Types of Communication

March 8, 2009Business Communicationsbusiness, communication, formal, informal, nonverbal, oral, verbal,

written

Communication
Communication is a process of exchanging information, ideas, thoughts, feelings and emotions through speech,
signals, writing, or behavior. In communication process, a sender(encoder) encodes a message and then using a
medium/channel sends it to the receiver (decoder) who decodes the message and after processing information,
sends back appropriate feedback/reply using a medium/channel.

Types of Communication
People communicate with each other in a number of ways that depend upon the message and its context in
which it is being sent. Choice of communication channel and your style of communicating also affects
communication. So, there are variety of types of communication.
Types of communication based on the communication channels used are:
1. Verbal Communication
2. Nonverbal Communication

1. Verbal Communication
Verbal communication refers to the the form of communication in which message is transmitted
verbally; communication is done by word of mouth and a piece of writing. Objective of every
communication is to have people understand what we are trying to convey. In verbal communication
remember the acronym KISS(keep it short and simple).
When we talk to others, we assume that others understand what we are saying because we know what
we are saying. But this is not the case. usually people bring their own attitude, perception, emotions and
thoughts about the topic and hence creates barrier in delivering the right meaning.
So in order to deliver the right message, you must put yourself on the other side of the table and think
from your receivers point of view. Would he understand the message? how it would sound on the other
side of the table?
Verbal Communication is further divided into:
o Oral Communication
o 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.
Advantages of Oral communication are:
It brings quick feedback.
In a face-to-face conversation, by reading facial expression and body language one can guess
whether he/she should trust whats being said or not.
Disadvantage of oral communication
In face-to-face discussion, user is unable to deeply think about what he is delivering, so this can
be counted as a

Written Communication
In written communication, written signs or symbols are used to communicate. A written message
may be printed or hand written. In written communication message can be transmitted via email,
letter, report, memo etc. Message, in written communication, is influenced by the vocabulary &
grammar used, writing style, precision and clarity of the language used.
Written Communication is most common form of communication being used in business.
So, it is considered core among business skills.
Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the types
of written communication used for internal communication. For communicating with external
environment in writing, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes,
postcards, contracts, advertisements, brochures, and news releases are used.
Advantages of written communication includes:
Messages can be edited and revised many time before it is actually sent.
Written communication provide record for every message sent and can be saved for later study.
A written message enables receiver to fully understand it and send appropriate feedback.
Disadvantages of written communication includes:
Unlike oral communication, Written communication doesnt bring instant feedback.
It take more time in composing a written message as compared to word-of-mouth. and number of
people struggles for writing ability.

2. Nonverbal Communication
Nonverbal communication is the sending or receiving of wordless messages. We can say that
communication other than oral and written, such as gesture, body language, posture, tone of voice or
facial expressions, is called nonverbal communication. Nonverbal communication is all about the
body language of speaker.
Nonverbal communication helps receiver in interpreting the message received. Often, nonverbal signals
reflects the situation more accurately than verbal messages. Sometimes nonverbal response
contradicts verbal communication and hence affect the effectiveness of message.
Nonverbal communication have the following three elements:

Appearance
Speaker: clothing, hairstyle, neatness, use of cosmetics
Surrounding: room size, lighting, decorations, furnishings
Body Language
facial expressions, gestures, postures
Sounds
Voice Tone, Volume, Speech rate
Types of Communication Based on Purpose and Style
Based on style and purpose, there are two main categories of communication and they both bears their own
characteristics. Communication types based on style and purpose are:
1. Formal Communication
2. Informal Communication

1. Formal Communication
In formal communication, certain rules, conventions and principles are followed while communicating
message. Formal communication occurs in formal and official style. Usually professional settings,
corporate meetings, conferences undergoes in formal pattern.
In formal communication, use of slang and foul language is avoided and correct pronunciation is
required. Authority lines are needed to be followed in formal communication.

2. Informal Communication
Informal communication is done using channels that are in contrast with formal communication
channels. Its just a casual talk. It is established for societal affiliations of members in an organization
and face-to-face discussions. It happens among friends and family. In informal communication use of
slang words, foul language is not restricted. Usually. informal communication is done orally and using
gestures.
Informal communication, Unlike formal communication, doesnt follow authority lines. In an
organization, it helps in finding out staff grievances as people express more when talking informally.
Informal communication helps in building relationships.

