We communicate almost in every
field of personal (informal) and impersonal (formal) life for various purposes.
To fulfill those purposes, we require different forms of communication. Communication with friends
and relatives etc is different from the communication we do in our professional
life. We cannot use a similar style, tone, language, etc for professional
purposes. Hence, communication can be divided on the following three bases-
- Based
on the use of language
- Based on style and purpose
Whether it is formal or informal communication, we
use various channels for communication. Sometimes we use verbal language as a
medium to communicate while sometimes we communicate without words. Hence,
communication can also be divided based on medium (channels) into the following
types-
- Nonverbal
communication
- Verbal communication
he communication in which we don't use words or language (combination of set symbols) to communicate ideas, thoughts, etc is called nonverbal communication. This is a primitive way of sharing feelings and
ideas etc, when there was no language. People use nonverbal clues to say
something to others or understand others. In non-verbal communication,
we communicate through a medium that is far away from language boundaries. We
use facial expressions, gestures, postures, apparel, touch, etc This
communication is again of the following types-
a) Symbolic
communication (signs, symbols, and pictures)
b) Kinesics- body language
- i. Facial expression,
- ii. Eye movements
- iii. Body movements (walking, nodding of head, shrugging of shoulders)
- iv. Gestures (hints by different body parts)
- v. Posture (position of girdles)
- vi. Haptics (touch)
d) Paralanguage -voice but no words
e) Behaviour
f) Proxemics -distance language
g) Chronemics- (time language
h) Visual communication (pictorial communication) -modals, projects etc
DIFFERENCES BETWEEN
VERBAL AND NON-VERBAL COMMUNICATION
|
BASIS OF COMPARISON |
VERBAL COMMUNICATION |
NON-VERBAL COMMUNICATION |
|
Meaning |
The communication in
which the sender uses words to transmit the message to the receiver is known
as verbal communication. |
The communication
that takes place between sender and receiver with the use of signs is known
as non-verbal communication. |
|
Types |
Formal and Informal |
Chronemics,
Vocalics, Haptics, Kinesics, Proxemics, Artifacts. |
|
Time-Consuming |
No |
Yes |
|
Chances of
transmission of the wrong message |
very less chances |
Happens most of the
time. |
|
Documentary Evidence |
Yes, in the case of
written communication. |
No |
|
Advantage |
The Message can be
clearly understood and immediate feedback is possible. |
Helpful in
understanding the emotions, status, lifestyle, and feelings of the sender. |
|
Presence |
The message can be
transmitted through letters, phone calls, etc. so the personal presence of
the parties doesn't make any change. |
The personal
presence of both parties in the communication is a must. |
Over time, letters and words were developed and people started
using language to express their ideas. When we use words or language to
communicate our ideas and thoughts then this type of communication is called
verbal communication. It is again of two types-
2.1 Oral
communication: - The verbal communication done through speech organs is called oral communication. Quality of voice, pronunciation, articulation, tone,
pitch, etc are very important in oral communication. Examples- speech, telephonic
conversation, seminar, interviews etc
2.2 Written communication: - The verbal communication in which written script is used to write a message is called written communication. In written communication, we communicate through writing. Writing, spelling, and correct grammar are very important in written communication. Examples- letters, reports, thesis magazines, journals, etc.
DIFFERENCES BETWEEN ORAL AND WRITTEN COMMUNICATION
|
BASIS
FOR DIFFERENCES |
ORAL
COMMUNICATION |
WRITTEN
COMMUNICATION |
|
Meaning |
The exchange of ideas, information, and messages through spoken words is Oral Communication. |
Interchange
of messages, opinions and information in written or printed form is Written
Communication. |
|
What
is it? |
Communication
with the help of word of mouth. |
Communication
with the help of text. |
|
Literacy |
Not
required at all. |
Necessary
for communication. |
|
Transmission
of message |
Fast |
Slow |
|
Proof |
No
record of communication is there. |
Proper
records of communication are present. |
|
Feedback |
Immediate
feedback can be given |
Feedback
takes time. |
|
Revision
before delivering the message? |
Not
possible |
Possible |
|
Receipt
of nonverbal cues |
Yes |
No |
|
Probability
of misunderstanding |
Very
high |
Quite
less |
Based on style, tone, and purpose communication is of two types
- Informal Communication
- Formal communication
- Formal communication
The communication we do for the purpose of coordination in our professional life and we communicate with the people who are related to our business or job is called formal communication. we discuss matters related to professional life. This communication has a formal content and style. It is used for the smooth functioning of the organization and filling the gap among the departments and manpower. It is found in the following forms-
a) Professional communication
b) Technical communication
c) Business communication
Based on the flow between hierarchy levels, formal communication is divided into three types-
a) Vertical communication
b) Horizontal communication
c) Diagonal communication
2.1.Vertical flow: When two people communicate with each other and they are at different levels in an organization then the flow is called vertical flow. The communication between senior to junior or junior to senior comes under this flow. Vertical flow is of two types.
