Types of Communication

Communication
Communication is a process of exchanging information, ideas, thoughts, feelings and
emotions through speech, signals, writing, or behavior. In communication process, a
sender(encoder) encodes a message and then using a medium/channel sends it to the
receiver (decoder) who decodes the message and after processing information, sends back
appropriate feedback/reply using a medium/channel.

Types of Communication
People communicate with each other in a number of ways that depend upon the message and
its context in which it is being sent. Choice of communication channel and your style
ofcommunicating also affects communication. So, there are variety of types of communication.
Types of communication based on the communication channels used are:
1.

Verbal Communication

2.

Nonverbal Communication

Verbal Communication
Verbal communication refers to the the form of communication in which message is
transmitted verbally; communication is done by word of mouth and a piece of writing.
Objective of every communication is to have people understand what we are trying to
convey. In verbal communication remember the acronym KISS(keep it short and simple).
When we talk to others, we assume that others understand what we are saying because we
know what we are saying. But this is not the case. usually people bring their own attitude,
perception, emotions and thoughts about the topic and hence creates barrier in delivering the
right meaning.

So in order to deliver the right message, you must put yourself on the other side of the table
and think from your receivers point of view. Would he understand the message? how it would
sound on the other side of the table?
Verbal Communication is further divided into:

Oral Communication

Written Communication

Oral Communication
In oral communication, Spoken words are used. It includes face-to-face conversations,
speech, telephonic conversation, video, radio, television, voice over internet. In oral
communication, communication is influence by pitch, volume, speed and clarity of speaking.
Advantages of Oral communication are:
It brings quick feedback.
In a face-to-face conversation, by reading facial expression and body language one can guess
whether he/she should trust whats being said or not.
Disadvantage of oral communication
In face-to-face discussion, user is unable to deeply think about what he is delivering, so this
can be counted as a

Written Communication
In written communication, written signs or symbols are used to communicate.
A written message may be printed or hand written. In written communicationmessage can be
transmitted via email, letter, report, memo etc. Message, in written communication, is
influenced by the vocabulary & grammar used, writing style, precision and clarity of the
language used.
Written Communication is most common form ofcommunication being used in business. So, it
is considered core among business skills.

Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the
types of written communication used for internal communication. Forcommunicating with
external environment in writing, electronic mail, Internet Web sites, letters, proposals,
telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are
used.
Advantages of written communication includes:
Messages can be edited and revised many time before it is actually sent.
Written communication provide record for every message sent and can be saved for later
study.
A written message enables receiver to fully understand it and send appropriate feedback.
Disadvantages of written communication includes:
Unlike oral communication, Written communicationdoesnt bring instant feedback.
It take more time in composing a written message as compared to word-of-mouth. and
number of people struggles for writing ability.

Nonverbal Communication
Nonverbal communication is the sending or receiving of wordless messages. We can say
that communication other than oral and written, such as gesture, body
language,posture, tone of voice or facial expressions, is called nonverbal
communication.Nonverbal communication is all about the body language of speaker.
Nonverbal communication helps receiver in interpreting the message received.
Often,nonverbal signals reflects the situation more accurately
than verbal messages.Sometimes nonverbal response contradicts verbal
communication and hence affect the effectiveness of message.
Nonverbal communication have the following three elements:

Appearance
Speaker: clothing, hairstyle, neatness, use of cosmetics
Surrounding: room size, lighting, decorations, furnishings
Body Language
facial expressions, gestures, postures
Sounds
Voice Tone, Volume, Speech rate

Types of Communication Based on Purpose and Style

Based on style and purpose, there are two main categories of communication and they both
bears their own characteristics. Communication types based on style and purpose are:
1.

Formal Communication

2.

Informal Communication

1.

Formal Communication

In formal communication, certain rules, conventions and principles are followed

whilecommunicating message. Formal communication occurs in formal and official style.
Usually professional settings, corporate meetings, conferences undergoes in formal pattern.
In formal communication, use of slang and foul language is avoided and correct
pronunciation is required. Authority lines are needed to be followed in formal
communication.

2.

Informal Communication

Informal communication is done using channels that are in contrast with formal
communication channels. Its just a casual talk. It is established for societal affiliations of
members in an organization and face-to-face discussions. It happens among friends and
family. In informal communication use of slang words, foul language is not restricted.
Usually. informal communication is done orally and using gestures.
Informal communication, Unlike formal communication, doesnt follow authority lines.
In an organization, it helps in finding out staff grievances as people express more when talking
informally. Informal communication helps in building relationships.