Business Communication and its Types

March 11, 2009Business Communicationsbusiness, communication

Communication
Any act by which one person gives to or receives from another person, the information about that persons
needs, desires, perceptions, knowledge, or affective states. Communication may be intentional or
unintentional, it may involve conventional or unconventional signals, may take linguistic or non-linguistic
forms, and may occur through spoken or other modes. Or in simple words;
Communication is the exchange of ideas, opinions and information through written or spoken words,
symbols or actions. Communication is a dialogue, not a monologue. In fact, communication is more
concerned with a dual listening process. For communication to be effective, the message must mean the same
thing to both the sender and the receiver.

Business Communication
Business Communication is any communication used to promote a product, service, or organization with the
objective of making sale. In business communication, message is conveyed through various channels of
communication including internet, print (publications), radio, television, outdoor, and word of mouth.
In business, communication is considered core among business, interpersonal skills and etiquette.
Historical Background
Thousands years ago, people used to communicate orally. Greeks used a phonetic alphabet written from left to
right. After that, many books appeared on written communication principles. As a result of this, Greek started
her very first library.
When communism was ruling China, communication had become the biggest challenge not only within the vast
government, but also between the government and people of China. Postal services were then ;launched in
China. Rome introduced the postal service after China. After that paper and printing press was invented in china
that made communication much easier.
Hence, todays principles of communication are founded on a mixture of ancient oral and written traditions.
Organization
Its an arrangements between individuals and groups in human society that structure relationships and activities
(Business, Political, Religious or social). In other words, an organization is a group of people identified by
shared interests or purpose, for example, a Bank.
Lifeblood of an Organization
Communication is the lifeblood of an organization. If we could somehow remove communication flow from
an organization, we would not have an organization.

It is needed for:

Exchanging information

Exchanging options

Making plans and proposals

Reaching agreement

Executing decisions

Sending and fulfilling orders

Conducting sales

When communication stops, organized activity ceases to exist. Individual uncoordinated activity returns in an
organization. So, Communication in an organization, is as vital as blood for life.

Types of Business Communication

There are two types of business communication in an organization:

Internal Communication

External Communication

1. Internal Communication
Communication within an organization is called Internal Communication. It includes all
communication within an organization. It may be informal, formal function, or department providing
communication in various forms to employees.
Effective internal communication is a vital mean of addressing organizational concerns. Good
communication may help to increase job satisfaction, safety, productivity, and profits and decrease
grievances and turnover.
Under Internal Business Communication types, there come:
o Upward Communication
Upward communication is the flow of information from subordinates to superiors, or from
employees to management. Without upward communication, management works in a vacuum,
not knowing if the messages have been received properly, or if other problems exist in the
organization. By definition, communication is a two-way affair. Yet for effective two-way
organizational communication to occur, it must begin from the bottom.
Upward Communication is a mean for the staff to:

Exchange information

Offer ideas

Express enthusiasm

Achieve job satisfaction

Provide feedback

o Downward Communication
Information flowing from the top of the organizational management hierarchy and telling people
in the organization what is important (mission) and what is valued (policies). Downward
communication generally provides information which allows a subordinate to do something.
For example, instructions on how to complete a task. Downward communication comes after
upward communications have been successfully established.
This type of communication is needed in an organization to:

Transmit vital information

Give instructions

Encourage 2-way discussion

Announce decisions

Seek cooperation

Provide motivation

Boost morale

Increase efficiency

Obtain feedback

Both Downward & Upward Communications are collectively called Vertical Communication
o Horizontal/Literal communication
Horizontal communication normally involves coordinating information, and allows people with
the same or similar rank in an organization to cooperate or collaborate. Communication among
employees at the same level is crucial for the accomplishment of the assigned work.
Horizontal Communication is essential for:

Solving problems

Accomplishing tasks

Improving teamwork

Building goodwill

Boosting efficiency

2. External Communication
Communication with people outside the company is called external communication. Supervisors
communicate with sources outside the organization, such as vendors and customers.
It leads to better:
o Sales volume
o Public credibility
o Operational efficiency
o Company profits
It should improve:
o Overall performance
o Public goodwill
o Corporate image
Ultimately, it helps to achieve:
o Organizational goals
o Customer satisfaction

Components of Communication
March 11, 2009Business Communicationsbusiness, communication, components
We know that communication is a process of transmitting and receiving messages (verbal and non-verbal).
Communication is a dialogue not a monologue. So, a communication is said to be effective only if it brings the
desired response from the receiver.
Communication consists of six components or elements.

