2. 2
Introduction :Through communication two
parties mutually exchange their information or
share feelings and knowledge. It has been
classified under several ways.
On the basis of parties’ involvement
1.Internal communication
2.External communication
3.Personal communication
3. 3
1.Internal communication: It is any kind of
communication that occurs inside the workplace.
2. External communication: Communication that
takes place between a manager and external
groups. Purpose of external communication are
a. Provide information about product to consumer.
b. Promote the organization
c. Handle enquiries about the organization.
d. Advertize the organization.
4. 4
Media of external communication:
a. Oral media: Face to face conversation,
telephonic conversation etc.
b. Written media: Local messenger, postal
telegraph, tele-printer, etc.
c. Other media: Advertising publicity, mass
media etc.
5. 5
3.Personal Communication: This type of communication occurs at
personal level.
a. Interpersonal communication: This form of communication takes
place between two individuals and thus a one-two/more
conversation.
b. Intrapersonal Communication: This form of communication is
extremely private and restricted to us. It includes silent
conversations we have with ourselves, wherein we juggle roles as
the sender and receiver by processing our thoughts and actions.
6. 6
On the basis of formality: Considering the formality, communication
can be categorized in the following types-
1. Formal communication: Formal communication includes all
instances where communication has to occur in a set formal
format. Typically this can include all sorts of business or
corporate communication.
2. Informal communication: Informal communication includes
instances of free and unrestrained conversation between people
who share a casual rapport with each other. It require two people
to have similar wave length and hence occurs between friends and
family. It doesn’t have any rigid or guidelines.
7. 7
Difference between Formal communication and informal communications
Point of difference Formal communication Informal communication
Definition Formal communication refers to
interchange of information officially
Informal communication refers to
casual and spontaneous
communication
Delegation of authority Authority can be delegated through
formal communication
In informal communication, authority
cannot be delegated
Flexibility Formal communication is not flexible It is flexible
Control It is totally controlled by the
management
It is not controlled by management
Time consumption Formal communication is time
consuming
It is not time consuming
Documentary evidence Formal communication has
documentary evidence
Informal communication has no
documentary evidence
Necessity Formal communication is necessary
to achieve organizational goal
It is necessary to improve personal
relation
Example Meeting Gossip
8. 8
On the basis of media: Based on the media of
communication, we can classify
communication under the following
categories.
1.Verbal Communication
2.Nonverbal communication
9. 9
1. Verbal communication: When people use words or language to
communicate with each others that is called verbal communication.
• Oral communication: When a message is exchanged orally between
sender and receiver, it is called oral communication or when
communication takes place with words of mouth, it is called oral
communication. In oral communication spoken words are used to
express meaning.
10. 10
Media of Oral Communication:
1.Non Mechanical
• Meeting
• Interview
• Speech
• Counseling
• Advising
• Group Discussion Seminar
• Conference
2.Mechanical
• Land phone & mobile phone
• Voice Over Internet
• TV
• Radio
• Teleconferencing
• Video conferencing
11. 11
Advantages of oral communications :
Benefits of oral communication are given below.
Easiness: It is an easy means of communication because it needs
little preparation for transmitting a message. Like written
communication, it does not require pens, pencils and other
writing equipments.
Effective for illiterate receivers: Illiterate people cannot read or
write. So it is the most appropriate means of communication for
the illiterate mass.
Economy: It does not require any expenditure in the collection and
maintenance of pen, paper, computer or any other such materials
as are needed for written communication.
12. 12
Time saving: Where rapid action is desired, it is better
to send a message orally. Oral communication helps
them expedite work and thus, it saves time.
Quick feedback: Another primary advantage is that it
provides rapid feedback and interchange in the form
of verbal questions or agreements.
Complete understanding: Due to the availability of
feedback opportunity, the receiver of a message can
get clarification of the message through questioning.
13. 13
Disadvantage of oral communication:
No record: In oral communication, message are not usually
preserved and hence they are nowhere to be found in the
record book.
Inaccuracy:There is every possibility of inaccurate messages to
reach the destination particularly when noise disrupts the
process or the receiver forgets parts or all of the messages.
Not easy to fix responsibility:Responsibility for any mistake
cannot be specifically assigned to anybody involved in
communication because of lack of any proof of oral
communication.
14. 14
Distorted meaning: As oral message are not filed,
their meanings may easily be distorted.
Possibilites of conflicts and misunderstandings:Due
to the limitations of human memory, oral
messages cannot be kept in mind for a long time.
Over emphasis on presentation: In oral
communication, a communicator tries to prove
himself as a good speaker through presinting the
message in a very attractive style.
15. 15
Leakage of secret information: At the time of
conversation, a speaker may not always be careful
about srcrecy.
