Verbal/Oral, Written and Non verbal communication

Written Communication
 

Is communication in writing Exchange of written messages between the sender and the receiver

Advantages


 

Accurate and direct carefully planned, can be edited any number of times until effective write up is got. Legal records Acts as evidence or proof Source of reference available for future reference Saves time and money- avoids repetition. Can be circulated to vast no. of people.

Advantages contd..


Wider coverage - can be sent around the globe without distortion of contents Overcomes limitations of time

Disadvantages of Written Communication

 

No quick response Time Consuming waste of time in transmitting and receiving the msg Repetition makes it costly needs to be redrafted if the msg is not clear No opportunity for convincing

Suitability of Written Communication



  

If evidence is required for agreement of terms and conditions. To impose fixed responsibility. Need for frequent reference. Need to fulfill certain number of conditions in sending a reply.

Suitability contd..


Vast no of figures and statistics need to be conveyed Lengthy messages.

Verbal com.
 

Verbal com is also called as Oral com. Verbal Interchange of messages between sender and receiver Helps to resolve conflicts, effective negotiator, team work

Verbal communication
Oral
One-on-one conversations Meetings Phone calls Presentations Videoconferences

Advantages of Verbal Communication

 

Quick feedback. Economy of time faster transmission and receipt of information saves time unlike written communication Personal touch No formalities. Personal involvement and involvement of emotions.

Advantages contd..
 

Useful in addressing a huge gathering Avoids leakage of confidential matters

Disadvantages of Oral Communication



  

Lack of retention spoken word is easily forgotten. No records available. Chances of misinterpretation are high . Not suitable for lengthy messages

Suitability
 

Matters of confidential nature Emergency matters that require immediate reaction Matters where mutual consent or opinion is required.

Non-Verbal Communication
It includes all means of communication other than words and language. Non verbal communications can use the following languages:  Sign language: It includes all those forms in which words, numbers, punctuation signs are replaced by gestures.  Action Language: Implies all movements that are carried out by actions.  Object Language: Includes use of objects/things to communicate.

Features of Non verbal communication



  

Non verbal communication can be independent of verbal communication. Non verbal methods can be used as substitute for words.(ex nod of head to say yes or no , red color to mean danger). Non verbal methods are spontaneous and unconscious They have instant effect because of quicker grasp Visual non verbal methods aid verbal communication Response to visuals and sounds is powerful than language

Non-Verbal Communication- Cont.



Types of non-verbal communication: Kinesics (Body language) - Eye contact or gaze - Facial expression - Gesture - Clothing - Posture  Proxemics  Paralanguage  Physical Context  Time Language

Kinesics (Body Language)



Refers to the process of communicating nonverbally through conscious or unconscious gestures and movements It is ever present : It always accompanies spoken communication. Emotionally expressive : expresses the feelings of both speaker and listener . It is more truthful than spoken words.

Facial Expression


Facial expressions are used to express emotions like surprise, happiness, fear, anger etc. They are the most obvious communicative factors in face to face communication. Expressions go with the speakers words and also show reaction of the listener.

e.g :  Raised eyebrow conveys disbelief or surprise  Frown Conveys displeasure  Smile - Conveys happiness.

Eye Contact


Is the non verbal ability of communicating with people. Eye contact in communication is important for the following reasons: Indicating the interest in communication Creating a rapport with the audience during presentations. Credibility Respect Non verbal clues

    

Eye contact contd..

The way a person looks at someone reveals a lot about what they really feel and the intensity and direction of their stare can reflect a person s thoughts. Let s look at different scenarios: 1) Glancing repetitively for a prolonged period of time.  Interest in the conversation if face to face while one of you is talking


2) Staring hard without interruption at all  dangerous and threatening

Eye contact contd..

3) Avoiding gaze


could be lying, or feeling guilty or uncomfortable about the subject discussed

4) Gazing regularly  positive, inviting attitude with you

open to communicate

5) Excessive blinking  sign of stress, could be lying

Gestures (Movemenent of arms ,legs, hands, torso and head)



Gestures are form of non verbal communication where body actions replace speech, to convey different forms of feelings.

e.g:  Sitting on the edge of the chair denotes interest of the listener.  Frequent shifting of the body while sitting indicates nervousness.  A limp handshake denotes lack of enthusiasm

Gestures contd..
 

Pounding fist on the table indicates anger Handshake with palm facing downward indicates aggressiveness.

Posture


 

  

Postures are the way we hold ourselves (ex, the way we stand or sit). They convey a persons confidence, fear, aggressiveness, anxiety E.g: Standing straight and erect indicates enthusiasm and self confidence. Looking down or biting nails reveals anxiety, nervousness Leaning forward shows listener s interest Leaning backward shows a relaxed state of mid

Postures contd..


Forward leaning body, bowed head,drooping shoulders convey depressed, dejected state of mind.

Clothing


Clothing requires careful selection of color, design and fitting of the clothes. The clothes we wear make a statement about ourselves ~ interpretation by other people.

Things to be borne in mind while choosing Clothes:  Appropriateness for the occasion  Time of the day  Season

Proxemics (Personal space language)

 

Is the study of how we use space around us. Four types of spaces known to human relationships according to Edward T.Hall: Intimate contact in a physical form to 1 feet.(close frnds,family, and selected few) Personal 1 feet to 4 feet.(informal talk betn peers,frnds,colleagues) Social 4 feet to 12 feet.(Formal and official relationships) Public 12 feet to range of eyesight and hearing.(Public speaking)

Paralanguage
 Is the non-verbal aspect of the spoken word  Quality of the voice - the way we use our voice  Volume loudness or softness of the voice ( can be adjusted depending upon the distance between speaker and the listener.  Speed rapid speech indicates excitement : there is increase in speed while telling an interesting story and there is decrease in speed while explaining a difficult idea/concept. Pronunciation Accepted standard of the way in which the word is said.

Paralanguage contd..


Accent is the way the sounds of the language are pronounced. Intonation is the sound pattern of the sentences. Every language has its own intonation but generally mother tongue intonation is carried to the new language.