Components of Communication

1. Context
2. Sender/Encoder
3. Message
4. Medium
5. Receiver/Decoder
6. Feedback

Context
Every message (Oral or written), begins with context. Context is a very broad field that consists different
aspects. One aspect is country, culture and organization. Every organization, culture and country communicate
information in their own way.
Another aspect of context is external stimulus. The sources of external stimulus includes; meeting, letter, memo,
telephone call, fax, note, email and even a casual conversation. This external stimuli motivates you to respond
and this response may be oral or written.
Internal stimuli is another aspect of communication. Internal Stimuli includes; You opinion, attitude, likes, dislikes, emotions, experience, education and confidence. These all have multifaceted influence on the way you
communicate you ideas.
A sender can communicate his ideas effectively by considering all aspects of context mentioned above.

Sender/Encoder
Encoder is the person who sends message. In oral communication the encoder is speaker, and in written
communication writer is the encoder. An encoder uses combination of symbols, words, graphs and pictures
understandable by the receiver, to best convey his message in order to achieve his desired response.

Message
Message is the information that is exchanged between sender and receiver. The first task is to decide what
you want to communicate and what would be the content of your message; what are the main points of your
message and what other information to include. The central idea of the message must be clear. While writing the
message, encoder should keep in mind all aspects of context and the receiver (How he will interpret the
message).
Messages can be intentional and unintentional.

Medium
Medium is the channel through which encoder will communicate his message. How the message gets there.
Your medium to send a message, may be print, electronic, or sound. Medium may be a person as postman. The
choice of medium totally depends on the nature of you message and contextual factors discussed above. Choice
of medium is also influence by the relationship between the sender and receiver.

The oral medium, to convey your message, is effective when your message is urgent, personal or when
immediate feedback is desired. While, when your message is ling, technical and needs to be documented, then
written medium should be preferred that is formal in nature. These guidelines may change while communicating
internationally where complex situations are dealt orally and communicated in writing later on.

Receiver/Decoder
The person to whom the message is being sent is called receiver/decoder. Receiver may be a listener or a
reader depending on the choice of medium by sender to transmit the message. Receiver is also influenced by
the context, internal and external stimuli.
Receiver is the person who interprets the message, so higher the chances are of mis-communication because
of receivers perception, opinion, attitude and personality. There will be minor deviation in transmitting the exact
idea only if your receiver is educated and have communication skills.

Feedback
Response or reaction of the receiver, to a message, is called feedback. Feedback may be written or oral
message, an action or simply, silence may also be a feedback to a message.
Feedback is the most important component of communication in business. Communication is said to be
effective only when it receives some feedback. Feedback, actually, completes the loop of communication.

Barriers to Effective Communication

March 11, 2009Business Communicationsbarriers, business, communication

Communication
Communication is the exchange of ideas, opinions and information through written or spoken words, symbols
or actions.
Communication is an important part of our world today. The ability to communicate effectively is considered a
prized quality. But people in the world are not alike. These differences, however, can cause problems in
sending/receiving messages. Simply these are the hurdles in the way of communication and anything which
blocks the meaning of a communication is a barrier to communication.

Barriers to Effective Business Communication

1. Conventions of meaning
2. Differences in perception of reality
3. Values, attitudes and opinions

1. Conventions of meaning

There are a lot of meanings for a single word. So, it may mislead the reader from the real meaning.
Miscommunication may occur due to the use of Denotations and Connotations.
Denotations
Denotation is the dictionary definition of a word. It means name, object, people or events without
indicating positive or negative qualities. These words dont have clear meanings.
Such words are: Car, Desk, Book, House, etc.
Connotations
A word that separates the meanings of a word from its usual definition is called connotation.
These have clear meanings.
Such words are:
BMW, BC book, mental house etc.
So, use of denotations instead of connotations may mislead the reader. Choose connotations &
denotations wisely.

2. Differences in perception of reality

Because of changing world, everyone has its own concept of reality. Each persons mental filter is
unique. In our daily interactions with others, we make various abstractions, inferences and evaluations
of the world around that may cause problems in the way of communication.
Abstraction
It means selecting some detail and omitting others. It may cause problem in communication. One
must always try to avoid Slanted statements. Thats why news reporters are said to quote the
statement of a person as it is to show it a fact or true statement.
Inferences
It means conclusion on the basis of assumptions. But for some situations inferences proves
fruitful but for some situations it is risky & sometimes dangerous.
Evaluation
It is a persons own perception or opinion towards a certain fact.
So, difference in perception may become a hurdle in communication.

3. Values, attitudes and opinions

Communication is also affected by the Values, attitudes and opinions of the communicators. People react
favorably when they receive agreeable message. Occasionally people react according to their attitude
towards a situation rather than to the facts.
Closed Minds
Some people hold rigid views on certain subjects. They dont consider facts and maintain their
views. Such person is very hard to communicate with.
Senders creditability
Usually people react more favorably to that communicator who has credibility.
So, Values, attitudes and opinions may also become hurdles in the way of communication.

