Chapter 3

Forms of Communication

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when speaking about communication it is very important to be sure about

what kind of communication are we speaking about, mainly: what type of things are communicated, between what agents, and with what kind of

results

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Communication takes many forms according to the style of expression, the occasion and

situation, the symbols and the medium used as per the relationship between the

persons involved and such other factors

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OneOne--way and Two wayway and Two way

The different forms of communication are:

Formal and InformalFormal and Informal

Verbal and NonVerbal and Non--Verbal Verbal

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Written and oralWritten and oral

The different forms of communication are:

Intrapersonal and InterpersonalIntrapersonal and Interpersonal

Internal and ExternalInternal and External

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Vertical and HorizontalVertical and Horizontal

The different forms of communication are:

Group CommunicationGroup Communication

Mass CommunicationMass Communication

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OneOne--way and Two wayway and Two wayOne - Way CommunicationOneOne -- WayWay CommunicationCommunication

Satisfied with low accuracyinformation is transferred in only one direction Not concerned with frustration, confidence,

and morale problemsWants to keep the amount of time involved in

communicating as low as possibleWants the process to appear neat and orderlyMust be competent person because everyone is

listening.Can give the perception of being orderly

because no one can questionCan also give the perception that the person is

confident and that the person will act on what they perceive to be accurate information

Two - Way CommunicationTwoTwo -- WayWay CommunicationCommunication

A high degree of accuracyIt is interactive.Needs high confidence, low frustration and

high moraleNot concerned with the amount of time the

process takesWilling to pay the associated costsThe communicators makes mistakes and

these are pointed out by the feedback.How does the communicator handle the

questions – do they become defensiveThe communicator has to differentiate where

each person is at which can be different depending on the decoding of the receiver.

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OneOne--way and Two wayway and Two way

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Formal and Informal Formal and Informal Formal CommunicationFormalFormal CommunicationCommunication Informal CommunicationInformalInformal CommunicationCommunication

Conservative language is used but contractions are avoided

Slang and colloquial terms, gestures and movements are restrained

It is scheduled in advance & has prearranged participants and pre-set agenda

It moves along established “channels” of communication within the organization

It use un-official, mostly oral and less intimidating language and is conversational

Gestures, movements, colloquial terms may be used.

It may be unscheduled, with random participants, no pre-set agenda.

It encourages flow of new ideasBeing personal carries the enthusiasm rather

than dry, bureaucratic logic and allows two way communication

It promotes a more open climate and fosters harmonious relationship and co-operation

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Formal and Informal Formal and Informal Formal CommunicationFormalFormal CommunicationCommunication Informal CommunicationInformalInformal CommunicationCommunication

Disadvantages: It is too flexible, difficult to apply systematically, can lead to spreading inaccurate information and indiscriminating disclosure of confidential information, often colored by emotion that can distort meaning and difficult to trace when enquiry is made.

Informal—telephone conversations, informal meetings (with “worker”), e-mail

It is official, precisely written, saves time and avoids the embarrassment of face to face contact when the subject is sensitive or painful.

Disadvantages: It is too rigid, worded in bureaucratic jargon, takes time, money to produce, tends to be authoritarian and being impersonal fails to motivate employees

Formal—letters, plans/reports, formal meetings (with high ranking “officials”)

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Verbal and NonVerbal and Non--verbal verbal Verbal CommunicationVerbal CommunicationVerbal Communication Non-Verbal CommunicationNonNon--VerbalVerbal CommunicationCommunication

Communication by the use of words and language

It can convey very complex ideas and is necessary for discussion and explanation

It is more controlled

It is always accompanied by non-verbal

Communication by using symbols

It includes everything that is around the speaker as well as the body language

It is instinctive, largely unconscious, and very difficult to control

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Written and OralWritten and OralWritten CommunicationWrittenWritten CommunicationCommunication Oral CommunicationOral CommunicationOral Communication

It is to be used when the other person is not present

Long and complex messages are best conveyed in writing.

It can be preserved

It is more natural and immediate

Both the parties should be present and attentive at the same time

It has the advantage of immediate feedback and opportunities to seek and give clarification

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Intrapersonal and Interpersonal Intrapersonal and Interpersonal

Intrapersonal CommunicationIntrapersonalIntrapersonal CommunicationCommunication Interpersonal CommunicationInterpersonalInterpersonal CommunicationCommunication

It is what goes within mindHas a continuous flow of thought in

mindDoes not follow any particular

sequenceMany of this are at sub-conscious

levelThoughts, views, opinions and

attitudes are part of intrapersonal communication

It is between two or more personsIt is the most important method of

building up and maintaining relationships and of working together.

The intrapersonal communication of both persons affects their in interpersonal communication.

For better interpersonal communication one has to develop self awareness to deal with one’s intrapersonal communication

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Intrapersonal and Interpersonal Intrapersonal and Interpersonal

Interpersonal Communication Is a Process(Fluid rather than static---it doesn’t

happen in a vacuum)

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Internal and ExternalInternal and ExternalInternal CommunicationInternalInternal CommunicationCommunication External CommunicationExternalExternal CommunicationCommunication

Movement of messages within the organization is the internal communication

It moves along the lines of authority, upward and downward and also horizontal

The style and quantity affect the atmosphere in the organization

Informal communication in the organization is called the grapevine which moves horizontally

Changes can be brought about in the organization’s functioning by modifying the style of internal communication

Movement of messages from and to outside are called external message

The style and tone of outgoing communication affects the organization’s public image.

The messages coming are to be properly documented, passed to the concerned person and filed for future for future references

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Internal and ExternalInternal and External

Grapevine is nothing

but the informal communication in the organization

that moves horizontaly

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Vertical and HorizontalVertical and HorizontalInternal CommunicationInternalInternal CommunicationCommunication External CommunicationExternalExternal CommunicationCommunication

It moves along the lines of authority and hierarchy

There are formal channels in this communication

More formal

It moves between the persons of equal status in the organization

It includes all the message that move between person of equal status in the organization

Less formal

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Group CommunicationGroup CommunicationGroup CommunicationGroup CommunicationGroup Communication

It takes place in meeting helps in understanding a situation, exploring possibilities and in solving problems because it allows a multiple point of view. It gives the participants an over-view of the organization and

the issues discussed and enable them to appreciate other people’s point of view. Multiple barriers operate in group communication. The

participants have to be committed to group decisions and activity. The size of the group affects its communication. The minimum number is three and the maximum for effective communication is ten, though

larger groups of up to fifteen can manage to have effective communication

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Mass CommunicationMass CommunicationMass CommunicationMass CommunicationMass Communication

Mass communication is a public communication is a one way communication which includes messages disseminated by

radio, television, the press and the cinema. It is used for circulating information and instruction to the people, for

disseminating information about themselves; for advertising; and for propaganda. It has single source and multiple receivers,the content is open to all, audiences are heterogeneous and it

can establish simultaneous contact with every large numbers of people at a distance from the source and widely separated from

one another.

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“Nothing is so simple that it cannot be misunderstood.”