Types of Communication

Communication plays an important part in human lives: both professionally and personally. It helps an organization to reach its goal as well as allow us a human being to share our thoughts, ideas and beliefs to others. The ability to communicate effectively is essential for success in the workplace. Being able to promote oneself professionally through networking and effective communication is important for progressing in one's career. In personal settings, the ability to communicate emotions and ideas is imperative for building relationships and making connections with others. But only communicating is not enough, one should communicate effectively. A communication is said to be effective if

·         The purpose of communication has been fulfilled

·         The receiver has given positive feedback

·         The intent of communication has been interpreted accurately.

Types of communication

To achieve either of the condition stated above one should always know the context. A context can be clearly defined if we know to whom we are communicating and what we are communicating. Therefore, communication is divided in several categories.

Communication on the basis of organizational structure: Two types of communication take place in an organization. They are

·         Formal

·         Informal

Communication on the basis of channel: Communication can also be classified on the basis of communication channel adapted for that communication. Communication can take place in various form. They are

·         Verbal

·         Non-verbal

Communication on the basis of direction

·         Upward

·         Downward

Formal communication

Formal communication is structured and uniformed with the intent of communicating concisely and efficiently. There is little personability in formal communication and it follows a specific set of rules and regulations. This type of communication is often seen in the workplace and is intended to meet administrative goals. The communication in which information flows through proper and pre-defined solutions is referred to as Formal Communication. It follows a hierarchical chain that is generally established by the organization itself.

This type of communication is a must in the workplace because employees are expected to follow formal communication while performing their duties. Some general examples of formal communication are reports, commands, orders, etc.

Types of Formal Communication

1. Vertical

In this type of formal communication, information exchange takes place at different organizational levels. Either the communication takes place from superior authority to subordinate or vice-versa.

It is also classified into two types:

Bottom-up: Communication flow is from subordinate to superior authority.

Top-down: Communication flow is from superior authority to subordinate.

2. Lateral or Horizontal

This type of communication takes place between two employees of the same level but working in different departments.

For example, communication that takes place between the Sales Manager and Human Resource Manager.

3. Diagonal or Crosswise

This type of communication takes place between employees of different departments working at different levels.

For example, communication between Salesman and Manufacturing manager.

 

Informal communication

Informal communication is more spontaneous and does not follow a rigorous structure. There are no rules or official channels. This type of communication occurs between family, friends, and acquaintances. The intent of informal communication is to satisfy personal interests. It is also important for the growth of a company because employees can discuss work-related issues more openly which ultimately saves the company’s time and money.

Types of Informal Communication

1. Single Strand Chain

The communication in which one person tells something to another who again says something to another person and the process continues.

2. Cluster Chain

In this type of informal communication, one person tells something to some of his friends then they circulate that among their close friends and the process goes on.

3. Probability Chain

In this type, one person randomly chooses some persons and transfers information to them and they also do the same later on.

4. Gossip Chain

This type of communication is very common in an organization, where a person tells something to a group of people then they also spread it further to another group of people till it gets passed to everyone.

Key Differences Between Formal and Informal Communication

Formal communication	Informal communication
A set of commands is followed for formal communication.	In informal communication can move freely in all directions.
Formal communication is time-consuming.	It costs less time for informal communication.
Formal communication has its scope restricted within the organization	Informal communication has no boundary.
A high level of secrecy is maintained for formal communication.	Secrecy is not guaranteed for informal communication.
Formal communication is designed at the organizational level.	informal communication occurs naturally.
Documentary evidence is always available for formal communication.	There are no supporting documents available for informal communication.
Slang words are never used in formal communication.	They can be used in informal communication.
Formal communication is also known as official communication.	Informal communication is also known as grapevine communication.
Examples of formal communication are - business letters, reports, orders, etc.	Examples of informal communication are face-to-face communication, telephonic conversations, etc.
Generally, documentation happens for formal communication.	No documentation happens for informal communication.

 

Verbal Communication

Verbal communication occurs when we engage in speaking with others in word. These words can be written or spoken. It can be face-to-face, over the telephone, via Skype or Zoom, etc. Some verbal engagements are informal, such as chatting with a friend over coffee or in the office kitchen, while others are more formal, such as a scheduled meeting. Types of verbal communication

Oral: Spoken language

Non-Oral: Written 

Oral Communication

Oral communication is type of communication when information is shared using spoken words. Regardless of the type, it is not just about the words, it is also about the calibre and complexity of those words, how we string those words together to create an overarching message, as well as the intonation (pitch, tone, cadence, etc.) used while speaking. Oral communication is further classified as:

Intrapersonal communication

Interpersonal communication

Small group communication

Public communication

Intrapersonal communication

Intrapersonal communication is nothing but the internal dialogue people usually engage in. This type of communication takes place when a person talks to themselves. Here, communication takes place within the brain. People usually interact with themselves on many occasions such as when processing vague information, reaching clarity about something, tackling overwhelming emotions, daydreaming etc.

For example, Katie always has the habit of discussing with herself before taking any important decisions. She feels that talking to herself helps her tackle any confusion efficiently.

Interpersonal communication

This form of communication takes place between two individuals and is thus a one-on-one conversation. Here, the two individuals involved will swap their roles of sender and receiver in order to communicate in a clearer manner.

