

to take into account in choosing which one to use in a particular
situation. Some of the attributes are discussed below:

 Speed: Written communication is slower in preparation, in

conveyance & in reception; it takes more time to draft, type,
dispatch, & to receive & read a letter than it takes to speak, & to
here, listen to,& understand oral message. Feedback is also slower
in written communication.

 Records: Written communication serves as a record& can be used

for future reference. It is documentary proof, & can be used as a
legal evidence. Oral communication maybe taped for later reference,
but the authenticity of the voice can be questioned; moreover, tapes
can be edited & the message distorted.

 Precision & accuracy: Written communication is more precise &

accurate than oral. Choice of precise words is possible in written
communication because the writer has the time to look for suitable
words & phrases,& to revise & change the draft, if necessary.
Accuracy is necessary in written communication because the
 receiver is not present to ask for clarification. In oral
communication, it is not always possible to be so precise in the
choice of words. A written communication is usually shorter than an
oral communication.

 Expenses: Written communication requires stationary, preparation,

& transmission, all of which cost money. Oral communication can
also cost a great deal since it requites simultaneous presence &
attention of the two parties, & the getting together costs money.

Types of verbal communication:

 Oral communication :

Oral communication occurs in situations like conversation,

telephone talk, interviews, presentations & meetings.

Face to face conversation:

Oral communication is best when it is face to face. A face to face
setting is possible between two individuals or among a small
group of persons at an interview, or in a small meeting;
communication can flow both ways in these situation. There is
immediate feedback, which makes clarification possible.

Telephone:
Telephone talk depends entirely on the voice. It does not have
the advantage of physical presence. Clarity of speech & skilful
use of voice are important. There can be confusion between
similar sounding words like “pale” & “bale”, or between “light”
&”like”. It is customary to clarify spellings by saying C for
Calcutta, D for Delhi.

Presentation:
A presentation has a face to face setting. It is a formal, well
prepared talk on a specific topic, delivered to a knowledgeable
& interested audience. While a touch of humor always enriches
a presentation, the general tone is serious & businesslike.

Interview:
An interview is a meeting at which one person or a panel of
persons, who are the interviewers, discuss a matter with another
person or ask questions of another person, who is the
interviewee.

Public Speech:
A public speech or lecture, with or without microphones, has a
face to face setting, but the distance between the speaker &
audience is great; this distance increases as the audience gets
larger, as in an open air public meeting.
The purpose of a public speech may be to entertain, to encourage
& to inspire.

Meeting:
Usually, a meeting involves many persons; there is a chairman
or leader who leads & guides the communication & maintains
proper order. There is a fixed agenda, i.e., list of issues to be
discussed at the meeting. Meetings are of many types, from the
 small committee meeting consisting of three or four persons to
the large conference or the shareholder’s meeting.

 Written communication :

Written communication is used for many purpose. Many types of

documents are required for official work. Letters, circulars,
memos, notices, reports & minutes are constantly prepared &
exchanged in & between organizations.

Letter:
Letters are the most widely used form of written communication.
They are used mostly for the external communication. A letter
has a complex layout which has to be carefully followed.

Memo:
Memo is an informal message between members of an
organization & generally relates to daily work. Information or
instructions can be conveyed by a memo. Memo forms are
usually small & are used for brief message. A memo may or may
not be signed.

Notice:
A notice is used when many people in the organization have to
be given the same information. It is the most common method of
mass communication within an organization. A notice should be
short; its language should be simple, & the type should be large
& well spaced for easy reading.

Circular:
A circular is the detailed document giving information,
instructions or orders on a specified matter. A circular has a
number & the date for reference, & is signed by the authorized
signatory of the issuing office. Circulars are generally issued by
government departments or others.
 Report:
A report is a document prepared by an individual or a committee
entrusted with the task of collecting information on a given
subject. Reports are of varying length & may be anything from
two pages to a full book divided into chapters.