Delayed decisions: In most cases much time is killed in
the discussion,some undesirable leakage of information
may take place.Besides, time is also wasted for
irrelevant discussion.
Time consuming to have considered feedback:
In two-way oral communication, sufficient time is needed
for well organized, throughful and considered feedback
by the reciver or for introducing many new ideas.
16. 16
Why oral communication is more effective:
The advantages emerging from oral communication makes it more
effective (than written communication) in certain conditions.Under
the following circumstances, oral communication plays a more
effective role than that of written communication.
Need for oral explanation:If any instruction or
method of doing a work needs elaborate
discussion, oral communication will best serve the
purpose.
Maintaining secrecy: In the case of oral
communication, the contents can be kept confined
between the sender and the receiver only.
17. 17
Immediate response:For effective communication
feedback is a must. If any response is expected
immediately, it can be ensured better through oral
communication.
Quick exchange of views:If sufficient time is not available
to exchange views between the communicator and the
communicatee within a short span of time.
Illiterate receivers:If receivers are illiterate, written
communication has noting to do with them. In such a
situation, oral communication is the best way to inform
the receivers.
18. 18
Written Communication:
A message communicated in a written from is
known as written communication. It is most
widely used form of communication.
Definitely it is word based communication and is
always put into writing and generally used
when the receiver is at a distance or when a
permanency of records in needed.
19. 19
Major Media of written communication:
• Letter
• Report
• Memo
• Fax
• Notice
• Bulletin
• Email
• Circular
20. 20
Benefits/importance/advantage/merits of written
communication:
Legal document: In case of difference of opinion in certain
important matters of communication, or at times of
submitting any evidence in the court, written communication
is considered to be authentic and acceptable as a legal
document.
Accurate and precise: Written communication is usually made
accurate and precise. This is because written communication
is open to verification and its authenticity can be easily
challenged.
21. 21
Clear understanding of the message Legal document:
In case of difference of opinion in certain important matters of
communication, or at times of submitting any evidence in the
court, written communication is considered to be authentic and
acceptable as a legal document.
Accurate and precise: Written communication is usually
made accurate and precise. This is because written
communication is open to verification and its
authenticity can be easily challenged.
Clear understanding of the message: Written
communication gives one an opportunity to go through
the message again and again till he properly understands
the message
22. 22
Effective presentation: Some people cannot effectively
present their statements orally. In the case of written
communication, draft of the message to be sent is first
prepared.
Permanent record: Written communication acts as a
permanent record and hence it proves very useful for
future reference. For example, old orders and decisions
can serve as guidelines for fresh decision.
Helps delegation of authority: Written communications
facilitates delegation of authority. From the written
message, the employees who are assigned delegated
authorities can clearly know their span of activities.
23. 23
Disadvantage/demerits of written communication:
Expensive: Written communication is in some cases a costly
process because many people are involved in preparing and
sending out the written information from the organization.
Time consuming: It is time consuming. In written
communication, the message (to be sent) must be written
or dictated, typed, mailed or routed, received opened and
read.
Useless to illiterates: Illiterate receivers cannot read written
message. So, they fail to understand the meaning of the
message.
24. 24
Delayed feedback: One of the biggest drawbacks of
written communication is that, it inhabits feedback
and interchange.
Delayed clarification: If the receiver of a written
communication has certain questions or doubts about
the message or fails to understand it for some reasons,
s/he has to no scope to get immediate clarification.
Lack of flexibility: It is difficult to bring any immediate
change in the written message, because some
formalities are to be observed to do any adjustment in
the subject matter of written communication
25. 25
Under what circumstance written
communication is effective?
Legal document: In case of difference of opinion in
certain important matters of communication, or at
times of submitting any evidence in the court,
written communication is considered to be
authentic and acceptable as a legal document.
Accurate and precise: Written communication is
usually made accurate and precise. This is because
written communication is open to verification and
its authenticity can be easily challenged.
26. 26
Conveying complex information: Written communication
is the best way to present any complex matter easily and
attractively.
Clear understanding of the message: Written
communication gives one an opportunity to go through
the message again and again till he properly
understands the message.
Permanent record: Written communication acts as a
permanent record and hence it proves very useful for
future reference. For example, old orders and decisions
can serve as guidelines for fresh decision.
27. 27
Difference between oral and written communication:
Point of
Difference
Written communication Oral communication
Definition When information or ideas are
shared through written words, it is
called written communication
When information or ideas are
shared through spoken words, it is
called oral communication
Media Major media of written
communication are letter, memo,
report, notice
Major media of oral communication
are face-to-face conversation,
interview etc
Record It is always permanent record It does not have permanent record
Cost It is high cost It is less costly
Reliability Written communication are more
reliable
Oral communication is not reliable
Legality It has legal evidence It has no legal evidence
Feed back Written communication takes time
to give feedback
Oral communication gives
immediate feedback
28. 28
Nonverbal Communication:
The type of communication that does not involve the
use of either written or oral word’s called non-
word/non-verbal communication. Example: Body
language, facial expressions, gestures etc.