2.1.a - Vertically Downward communication: - it flows from a manager, down the chain of command. When managers inform, instruct, advise, or request their subordinates, the communication flows in a downward pattern. This is generally used to convey information, new policies or procedures, to seek clarification, ask for an analysis, etc. Superiors send feedback about their subordinates’ actions through this channel. Such communication increases awareness about the organization among subordinates and employees and enables managers to evaluate the performance of their subordinates. Examples: - memos, notices, face-to-face interactions, or telephone conversations.
Importance/advantages/merits:
- Controls working environment and discipline
- Orders, instructions, directions, promotion, guidelines, appreciation, punishment, etc. are given
- Explaining complex issues to juniors
Disadvantages/demerits:
- It encourages fear.
- May check open communication environment
- It promotes Authoritative behavior.
- It suppresses upward communication.
2.1.b - Vertically Upward communication: - When subordinates send reports to inform their superiors or to present their findings and recommendations the communication flows upward. Seniors make decisions and problems are solved with the help of this communication. The extent of upward communication depends on the organizational culture. In an open culture without too many hierarchical levels, managers can create a climate of trust and respect and an upward flow is enough. In a highly authoritative environment, where downward flow dominates, upward communication is limited.
Importance/advantages/merits:
- Feedback helps in the development of planning
- Request is made
- Message is delivered/Information is passed
- Promotes harmony.
- For registration of grievances
Disadvantages/demerits:
- It encourages flattery.
- May risk discipline.
- May be manipulated due to fear of superiors
2.2 Lateral or horizontal communication: -
This form of communication takes place among peer groups (same-level people) or hierarchically equivalent employees. Such communication is often necessary to facilitate coordination, save time, and bridge the communication gap among various departments. This communication can be advantageous or disadvantageous. It is very vital for the growth of an organization as it builds cooperation among the various branches. In organizations where work is decentralized, it plays a greater role because there is a higher probability of communication gaps.
- In making a decision
- For discussing important points
- For making policies, rules, upcoming suggestions, etc
Demerits:
- Ego of the persons at a similar level.
- Clashes related to ideology.
2.3 Diagonal or cross-wise communication or radial: - diagonal communication flows in all directions and cuts across levels in an organization. When a sales manager communicates directly with the vice president they are engaged in diagonal communication. Though it deviates from the normal way it is quick and efficient. The increased use of e-mail also encourages cross-wise communication. It is also called radial or circular communication as there is no specific line of command.
Importance/merits/advantages
- It saves time.
- Reduces barriers.
- increases the efficiency
- Uses as a team build up/motivational tool.
Demerits/disadvantages
- increases competitiveness
- Gives threat to discipline
- Gives threat to coordination
- Creates internal disorder
- Bad effect on formal relations
The communication that we do with our well-known people, neighbors, relatives, friends, etc. is called informal communication. we use our own style hence it is also called personal communication. There is no place for formal content or style in this communication. It is used to develop positive relationships among the workers in an organization and enrich relations at home. This is also called general communication because we speak about our own emotions and feelings to the people whom we trust. It is found in the following forms-
a) Single Strand Chain: In a single-strand chain one person passes a message to only the second person then the second person passes this information to the third person and it goes on.
d) Cluster Chain: In the cluster chain, a person tells the information to the selected people who may in turn pass the information to other selected people. Here, the recipient is the selected person.
DIFFERENCES
BETWEEN FORMAL AND INFORMAL COMMUNICATION
|
Basic
Terms |
Formal
Communication |
Informal
Communication |
|
Definition |
It
is a type of communication made according to predefined channels set by the
organization |
It
is a type of communication where the exchange of information does not follow
predefined channels |
|
Alternative
Name |
Official
Communication |
Grapevine
communication |
|
Reliability |
More |
Comparatively
less |
|
Speed |
Slow |
Very
Fast |
|
Core
Purpose |
Exchange
of vital information among various departments |
Maintain
relationships inside and outside the organization |
|
Types |
Upward
or bottom-up, downward or top-down, horizontal for lateral and crosswise or
diagonal communication |
Single
strand chain, cluster chain, probability chain, and gossip chain. |
|
Frequency |
Occur
frequently inside the organization to enhance the performance of duties |
Occurs
less frequently in the internal communication environment |
|
Evidence |
There
are documentaries since it is written |
No
documentaries |
|
Secrecy
Level |
Tend
to be maintained |
Difficult
to maintained |
|
Time
and Cost |
Requires
a lot of time and money |
Less
time and cost since no standard procedures to be followed |
No comments:
Post a Comment