Communication
Any act by which one person gives to or receives from another person, the information about
that persons needs, desires, perceptions, knowledge, or affective states. Communication
may be intentional or unintentional, it may involve conventional or unconventional signals,
may take linguistic or non-linguistic forms, and may occur through spoken or other modes. Or
in simple words;
Communication is the exchange of ideas, opinions and information through written or
spoken words, symbols or actions. Communication is a dialogue, not a monologue. In
fact, communication is more concerned with a dual listening process. For communication to
be effective, the message must mean the same thing to both the sender and the receiver

Business Communication

Business Communication is any communication used to promote a product, service, or

organization with the objective of making sale. In business communication, message is
conveyed through various channels of communication including internet, print (publications),
radio, television, outdoor, and word of mouth.
In business, communication is considered core among business, interpersonal skills and
etiquette.
Historical Background
Thousands years ago, people used to communicate orally. Greeks used a phonetic alphabet
written from left to right. After that, many books appeared on written communication principles.
As a result of this, Greek started her very first library.
When communism was ruling China, communication had become the biggest challenge not
only within the vast government, but also between the government and people of China.
Postal services were then ;launched in China. Rome introduced the postal service after China.
After that paper and printing press was invented in china that made communication much
easier.
Hence, todays principles of communication are founded on a mixture of ancient oral and
written traditions.
Organization
Its an arrangements between individuals and groups in human society that structure
relationships and activities (Business, Political, Religious or social). In other words, an
organization is a group of people identified by shared interests or purpose, for example, a
Bank.
Lifeblood of an Organization
Communication is the lifeblood of an organization. If we could somehow remove
communication flow from an organization, we would not have an organization.
It is needed for:

Exchanging information

Exchanging options

Making plans and proposals

Reaching agreement

Executing decisions

Sending and fulfilling orders

Conducting sales

When communication stops, organized activity ceases to exist. Individual uncoordinated

activity returns in an organization. So, Communication in an organization, is as vital as blood
for life.

Types of Business Communication

There are two types of business communication in an organization:

Internal Communication

External Communication

1.

Internal Communication
Communication within an organization is called Internal Communication. It includes all
communication within an organization. It may be informal, formal function, or department
providing communication in various forms to employees.
Effective internal communication is a vital mean of addressing organizational concerns. Good
communication may help to increase job satisfaction, safety, productivity, and profits and
decrease grievances and turnover.
Under Internal Business Communication types, there come:

Upward Communication
Upward communication is the flow of information from subordinates to superiors, or from employees to

management. Without upward communication, management works in a vacuum, not knowing if the
messages have been received properly, or if other problems exist in the organization. By definition,
communication is a two-way affair. Yet for effective two-way organizational communication to occur, it
must begin from the bottom.

Upward Communication is a mean for the staff to:

Exchange information

Offer ideas

Express enthusiasm

Achieve job satisfaction

Provide feedback

Downward Communication
Information flowing from the top of the organizational management hierarchy and telling people in the
organization what is important (mission) and what is valued (policies). Downward communication
generally provides information which allows a subordinate to do something. For example, instructions
on how to complete a task. Downward communication comes after upward communications have been
successfully established.

This type of communication is needed in an organization to:

Transmit vital information

Give instructions

Encourage 2-way discussion

Announce decisions

Seek cooperation

Provide motivation

Boost morale

Increase efficiency

Obtain feedback

Both Downward & Upward Communications are collectively called Vertical Communication

Horizontal/Literal communication
Horizontal communication normally involves coordinating information, and allows people with the same
or similar rank in an organization to cooperate or collaborate. Communication among employees at the
same level is crucial for the accomplishment of the assigned work.

Horizontal Communication is essential for:

Solving problems

Accomplishing tasks

Improving teamwork

Building goodwill

Boosting efficiency

2.

External Communication
Communication with people outside the company is called external communication.
Supervisors communicate with sources outside the organization, such as vendors and
customers.
It leads to better:

Sales volume

Public credibility

Operational efficiency

Company profits

It should improve:

Overall performance

Public goodwill

Corporate image

Ultimately, it helps to achieve:

Organizational goals

Customer satisfaction

Components of Communication
1.

Context

2.

Sender/Encoder

3.

Message

4.

Medium

5.

Receiver/Decoder

6.

