FACULTY OF LAW, UNIVERSITY OF LUCKNOW

MODES OF
COMMUNICATION
PARANTAK YADAV

B-30, LLB (Hons), 1st Sem, 2017

UNDER THE GUIDANCE OF PROF DR. R.C CHOWDHARY

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 MODES OF COMMUNICATION

Communication-
Communication is a process of sending and receiving information among people.
Humans communicate with others not only by face-to-face communication, but also
by giving information via the Internet and printed products such as books and
newspapers. Many people believe that the significance of communication is like the
importance of breathing. Indeed, communication facilitates the spread of knowledge
and forms relationships between people.

First of all, communication helps to spread knowledge and information among

people. For example, authors write books to impart knowledge to the World, and
teachers share their experience with their students. Also, friends or co-workers
discuss their ideas with each other, and companies exchange information with their
subsidiaries and customers. Besides, the advent of the Internet not only allows
people to have better access to knowledge and information in all fields, but also
makes it easier and faster to contact with people around the World. Undoubtedly,
the sharing knowledge and information process cannot function without
communication.

Moreover, communication is the foundation of all human relationship. At first,

strangers start talking and getting to know each other, and then the relationships are
formed when they have more interaction and communication. Communicating helps
people to express their ideas and feelings, and it, at the same time, helps us to
understand emotion and thoughts of the others. As a result, we will develop
affection or hatred toward other people, and positive or negative relationships will
be created.

It is no doubt that communication plays a vital role in human life. It not only helps to
facilitate the process of sharing information and knowledge, but also helps people to
develop relationships with others. Therefore, the importance of communication
cannot be underestimated. Every day, we communicate with a lot of people
including our families, our friends, our colleagues, or even strangers. We should
learn how to communicate effectively to make our lives better.

Definition :

Communication is the process of transmitting information from one person to

another. It is the act of sharing of ideas, facts, opinions, thoughts, messages or
emotions to other people, in and out the organisation, with the use of the channel to
create mutual understanding and confidence. .

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It is not tied to words, i.e. whether an individual speaks or not, the message is
automatically conveyed to the other party. Besides words, communication can take
place through symbols, letters, actions, expressions, etc.

Forms of communication-

1. Formal Communication:

Alternatively known as official communication, it passes through predefined

channels which all the members of the organisation are bound to follow. In
every organisation, a corporate ladder is established, through which
communication flows, which can be:

Downward: Superior to subordinate

Upward: Subordinate to superior

Horizontal: Between employees of the same level, but different areas of

responsibility (department).

Diagonal: Between employees of different levels and department.

2. Informal Communication:

The form of communication which grows spontaneously out of personal or social

needs, among members of the organization, called as grapevine or informal
communication. It is a secondary network of information in an organisation,
which can be:

Single strand chain

Gossip chain
Probability chain
Cluster chain

Informal communication is the fastest form of communication, that rapidly transmits

information to various members of the organisation. Further, the response of the
members can also be obtained quickly.

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 MODES OF COMMUNICATION

Modes of Communication
Various means of communication fall into four categories:

(1) Oral or verbal

(2) Written,

(3) Non-verbal,

(4) Information technology.

These means are not mutually exclusive and very often some of these methods are
combined to increase the emphasis or clarity of information.

Verbal Communication-
Definition: The Verbal Communication is a type of oral communication wherein the
message is transmitted through the spoken words. Here the sender gives words to his
feelings, thoughts, ideas and opinions and expresses them in the form of speeches,
discussions, presentations, and conversations.

The effectiveness of the verbal communication depends on the tone of the speaker,
clarity of speech, volume, speed, body language and the quality of words used in the
conversation. In the case of the verbal communication, the feedback is immediate
since there are a simultaneous transmission and receipt of the message by the
sender and receiver respectively.

The sender must keep his speech tone high and clearly audible to all and must design
the subject matter keeping the target audience in mind. The sender should always
cross check with the receiver to ensure that the message is understood in absolutely
the same way as it was intended. Such communication is more prone to errors as
sometimes the words are not sufficient to express the feelings and emotions of a
person.

