Forms of communication Verbal Communication Nonverbal Communication

Forms of communication

1.      Verbal Communication

2.      Nonverbal Communication

Verbal communication: It is any form of communication that uses words in order to convey meaning or transmit meaning. Verbal communication refers to the form of communication in which message is transmitted verbally; communication is done by word of mouth and a piece of writing. In other words, Verbal communication is essentially the type of communication which uses words. A phone conversation, chat with a friend, an announcement made or a speech delivered are all verbal forms of communication

Verbal communication can be 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. Oral communication involves expressing ideas and information as well as influencing others through the spoken word

Advantages of oral communication

·         It’s easy and simple and saves a lot of money because oral communication is the less expensive way to communicate with each other.

·         It allows feedback on the spot so if the receiver is not 100 percent sure what the message meant, then that feedback will be answered right away.

·         Because the message is instantly, it helps in avoiding time wasted.

·         It brings personal warmth and friendliness and develops a sense of bonding because of these contact between the people. 

Disadvantages 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

• Written communication: Written communication is a form of verbal communication. The name speaks itself! The communication which is performed through various written documents is called written communication. It is a word based communication that takes place in a written form. Examples include Letter Memos, Written Instruction, Notes, Reports, and Journal etc.

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 organization’s 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 organization’s reputation.

·         Too much paper work and e-mails burden is involved.

Objective of communication

Objective of communication

1. To Exchange Information: The prime objective of communication is to exchange information internally and externally i.e. to deal within the organization and outside the organization.

2. To Achieve Goal: The goal of the organization can be obtained through effective organizational communication. Everybody tries to acquire such goal and therefore it requires effective organizational communication.

3. To Maintain Co-ordination and Co-operation: Co-ordination and co-operation among three levels i.e. corporate level, divisional level and functional level of an Organization are maintained through communication.

4. To Plan: Planning decides what is to be done in future. All the information and data which are required to make a plan for business can be obtained or gathered through communication.

5. To Facilitate Direction and Motivation: The boss gives direction or order to his subordinate. And managers need to motivate their employees to increase the concentration and productivity. Hence, communication helps to facilitate direction and motivation.

6. To Achieve Efficiency: Communication can provide information regarding past and present. It also helps to anticipate about future. So, Communication increase efficiency of the workers by providing instant information.

7. To Solve Problem: Communication can remove the gap between employees and employer. Fruitful communication ensures a network in an Organization to solve problems. Conflict arises and exists in an Organization. Fruitful communication ensures a network to solve conflict. It also remove the gap between employee and employer.

8. To Create Consciousness: Communication helps both employer and employee to be conscious about their respective roles, duties and activities. As a result, responsibility and accountability is located among the concerned persons.

9. To Increase Job Satisfaction: Job satisfaction requires better job environment and better job environment is possible if there exists communication chain. Strong chain helps to overcome job related stress.

10. To Improve Employer-Employee Relationship: To achieve the Organizational objectives, there must be good relationship between employee and employer. And to improve such relationship, there must be effective communication.

11. To Manage Human Resources: To recruit, train-up & motivate human resource properly, there must be effective communication. Skilled manpower are professional and work for achievement and development.

12. To Attract Customer: To knock the door of potential customers with new product and service of an enterprise, there should exist an efficient communication. So better communication will cause more customers and more customers will cause more profit.

16. To Provide Necessary Data for Decision-Making: Managers require different types of data and information for decision-making. Through communication managers collect necessary data and take accurate decision.