Feedback

Context
Every message (Oral or written), begins with context. Context is a very broad field that
consists different aspects. One aspect is country, culture and organization. Every
organization, culture and country communicate information in their own way.
Another aspect of context is external stimulus. The sources of external stimulus includes;
meeting, letter, memo, telephone call, fax, note, email and even a casual conversation. This
external stimuli motivates you to respond and this response may be oral or written.
Internal stimuli is another aspect of communication. Internal Stimuli includes; You opinion,
attitude, likes, dis-likes, emotions, experience, education and confidence. These all have
multifaceted influence on the way you communicate you ideas.

A sender can communicate his ideas effectively by considering all aspects

of context mentioned above.

Sender/Encoder
Encoder is the person who sends message. In oral communication the encoder is speaker,
and in written communication writer is the encoder. An encoder uses combination of symbols,
words, graphs and pictures understandable by the receiver, to best convey his message in
order to achieve his desired response.

Message
Message is the information that is exchanged between sender and receiver. The first
task is to decide what you want to communicate and what would be the content of
your message; what are the main points of your message and what other information to
include. The central idea of the message must be clear. While writing
the message, encoder should keep in mind all aspects of context and the receiver (How he
will interpret the message).
Messages can be intentional and unintentional.

Medium
Medium is the channel through which encoder will communicate his message. How
themessage gets there. Your medium to send a message, may be print, electronic, or
sound.Medium may be a person as postman. The choice of medium totally depends on the
nature of you message and contextual factors discussed above. Choice of medium is also
influence by the relationship between the sender and receiver.
The oral medium, to convey your message, is effective when your message is urgent,
personal or when immediate feedback is desired. While, when your message is ling, technical
and needs to be documented, then written medium should be preferred that is formal in
nature. These guidelines may change while communicating internationally where complex
situations are dealt orally and communicated in writing later on.

Receiver/Decoder
The person to whom the message is being sent is called receiver/decoder. Receiver may be
a listener or a reader depending on the choice of medium by sender to transmit
the message.Receiver is also influenced by the context, internal and external stimuli.
Receiver is the person who interprets the message, so higher the chances are of miscommunication because of receivers perception, opinion, attitude and personality. There will
be minor deviation in transmitting the exact idea only if your receiver is educated and
havecommunication skills.

Feedback
Response or reaction of the receiver, to a message, is called feedback. Feedback may be
written or oral message, an action or simply, silence may also be a feedback to a message.
Feedback is the most important component of communication in
business. Communicationis said to be effective only when it receives
some feedback. Feedback, actually, completes the loop of communication.

Communication
Communication is the exchange of ideas, opinions and information through written or spoken
words, symbols or actions.
Communication is an important part of our world today. The ability to communicate effectively
is considered a prized quality. But people in the world are not alike. These differences,
however, can cause problems in sending/receiving messages. Simply these are the hurdles in
the way ofcommunication and anything which blocks the meaning of a communication is
a barrier tocommunication.

Barriers to Effective Business Communication

1.

Conventions of meaning

2.

Differences in perception of reality

3.

Values, attitudes and opinions

1.

Conventions of meaning
There are a lot of meanings for a single word. So, it may mislead the reader from the real
meaning. Miscommunication may occur due to the use of Denotations andConnotations.
Denotations
Denotation is the dictionary definition of a word. It means name, object, people or events without
indicating positive or negative qualities. These words dont have clear meanings.
Such words are: Car, Desk, Book, House, etc.
Connotations
A word that separates the meanings of a word from its usual definition is called connotation. These
have clear meanings.
Such words are:
BMW, BC book, mental house etc.

So, use of denotations instead of connotations may mislead the reader.

Chooseconnotations & denotations wisely.

2.

Differences in perception of reality

Because of changing world, everyone has its own concept of reality. Each persons mental
filter is unique. In our daily interactions with others, we make various
abstractions,inferences and evaluations of the world around that may cause problems in the
way ofcommunication.
Abstraction
It means selecting some detail and omitting others. It may cause problem in communication. One must
always try to avoid Slanted statements. Thats why news reporters are said to quote the statement of a
person as it is to show it a fact or true statement.

Inferences
It means conclusion on the basis of assumptions. But for some situations inferences proves fruitful but
for some situations it is risky & sometimes dangerous.
Evaluation
It is a persons own perception or opinion towards a certain fact.

So, difference in perception may become a hurdle in communication.

3. Values, attitudes and opinions

Communication is also affected by the Values, attitudes and opinions of the communicators.
People react favorably when they receive agreeable message. Occasionally people react
according to their attitude towards a situation rather than to the facts.
Closed Minds
Some people hold rigid views on certain subjects. They dont consider facts and maintain their views.
Such person is very hard to communicate with.
Senders creditability
Usually people react more favorably to that communicator who has credibility.