Small group communication

This type of communication can take place only when there are more than two people involved. Here the number of people will be small enough to allow each participant to interact and converse with the rest. Press conferences, board meetings, and team meetings are examples of group communication. Unless a specific issue is being discussed, small group discussions can become chaotic and difficult to interpret by everybody. This lag in understanding information completely can result in miscommunication.

Public communication

This type of communication takes place when one individual address a large gathering of people. Election campaigns and public speeches are example of this type of communication. In such cases, there is usually a single sender of information and several receivers who are being addressed.

Written communication

Written communication is any written message that two or more people exchange. Written communication is typically more formal but less efficient than oral communication. Examples of written communication include: Emails. Text messages. Written communications require a high level of skill in order to be conducted effectively and professionally. This form of communication is very common in business, so it is important that each employee has an understanding of written communication and a continual motivation to develop and improve their skills. Effective written communications should include the following skills:

Clarity: All written communications should be clear, direct, straightforward, and understandable. Confusion will be prevented amongst readers if the message makes sense.

Concision: Written communications should be kept short to avoid repetition and avoid leaving out necessary information. Conciseness assists in making a message clearer.

A professional and formal tone: Keeping a courteous tone builds effective rapport and maintains a polite, respectful, and culturally sensitive dialogue.

Precision and composition: All facts and dates should be accurate, and all spelling and grammar should also be correct. Precision builds a professional tone and confirms effective research has been done.

Completeness: All necessary information should be included in the written communication

Non-verbal communication

Non-verbal communication includes facial expressions, posture, eye contact, hand movements, and touch. For example, if you’re engaged in a conversation with your boss about your cost-saving idea, it is important to pay attention to both their words and their non-verbal communication. Instead of written or oral words, it relies on various non-verbal cues like physical movements, tasks, colours, signs, symbols, signals charts, etc. to express feelings, attitudes or information. Although no word is used in non-verbal communication, it can effectively communicate many human feelings more accurately than verbal methods of communication. Non verbal communication are also classified as

Facial expression

The face is an important communicator. It is commonly said that the face is the index of the mind. It expresses the type of emotions or feelings such as joy, love, interest, sorrow, anger, annoyance, confusion, enthusiasm, fear, hatred surprise, and uncertainty. For example, if you smile frequently you will be perceived as more likable, friendly, warm and approachable.

Gestures

Nonverbal communication via gestures is so powerful and influential that some judges place limits on which ones are allowed in the courtroom. If you fail to gesture while speaking, you may be perceived as boring, stiff and unanimated. A lively and animated teaching style captures students’ attention, makes the material more interesting, facilitates learning and provides a bit of entertainment. Head nods, a form of gestures, communicate positive reinforcement to students and indicate that you are listening. Gestures are movements of the arms, legs, hands, and head.

Posture and body orientation

Posture and movement can also provide a great deal of information. You communicate numerous messages by the way you walk, talk, stand and sit. Standing erect, but not rigid, and leaning slightly forward communicates to students that you are approachable, receptive and friendly. Speaking with your back turned or looking at the floor or ceiling should be avoided; it communicates disinterest to your class.

Body language

Body language is another widely recognized form of non-verbal communication. Body movements can convey meanings and messages. Body language may take two forms of unconscious movements and consciously controlled movements.

For example;

When a person is bored, he may gaze around the room rather than look at the speaker or he may shift positions frequently.

When a person is nervous, he may bite his nails or mash hair. These are usually made unconsciously. On the other hand, leaning forward toward the speaker to express interest is the case of conscious body movements.

Graphic Language

Graphic communication is the study of how we convey meaning through visual design. Graphic communication as the name suggests is communication using graphic elements. These elements include symbols such as glyphs and icons, images such as drawings and photographs, and can include the passive contributions of substrate, colour and surroundings. It presents information in pictorial or other specific format in order to clarify or prove the written material. Examples of graphic language include photographs, posters, charts, diagrams, symbols, icon, etc.

Advantages of graphic language

·         It helps in visualizing concept.

·         It is an important part of engineering domain.

·         It helps in designing machines and structures.

·         Graphic language is independent of language. So, a person not knowing a specific language also gets the message.

Communication based on direction of communication

Upward communication refers to that form of communication that flows from bottom to top. On the other extreme, downward communication is the communication, which moves from top to bottom. Communication is the spine of an organisation because without it superior-subordinate relationship cannot thrive and the organisation will not be able to function effectively, to achieve the objectives. It pertains to the meaningful and effective interaction between two or more people.

 

Basis for communication	Upward Communication	Downward Communication
Meaning	Upward communication is the line of communication through which subordinates can convey information, to their seniors.	Downward communication is the formal chain of command established to direct subordinates and convey information, pertaining to organization's objectives, policies and strategies.
Nature	Participative and Appellative	Authoritative and Directive
Flow	Subordinate to superior.	Superior to subordinate.
Purpose	To make complaints or appeal, give feedback and suggestions	To give orders, instructions, advice or assign responsibilities.
Speed	Slow	Fast
Frequency	Low	Comparatively high
Examples	Reports, direct letters and proposals	Circulars and Notices