Saturday, February 10, 2024

Types of Communication

TYPES OF COMMUNICATION

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-

  1. Based on the use of language
  2. Based on style and purpose
A. CLASSIFICATION OF COMMUNICATION
[BASED ON MEDIUM (CHANNELS)]

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
  1. Non-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

c) Apparel (dressing sense)
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.

  1. Verbal communication -

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



B. CLASSIFICATION OF COMMUNICATION
(BASED ON STYLE & PURPOSE)

Based on style, tone, and purpose communication is of two types

  1. Informal Communication
  2. Formal communication
  1.  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.


Importance/Merits:
  • 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


Informal communication

 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. 


b)    Gossip Chain: In the gossip chain, one person remains in the center and passes information to everyone nearby.
c) Probability Chain: The probability chain is a random process in which someone transmits the information to others without targeting the recipient.

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

 





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