Benefits of Effective Communication in your Career

March 12, 2009Business Communicationsbusiness, communication, oral, verbal, written
Communicating effectively is a valuable asset for many activities in your personal life. Talking about your
career, your way of written and oral communication is the base of your job type, promotion and professional
reputation. Now the question is how effective communication skills benefit you in your career?

A Valuable Job Requirement

In careers requiring mental rather than labor, the only key to progress is through effective communication of
knowledge, ideas and proposals, to others who need or should receive them.
If we read job opening advertisements in different newspapers, strong communication skills would be a must in
most jobs description. If we talk about different job titles, communication requirements might be as follows:
Job Title

Communication Skills
Must be able to communicate clearly to
Finance Associates
clients and other finance professionals
Fiscal Officer
Superior writing and presentation skills
Develop and communicate product
Product Manager
objectives and strategies
Excellent communication and follow-up
Senior Sales
skills; ability to write proposals and
Representative
quotations.
General
knowledge
of
proposal
Contracts
preparation:
Good
Oral/Written
Administrator
communication skills.

In careers like internal/external customer relations, public relations, marketing, HR, sales, etc. Almost in all sort
of fields, producers, editors, researchers and writers are always needed.
Communication is a major responsibility is many areas, including government and nonprofit organizations.
In congressional and senatorial offices at state and national level, communication skills are a major plus as there
works a number of people handling correspondence, preparing speeches, helping write Legislation,
communicating with business. As we know Government is countrys biggest business, so needs a large no. of
effective inter departmental communicators.
Even as an accounting professional, if you dont know how to communicate your crafted reports to the targeted
people then those reports would be a flop.

A Must for Promotion

Ability to communicate effectively is a prime requisite for promotion. Some people rate communication as
one of the most important aspects of business leadership. Those who cannot communicate effectively either
orally or in writing remains buried in lower, dead-end jobs. Top managements 60 to 90 percent of working
days consists of communication Speaking, writing and listening.

It is confirmed from many surveys and articles over the past decades that for promotion and success in any
business, effective communication is essential. Surveys conducted on top level executives have proved from
their responses that Business Communication, Business letter and Report writing, and written & Oral
expressions are the subjects most valued in their career growth.

The Seven Cs of Effective Business Communication

March 13, 2009Business Communications7 c's, business, communication, seven c's
The message is said to be effective when the receiver understands the same meaning that the sender was
intended to convey. For any communication in business, in order to be effective, it must have seven qualities.
These seven attributes are called seven Cs of effective business communication. (All these attribute starts
with the alphabet C so are called 7 Cs)

Seven Cs of Effective Business Communication

1. Correctness
2. Clarity
3. Conciseness
4. Completeness
5. Consideration
6. Concreteness
7. Courtesy

Correctness
At the time of encoding, if the encoder has comprehensive knowledge about the decoder of message, it makes
the communication an ease. The encoder should know the status, knowledge and educational background of the
decoder. Correctness means:

Use the right level of language

Correct use of grammar, spelling and punctuation

Accuracy in stating facts and figures

Correctness in message helps in building confidence.

Clarity

Clarity demands the use of simple language and easy sentence structure in composing the message. When
there is clarity in presenting ideas, its easy for the receiver/decoder to grasp the meaning being conveyed by the
sender/encoder.
Clarity makes comprehension easier.

Conciseness
A concise message saves time of both the sender and the receiver. Conciseness, in a business message, can be
achieved by avoiding wordy expressions and repetition. Using brief and to the point sentences, including
relevant material makes the message concise. Achieving conciseness does not mean to loose completeness of
message.
Conciseness saves time.

Completeness
By completeness means the message must bear all the necessary information to bring the response you desire.
The sender should answer all the questions and with facts and figures. and when desirable, go for extra details.
Completeness brings the desired response.

Consideration
Consideration demands to put oneself in the place of receiver while composing a message. It refers to the
use of You attitude, emphases positive pleasant facts, visualizing readers problems, desires, emotions and his
response.
Consideration means understanding of human nature.

Concreteness
Being definite, vivid and specific rather than vague, obscure and general leads to concreteness of the message.
Facts and figures being presented in the message should be specif.
Concreteness reinforces confidence.

Courtesy
In business, almost everything starts and ends in courtesy. Courtesy means not only thinking about receiver
but also valuing his feelings. Much can be achieved by using polite words and gestures, being appreciative,
thoughtful, tactful, and showing respect to the receiver. Courtesy builds goodwill.