The success of the verbal communication depends not only on the speaking ability of
an individual but also on the listening skills. How effectively an individual listens to
the subject matter decides the effectiveness of the communication. The verbal
communication is applicable in both the formal and informal kind of situations.

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 MODES OF COMMUNICATION

Oral communication is preferable when the message is ambiguous (can be discussed

and clarified) and urgent (provides for rapid feedback). Furthermore, it conveys a
personal warmth and friendliness and it develops a sense of belonging because of
these personalized contacts.

It is not recommended when a formal record of communication is required, when the

communication is lengthy and distant, and when the information is statistical in
nature and requires careful and objective analysis.

Written communication:

A written communication means putting the message in writing and is generally in

the form of instructions, letters, memos, formal reports, information about rules and
regulations, policy manuals, information bulletins and so on.

These areas have to be covered in writing for efficient functioning of the

organization. It is most effective when it is required to communicate information
that requires action in the future and, also in situations where communication is that
of general informational nature. It also ensures that everyone has the same
information.

Written communication is recommended when evidence of events and proceedings are

required to be kept for future references, when many persons must be contacted at the
same time, when transmitting lengthy statistical data and when more formal authority is
to be exercised.

Written communication can have its disadvantages in that it is very time consuming,
especially for lengthy reports, there is no immediate feedback opportunity to clarify any
ambiguities, and confidential written material may leak out before time, causing
disruption in its effectiveness.

Non-verbal communication:

Some of the meaningful communication is conveyed through non-verbal ways. Even

some of the verbal messages are strengthened or diluted by nonverbal expressions.
These nonverbal expressions include facial expressions and physical movement.

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 MODES OF COMMUNICATION

In addition some of the work environment elements such as the building and office
space can convey a message about the authority of the person. For example, visitors
tend to feel uncomfortable in offices where there is a desk between them and the
person they are speaking to. That is one reason that there are sitting sofas and chairs
in man) offices so that they can all sit together and talk. Similarly, artwork in the
office and its neatness conveys an aura of professionalism.

Non-verbal communication affects the impressions we make on others. A handshake

is probably the most common form of body language and tells a lot about a persons
disposition.

Similarly, eyes are the most expressive component of the facial display. For example,
in a bar or a club, a glance, a stare, a smile, a wink or a provocative movement are all
various forms of communication. Other examples of body language are tilting of
head, folding of arms or sitting position in a chair.

Our facial expressions can show anger, frustration, arrogance, shyness, fear and
other characteristics that can never be adequately communicated through written
word or through oral communication in it. Some of the other body language
symptoms are shrugging your shoulders for indifference, wink an eye for mischief or
intimacy, tap your fingers on the table for impatience and we slap our forehead for
forgetfulness.

Some of the basic types of nonverbal communication are:

Kinetic behavior:
Body motion such as facial expressions, gestures, touching, eye movement
and so on.

Physical characteristics:
Body shape, posture, height, weight, hair and so on.

Paralanguage:
Voice quality, volume, speech rate, choice of words, and manner of speaking
and extent of laughing.

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 MODES OF COMMUNICATION

Proxemics:
Proximity of people during conversation, perceptions about space, seating
arrangements and so on.

Environment:
Type of building where the office is, room design, furniture, interior
decorating, light, noise and neatness.

Time:
Being late or early for appointments, keeping others waiting and so on.
Typically, the longer you have to wait to see some one, the higher is his
organizational status.

Dress:
Appropriate dress reflects the status symbol. Many organizations have a dress
code. You cannot wear T-shirts and jeans for an interview for a managerial
position. Personalities are generally communicated through dresses.