So, Values, attitudes and opinions may also become hurdles in the way ofcommunication.

Benefits of Effective
Communication in your Career
Communicating effectively is a valuable asset for many activities in your personal life.
Talking about your career, your way of written and oral communication is the base of your job
type, promotion and professional reputation. Now the question is how effective
communication skills benefit you in your career?

A Valuable Job Requirement

In careers requiring mental rather than labor, the only key to progress is through effective
communication of knowledge, ideas and proposals, to others who need or should receive
them.
If we read job opening advertisements in different newspapers, strong communication skills
would be a must in most jobs description. If we talk about different job titles, communication
requirements might be as follows:
Job Title

Communication Skills
Must be able to communicate clearly to clients and other finance

Finance Associates
professionals
Fiscal Officer

Superior writing and presentation skills

Product Manager

Develop and communicate product objectives and strategies

Senior Sales

Excellent communication and follow-up skills; ability to write

Representative

proposals and quotations.

General knowledge of proposal preparation: Good Oral/Written

Contracts Administrator
communication skills.

In careers like internal/external customer relations, public relations, marketing, HR, sales, etc.
Almost in all sort of fields, producers, editors, researchers and writers are always needed.
Communication is a major responsibility is many areas, including government and
nonprofit organizations. In congressional and senatorial offices at state and national level,
communication skills are a major plus as there works a number of people handling
correspondence, preparing speeches, helping write Legislation, communicating with business.
As we know Government is countrys biggest business, so needs a large no. of effective inter
departmental communicators.

Even as an accounting professional, if you dont know how to communicate your crafted
reports to the targeted people then those reports would be a flop.

A Must for Promotion

Ability to communicate effectively is a prime requisite for promotion. Some people rate
communication as one of the most important aspects of business leadership. Those who
cannot communicate effectively either orally or in writing remains buried in lower, dead-end
jobs. Top managements 60 to 90 percent of working days consists of communication
Speaking, writing and listening.
It is confirmed from many surveys and articles over the past decades that for promotion and
success in any business, effective communication is essential. Surveys conducted on
top level executives have proved from their responses that Business Communication,
Business letter and Report writing, and written & Oral expressions are the subjects
most valued in their career growth.

The Seven Cs of Effective

Business Communication
The message is said to be effective when the receiver understands the same meaning that
the sender was intended to convey. For any communication in business, in order to be
effective, it must have seven qualities. These seven attributes are called seven Cs of
effective business communication. (All these attribute starts with the alphabet C so are
called 7 Cs)

Seven Cs of Effective Business

Communication

1.

Correctness

2.

Clarity

3.

Conciseness

4.

Completeness

5.

Consideration

6.

Concreteness

7.

Courtesy

1.

Correctness

At the time of encoding, if the encoder has comprehensive knowledge about the decoder of
message, it makes the communication an ease. The encoder should know the status,
knowledge and educational background of the decoder. Correctness means:
Use the right level of language
Correct use of grammar, spelling and punctuation
Accuracy in stating facts and figures

Correctness in message helps in building confidence.

2.

Clarity

Clarity demands the use of simple language and easy sentence structure in composing
the message. When there is clarity in presenting ideas, its easy for the receiver/decoder
to grasp the meaning being conveyed by the sender/encoder.

Clarity makes comprehension easier.

3.

Conciseness

A concise message saves time of both the sender and the receiver. Conciseness, in a
business message, can be achieved by avoiding wordy expressions and repetition. Using
brief and to the point sentences, including relevant material makes the message concise.
Achieving conciseness does not mean to loose completeness of message.

Conciseness saves time.

4.

Completeness

By completeness means the message must bear all the necessary information to bring the
response you desire. The sender should answer all the questions and with facts and
figures. and when desirable, go for extra details.

Completeness brings the desired response.

5.

Consideration

Consideration demands to put oneself in the place of receiver while composing a

message. It refers to the use of You attitude, emphases positive pleasant facts,
visualizing readers problems, desires, emotions and his response.

Consideration means understanding of human nature.

6 . Concreteness
Being definite, vivid and specific rather than vague, obscure and general leads to
concreteness of the message. Facts and figures being presented in the message should
be specif.

Concreteness reinforces confidence.

7. Courtesy

In business, almost everything starts and ends in courtesy. Courtesy means not only
thinking about receiver but also valuing his feelings. Much can be achieved by using
polite words and gestures, being appreciative, thoughtful, tactful, and showing respect to
the receiver. Courtesy builds goodwill.