Lesikar and flatly have defined non-word
communication as “All communication that occur
without words”.
Non-word communication may simple be understood
as that type of communication which uses neither
any verbal words but uses expressions though the
use of body, face, head, symbols, etc.
29. 29
Characteristic Features of Non-word Communication:
1.It is both non-written and non-verbal.
2.It is a communication without words or
language.
3.Non-word communication has a number of
symbols such as facial expressions, gestures,
postures, and so on.
4.Non-word symbols can have several meanings.
5.Verbal and non-verbal communications are
complementary to each other.
6.Non-word communication is often vague and
imprecise.
30. 30
Advantages of Nonverbal communication:
Non verbal communication is any information is communicated without
using word. The advantages of non verbal communication are as
follow,
Reduce wastage of time: The messages of the non
verbal communication reached very fast to the
communicators and reduce the wastages of valuable
time.
Quick expression: The message of the non verbal
communication like sign and symbol can be
communicated very quickly than verbal
communication.
31. 31
Accenting: No verbal communication use accent
message.
Repeat: Non verbal communication is used to
repeat a message.
Help to illiterate: on verbal communication use
gesture, facial expression, eye contact which is
helpful for illiterate people.
Complementary: Nonverbal communication is
complement of verbal communication
32. 32
Disadvantages of nonverbal communication
1.There are greater chances of misinterpretation.
2.It cannot be verified.
3. There may be regional or cultural variation
33. 33
Difference between verbal and non verbal communication:
Point of
difference
Verbal communication Nonverbal
communication
Definition When people use word or
language to communicate
with each other that is
called verbal
communication..
The type of
communication that does
not involve the use of
either written or oral
word’s called
non-word/non-verbal
communication.
Example Oral Communication &
Written communication
Body language, facial
expressions, gestures etc.
Structure It is highly Structure It is not structure
34. 34
On the basis of flow of information:
The most common types of internal communication include:
1.Upward communication
2.Downward communication
3.Horizontal communication
4.Diagonal communication
35. 35
Downward Flow of Communication: Communication
that flows from a higher level in an organization to a
lower level is a downward communication.
Downward communication is a process of sending a
message from a superior to a subordinate.
Major types of information sent through downward
communication include-job instructions,
organizational procedures and practices, feedback to
the subordinates about their performance, making
the objectives known and the delegation of authority
clear to the lower levels of management. This type of
communication is also known as top-down
communication
36. 36
Upward Flow of Communication: Communication that
flows to a higher level in an organization is called
upward communication.
Lateral / Horizontal Communication: Communication
that takes place at same levels of hierarchy in an
organization is called lateral communication, i.e.,
communication between peers.
Diagonal Communication: Communication that takes
place between a manager and employees of other
workgroups is called diagonal communication.
37. 37
On the basis of party’s interactions: There are
different types of communication in terms of
participants involving such as
1.Dyadic communication
2.Group communication
3.Public communication
38. 38
Dyadic communication: This type of communication lies within
two people, for instance discussion takes place between the
teacher and his student about communication.
Group communication: This type of communication takes place
only when there are more than two people involved. Here the
number of people is small enough to allow each participant to
interact and converse with the rest. Small group communication
occurs when a meeting is held.
Public communication: This type of communication takes place
when one individual address a large gathering of people.
Election campaign and public speeches are the example of this
type of communication. In such cases, there is usually a single
sender of information and several receivers who are being
addressed.
39. 39
Other types of communication: There are some
other types of communication such as
1. Meta communication
2. Therapeutic communication
3. Mass communication
40. 40
Meta communication: It is an important and useful tool for
effective interpersonal interaction. It is “communication
about communication”. So that the deeper “message with
in a message” can be uncovered and understood. This
type of method is useful among a group of experts in a
particular area.
Therapeutic Communication: It is a type of communication
that takes place in the health care environment between
doctor and patient. Therapeutic communication is a
planned, deliberate, and professional act that uses
communication techniques to achieve positive
relationship and shared understanding of information for
desired patient care goals. Its objective is to explore the
client’s problem.
41. 41
Mass communication: Mass communication is the study how
individual and entities relay information through mass media to
large segment of population at the same time.
It focuses on a single source transmitting information to a large
group of receivers. So,
1.Mass communication represents the creation and sending of a
homogenous message to a large heterogeneous audience through
the media.
2.Mass communication studies the uses and effects of the media by
many as opposed to the study of human interaction as in other
communication context.