Some of the nonverbal messages and their interpretations are described below:

Facial Expressions:
Frown Displeasure

Smile Friendliness

Raised eyebrows Disbelief, amazement

Biting lips Nervousness

Gestures:

Pointing finger Authority, displeasure

Arms at side Open to suggestions, relaxed

Hands on hips Anger, defensiveness

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 MODES OF COMMUNICATION

Voice:
Shaky Nervous

Broken Unprepared

Strong/clear Confident

Body gestures:
Fidgeting Nervousness

Shrugging shoulders Indifference Sitting on edge of chair Listening, great

interest

Shifting while sitting Nervousness

Eye contact:
Sideways glance Suspicion

Steady Active listener

No eye contact Disinterest

Information technology:

Information technology is a broad category of communication techniques and

includes video-conferencing, telecommuting, electronic mail, and so on.

Such devices as videotape recorders, telephone answering devices, fax machines all
provide new communication flexibility and are rapidly influencing how managers
communicate. Many major companies have gone into networking which ties
computers together so that information can be communicated and shared from vast
data bases.

Video-conferencing:
Video-conferencing is a channel of communication which uses live video to
communicate with various employees at various locations simultaneously. It
enables organizations to hold interactive meetings with other people,
separated geographically even in different countries, at the same time via
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 MODES OF COMMUNICATION

camera and cable transmission of the picture and sound. This technology
makes it easier to obtain information from all operations around the world
fast for the purpose of decision making and control.

Telecommuting:

Telecommuting is the result of high technology at work, where people can

work from their homes using a computer linking them to the place of work.
Telecommuting provides flexibility of working and comfort for the worker,
even though it isolates the employees working together in a team.

Also, it makes supervision more difficult. This communication technique is

helpful for those who work out of a customers office so that they can
communicate with their own office via laptop computer link-up. The method is
popular with computer programmers, financial analysts, consultants and
among secretarial support service.

Electronic mail (Email):

E-mail is a system whereby people use personal computer terminals to send

and receive messages among each other, allowing for a very rapid
transmission of information. Messages can be sent and received by anyone,
anywhere in the world, who has access to a computer terminal and has a
computer mail box number on the computer network.

Hughes Aircraft, a Los Angeles based company, uses E-mail to connect more
than 30,000 users in 32 different locations worldwide. Similarly, Bill Gates,
CEO of Microsoft Corporation, keeps up with his 10,000 employees via E-mail.
All employees are encouraged to use E-mail to share suggestions and
information even send ideas directly to Gates without going through a
supervisor.

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 MODES OF COMMUNICATION

Other Modes of Communication-

Interpersonal Mode

The Interpersonal Mode is characterized by active negotiation of meaning among

individuals. Participants observe and monitor one another to see how their meaning
and intentions are being communicated. Adjustments and clarifications can be made
accordingly. As a result, there is a higher probability of ultimately achieving the goal
of successful communication in this mode than in the other two modes. The
Interpersonal Mode is most obvious in conversation, but both the interpersonal and
negotiated dimensions can be realized through reading and writing, such as the
exchange of personal letters or electronic mail messages .

Interpersonal examples-

1. Exchange information via letters, e-mail/video mail, notes, conversations or

interviews on familiar topics (e.g., school events, weekend activities, memorable
experiences, family life).
2. Express and compare opinions and preferences about information gathered
regarding events, experiences and other school subjects.
3. Clarify meaning (e.g., paraphrasing, questioning).
4. Give and follow directions, instructions and requests (e.g., installing software, dance
steps).
5. Demonstrate the ability to acquire goods, services or information (e.g., using public
transportation, making a hotel reservation, buying food).

Interpretive Mode-

The Interpretive Mode is focused on the appropriate cultural interpretation of

meanings that occur in written and spoken form where there is no recourse to the
active negotiation of meaning with the writer or the speaker. Such instances of one-
way reading or listening include the cultural interpretation of texts, oral or written,
must be distinguished from the notion of reading and listening comprehension,
where the term could refer to understanding a text with an American mindset. Put
another way, interpretation differs from comprehension in that the former implies
the ability to read (or listen) between the lines. .
Since the Interpretive Mode does not allow for active negotiation between the
reader and the writer or the listener and the speaker, it requires a much more
profound knowledge of culture from the outset. The more one knows about the

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other language and culture, the greater the chances of creating the appropriate
cultural interpretations of a written or spoken text. It must be noted, however, that
cultural literacy and the ability to read or listen between the lines are developed
over time and through exposure to the language and culture. .