Minutes:
Minutes are the written record of decision taken at a meeting.
Different bodies have their own convention of recording the
discussion & the decision. Minutes are written document.

2. VISUAL COMMUNICATION:

Visual methods of communication can be consciously used to

enhance what we speak; a trained speaker can use gesture, facial
expression & posture to enrich the meaning of words.

Pictures, maps, charts, graphs & diagram adds quality & clarity to a
verbal message. Beside using this symbols consciously, we may
convey meaning by facial expression, gesture, tone of voice,
clothing & other aspects of our personality & body. This is called
body language.
 A good deal of body language is unintentional & unconscious.
Personal appearance, colors used in the clothing & in office decor,
stationary, voices, & other office sounds makes an impression on
others; they communicate Information about us.

METHODS OF VISUAL COMMUNICATION :

Visual methods may be visual or auditory. Visual methods are those which
are seen & auditory methods are those which are heard. Signs, pictures,
colour, designs are visual; sounds, bells, tune & whistles are auditory.

VISUAL SYMBOLS:

 COLOUR:
Colour is very important &powerful means of communication. Colour
has psychological effect; motivation & state of mind of employees are
influenced by the colour in the place of work. Colour is an important
means of formal communication.

 PICTORIAL REPRESENTATION:
Pictorial representation can communicate instantly. A large variety of
pictures, from simple drawing to sophisticated coloured pictures &
photographs, are used on posters & in advertisement. Pictures are
universally understood, &more easily remembered.

 POSTERS:
A poster combines pictures & words. The use of the word is kept to
the minimum. A poster can convey simple instructions 0r a process by
a series of pictures. It can be used for education & persuasion in
matters like the importance of saving, the danger of drinking, the value
of neat & clean appearance, etc.

 GRAPHS & CHARTS:

Graphs & charts are representations of statistical information & can be
made in different ways. There are great advantages in this method of
presenting statistical data. Graphs & charts must always have a scale &
a key to explain the symbol used.

 MAPS:
Maps are representation of territory & are used for conveying the space
relationship between places. They are used for geographical
information of all kinds, such as transport routes, climatic conditions,
distribution of population, crops, animal life, & vegetation;
sociological factors like religion, literacy, health & nutrition can also
be represented by maps.

BODY LANGUAGE:

Body language is an important factor in oral communication. In face to

face situation, an important message is communicated by a number of
factors, like clothing, appearance, voice, posture, facial expression,
gestures & other body movements. Body language can make or mar
presentation.

 VOICE:
The voice has characteristics like tone, volume & pitch. Tone is the
quality of the voice. Speed of speaking is the another aspect of the
voice. Rapid speech indicates excitement. Voice is the loudness or
softness.

 SILENCE:
Silence can be very effective way of communication. Silence is not a
negative absence of speech but a positive withdrawal or suspension of
speech. Short silences are very effective in giving emphasis to words.

 FACIAL EXPRESSION:
Facial expression is an obvious communicative factor. A cheerful face
or a gloomy face influences most people who see it. Expression
accompany the speaker’s words & also indicates the listeners reaction.

 EYE CONTACT:
Eye contact is a difficult, disconcerting communicative factor. The
comfort level for eye contact is 3 second; if extended beyond that, it
can amount to invasion of another’s space. Person with a less self
confidence often avoid eye contact.

 ENERGY:
Energy as an aspect of body language is hard to describe. Some
impress with high level of physical energy which is almost infectious;
some have high intellectual or emotional or spiritual energy.

 CLOTHING:
What we wear conveys something about us. The colour, the design, the
cut & fit, combine to make up the dress. Many organizations have a
dress code for occasions in order to ensure that it’s representative
convey the desired impression.
 APPEARANCE:
A person’s general appearance depend on several things. Good
personal hygiene & neatness, care of skin, nail & hair are expected
standard & their neglect conveys an unpleasant impression.