Interpretive examples

1. Follow directions, instructions and requests (e.g., recipes, travel directions, prompts
on ATMs).
2. Use listening and reading strategies (e.g., skimming and scanning techniques) to
determine main ideas and purpose.

Presentational Mode-

The Presentational Mode refers to the creation of messages in a manner that

facilities interpretation by members of the other culture where no direct opportunity
for active negotiation of meaning between members of the two cultures exists.
Examples of the one-way writing and speaking require a substantial knowledge of
language and culture from the outset, since the goal is to make sure that members of
the other culture, the audience, will be successful in reading and listening between
the lines .

Presentational examples

1. Summarize information from authentic language materials and artifacts (e.g., TV

programs, articles from youth magazines, Internet, videos, currency) and give
personal reactions.
2. Use information acquired from target language sources to solve everyday problems
and situations (e.g., using a newspaper to make plans to see a movie, perusing a
catalog to shop for a birthday gift, watching a weather forecast to help plan an
activity).
3. Create and present a narrative (e.g., current events, personal experiences, school
happenings).
4. Present differences in products and practices (e.g., sports, celebrations, school life)
found in the target culture.
5. Prepare and deliver a summary of characters and plot in selected pieces of literature.
6. Apply age-appropriate writing process strategies (prewriting, drafting, revising,
editing, publishing).

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 MODES OF COMMUNICATION

Interpersonal Interpretive Presentational

Two-way communication One-way communication One-way communication

with active negotiation of with no recourse to the intended for an audience of
meaning among individuals active negotiation of readers, listeners, or
meaning with the writer, viewers
speaker, or producer

Spontaneous Reader, listener or viewer Presentation of

interprets what the author,
Usually involves exchange speaker, or producer wants
of information the receiver of the message
to understand
Meaningful
information; not exchange
No direct opportunity for
the active negotiation of
meaning exists

Participants observe and Interpretation differs from To ensure the intended

monitor one another to see
how their meanings and
intentions are being
communicated and make
adjustments and
clarifications accordingly
comprehension and
translation in that it implies
the ability to read, listen or
view between the lines,
including understanding
from within the cultural
mindset or perspective
audience is successful in its
interpretation, the
presenter needs
knowledge of the
audiences language and
culture

Speaking and listening Reading of authentic texts Writing (messages, articles,

(conversation)
Reading and writing (text
messages, messages on
social media, letters)
(websites, stories and other
literature, articles, signs)
Listening to authentic texts
(speeches, messages, songs,
radio news, ads)
Viewing of authentic
materials (videos, movies,
presentations, TV shows,
commercials, news, plays)
advertisements, flyers,
brochures, short stories,
reports, scripts, Power
Point presentations);
Speaking (telling a story,
giving a speech, TV or radio
news, drama presentations
including skits, presentation
to jury)

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Conclusion-

Communicating with an audience requires a lot of thought. The message needs to

reach the audience in their own space, without any extra search. In addition, the
message must be tailored to match both the audience's interaction and
communication styles.

An overly experiential message may overwhelm select audiences, while other

audiences may fall in love with it. Choosing the proper mode of communication and
approach towards a project will allow the communication to transmit properly.

People use several different types of communication in their work. The choice of the
method of communication would depend upon such factors as the physical presence
of the receiver of the message, the nature of the message as to whether it is urgent
or confidential and the costs involved in the transmission of the message.

Moreover, we explored the thought of how these various modes have influenced
communication culture. Additionally this has shown, that communication can occur
both via manual signs and orally. Ultimately We gain awareness about various modes
of communication therefore, if We ever meet someone who uses a different mode of
communication than ourselves , we will be open to embrace the differences.

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